--- title: "Adjusting Accrual Balances" slug: "pto-accruals-adjusting-accrual-balances" description: "Adjust an employee's PTO accrual balance by adding or subtracting hours, with regular vs. exempt types and accrual cap constraints." updated: 2025-08-25T22:02:36Z published: 2025-08-25T22:02:36Z canonical: "docs.restaurant365.com/pto-accruals-adjusting-accrual-balances" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Adjusting Accrual Balances This article reviews the steps to adjust an employee's [PTO accrual balance](/doc/docs/pto-accruals-overview). --- ## Security Only users with the following permission will be able to adjust accrual balances: - Labor → Employees → Time → Accrual Balances → Edit Accrual Balances --- ## Adjusting Accrual Balances Follow these steps to adjust an employee's accrual balance for a PTO accrual rule: *Click steps to expand for additional information and images.* ****1)** Navigate to the desired [employee's employee record](/doc/docs/workforce-employee-record-overview), then select the **Time Off tab.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-XMFZNSP1.png?sv=2026-02-06&spr=https&st=2026-10-28T00%3A59%3A13Z&se=2026-10-28T01%3A59%3A13Z&sr=c&sp=r&sig=gJKYkNTNd4aJnp4csxHiq9FTPjIGWBPgTjXOb5kr6aU%3D) ****2)** In the 'Accrual Balances' section, click on the **summary card** for the desired accrual balance.** The [Accrual Balance Detail sidesheet](/doc/docs/workforce-employee-record-time-off-tab) will open. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-9EH93ADH.png?sv=2026-02-06&spr=https&st=2026-10-28T00%3A59%3A13Z&se=2026-10-28T01%3A59%3A13Z&sr=c&sp=r&sig=gJKYkNTNd4aJnp4csxHiq9FTPjIGWBPgTjXOb5kr6aU%3D) ****3)** Click **Adjust Hours.**** > The balance associated with unlimited policies is unlimited and cannot be adjusted. The Adjust Hours button is not displayed. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-TZJ8TIS7.png?sv=2026-02-06&spr=https&st=2026-10-28T00%3A59%3A13Z&se=2026-10-28T01%3A59%3A13Z&sr=c&sp=r&sig=gJKYkNTNd4aJnp4csxHiq9FTPjIGWBPgTjXOb5kr6aU%3D) ****4)** In the Hours dropdown menu, select **Add** or **Subtract.**** **Add** will increase the **regular** or **exempt** hours amount based on the type selected in step 6 and result in an increase to the current balance. - Regular adjustments increase the employee’s ‘regular’ hours and are subject to the accrual cap. - Exempt adjustments increase the employee’s ‘exempt’ hours and are **not** subject to the accrual cap. **Subtract** will increase the **used** amount and result in a decrease to the current balance. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-OUHSPD66.png?sv=2026-02-06&spr=https&st=2026-10-28T00%3A59%3A13Z&se=2026-10-28T01%3A59%3A13Z&sr=c&sp=r&sig=gJKYkNTNd4aJnp4csxHiq9FTPjIGWBPgTjXOb5kr6aU%3D) ****5)** Enter the **amount of the adjustment** as hours.** When adding hours: - If the type (step 6) is regular, the amount of added hours cannot cause the employee’s balance to exceed the accrual cap. When subtracting hours: - If the accrual rule does not allow for negative balances and the type of the adjustment is regular, the amount of subtracted hours cannot cause the employee’s balance to be negative. - If the type is exempt, the amount of the subtracted hours cannot exceed the employee’s current exempt hours. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-Z7NZ775Z.png?sv=2026-02-06&spr=https&st=2026-10-28T00%3A59%3A13Z&se=2026-10-28T01%3A59%3A13Z&sr=c&sp=r&sig=gJKYkNTNd4aJnp4csxHiq9FTPjIGWBPgTjXOb5kr6aU%3D) ****6)** Select the type of the adjustment, **regular** or **exempt**.** When adding hours: - Regular adjustments increase the employee’s ‘regular’ hours and are subject to the accrual cap. - Exempt adjustments increase the employee’s ‘exempt’ hours and are **not** subject to the accrual cap. When subtracting hours: - If the employee has exempt hours, the adjustment type defaults to ‘exempt’. - The amount of exempt hours subtracted cannot exceed the employee’s total exempt hours. - If the adjustment type is regular and the accrual rule does not allow negative balances, the subtracted amount cannot cause the employee’s balance to be negative. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ZN9KZN0C.png?sv=2026-02-06&spr=https&st=2026-10-28T00%3A59%3A13Z&se=2026-10-28T01%3A59%3A13Z&sr=c&sp=r&sig=gJKYkNTNd4aJnp4csxHiq9FTPjIGWBPgTjXOb5kr6aU%3D) ****7)** Enter a **reason** for the adjustment. *(optional)*** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-4W30KNMH.png?sv=2026-02-06&spr=https&st=2026-10-28T00%3A59%3A13Z&se=2026-10-28T01%3A59%3A13Z&sr=c&sp=r&sig=gJKYkNTNd4aJnp4csxHiq9FTPjIGWBPgTjXOb5kr6aU%3D) ****8)** Click **Save.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-IFRR60M2.png?sv=2026-02-06&spr=https&st=2026-10-28T00%3A59%3A13Z&se=2026-10-28T01%3A59%3A13Z&sr=c&sp=r&sig=gJKYkNTNd4aJnp4csxHiq9FTPjIGWBPgTjXOb5kr6aU%3D) > The Save button is disabled when the adjusted hours conflict with the employee’s available exempt hours or accrual cap. A database entry that contains detailed info about an employee, including personal details and employment history.