--- title: "Requesting Time Off with Accruals" slug: "r365-app-using-time-off-accruals" description: "Request time off with PTO accruals enabled. Select accrual type, set dates, review balance summary, and submit. Covers waiting periods and increments." updated: 2026-09-08T19:44:58Z published: 2026-09-08T19:44:58Z canonical: "docs.restaurant365.com/r365-app-using-time-off-accruals" --- > ## 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. # Requesting Time Off with Accruals When [Time Off Accruals](/doc/docs/pto-accruals-overview) is enabled for an organization, users will encounter an experience that differs from the [standard time off request experience](/doc/docs/r365-app-employee-schedule-requests-overview). Requesting time off using time off accruals will require users to select a time off type. The hours requested will debit from the balance of the time off type selected. > [!NOTE] > If an employee does not have access to submit requests via the app, managing users with access to scheduling or manager tools can create time off on behalf of an employee. These users also see that employee's accrual balances in the time off type list. For more information, see [Create Time Off for an Employee (Mobile)](/doc/docs/create-a-time-off-request-for-an-employee-via-mobile). --- ## Creating a New Time Off Request Users can create a new time off request from the mobile dashboard, the My Time Off Screen, or the My requests screen. > Only Users with PTO Accruals will be able to access the My time off dashboard widget and My time off screen. Learn more about [standard time off requests.](/doc/docs/r365-app-requesting-time-off) ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-EZXP6MYC.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A17Z&se=2026-11-12T11%3A17%3A17Z&sr=c&sp=r&sig=s2jE%2F5wMn7xjVmneqoPPq3Wnart3rN4XGCRHz3p5%2FMY%3D) ## Time Off Request Form When a new time off request is created, users will be prompted to complete the **Request time off form**. When PTO Accruals is enabled, the form will require users to select an available accrual policy to draw their hours from and summarize the hours balance. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-TIH5KGB9.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A17Z&se=2026-11-12T11%3A17%3A17Z&sr=c&sp=r&sig=s2jE%2F5wMn7xjVmneqoPPq3Wnart3rN4XGCRHz3p5%2FMY%3D) | | **Field** | **Description** | | --- | --- | --- | | **1** | Back Button | Returns to the previous screen. | | **2** | Time Off Type | Tap to select the accrual policy to debit the time off hours from. | | **3** | All-day Toggle | Switches between all-day and partial-day requests. When disabled, the date selection fields include a time field. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-721Q4Z4U.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A17Z&se=2026-11-12T11%3A17%3A17Z&sr=c&sp=r&sig=s2jE%2F5wMn7xjVmneqoPPq3Wnart3rN4XGCRHz3p5%2FMY%3D) | | **4** | Date and Time | Select the **start date** and the **end date** and for the time off request. When the All-day toggle (#3) is **disabled**, select date and time. | | **5** | Notes | Tap and type to enter any notes related to the time off request. Managers will be able to read these notes when reviewing the request for approval. | | **6** | Summary | The summary of hours based on the accrual type and hours requested. This includes the following information: - **Current Balance** - The number of hours accrued and available to utilize for the accrual type. - **Requested Balance** - The amount of hours being requested. This section updates as the start/end date/time is changed. - **Remaining Balance** - The balance that will remain after the requested hours are taken from the current balance. > The summary section does not appear until a **time off type** is selected. | | **7** | Submit Request | Once all required information is included, tap to submit the request. | --- ## Entering a New Time Off Request Using Accruals To enter a new time off request, follow these steps: *Click steps to expand for additional information and images.* ****1)** Tap the **Time off type** field to open the type of type selections. Then, select an **accrual policy** from the list.** This list will feature all the policies assigned to the user. > Time off types with a new hire waiting period will not be listed if the waiting period has not passed. All time off types are listed on the [My Time off page](/doc/docs/r365-app-employees-with-time-off-accruals), along with the first date that associated time off requests can be submitted. The hours requested will be deducted from the balance of the accrual policy selected. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ASFYHCX2.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A17Z&se=2026-11-12T11%3A17%3A17Z&sr=c&sp=r&sig=s2jE%2F5wMn7xjVmneqoPPq3Wnart3rN4XGCRHz3p5%2FMY%3D) ****2)** Use the **All day** toggle to switch between all day and partial day requests.** When disabled, the date selection fields include a time field. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-E0053I2B.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A17Z&se=2026-11-12T11%3A17%3A17Z&sr=c&sp=r&sig=s2jE%2F5wMn7xjVmneqoPPq3Wnart3rN4XGCRHz3p5%2FMY%3D) ****3)** Tap the **Start date section** to make the date and time selections for when the time off request is to begin.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-FWXWAX2Y.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A17Z&se=2026-11-12T11%3A17%3A17Z&sr=c&sp=r&sig=s2jE%2F5wMn7xjVmneqoPPq3Wnart3rN4XGCRHz3p5%2FMY%3D) ****4)** Select a date by tapping a day on the **calendar**.** - **Blackout** dates **cannot** be selected and are disabled. - If the current date is within the **request cutoff period**, dates between the current date and the end of the request cutoff period **cannot** be selected and are disabled. The request cutoff period is a set weekday or number of days prior to the next schedule where time off requests are not accepted. Contact your manager for your organization’s specific request cutoff period. - For all time off types (except for types associated with sick time) **past dates** **cannot** **be selected** and are disabled. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-N9CLJONU.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A17Z&se=2026-11-12T11%3A17%3A17Z&sr=c&sp=r&sig=s2jE%2F5wMn7xjVmneqoPPq3Wnart3rN4XGCRHz3p5%2FMY%3D) ****5)** For **partial day** requests, tap the **time** to adjust.** **All-day** requests default to the max number of hours per day selected (8). > If a usage increment requirement has been set for the selected time off type, time off must be requested in the required increment (2, 4, or 8 hours). If the time off request is not in the required increment, a message indicating the required increment will appear when the Submit button is tapped (step 9). Return to this step to adjust the requested time. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-GU57258W.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A17Z&se=2026-11-12T11%3A17%3A17Z&sr=c&sp=r&sig=s2jE%2F5wMn7xjVmneqoPPq3Wnart3rN4XGCRHz3p5%2FMY%3D) ****6)** Tap the **End date section**. Then, repeat steps 4 and 5 to set an **end date** and **time**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-J6NSHV59.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A17Z&se=2026-11-12T11%3A17%3A17Z&sr=c&sp=r&sig=s2jE%2F5wMn7xjVmneqoPPq3Wnart3rN4XGCRHz3p5%2FMY%3D) ****7)** Tap and type in the **notes** section to leave a note for the manager. This section is optional. Anything typed in this section will be visible by the approving manager.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-6Y97YEX3.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A17Z&se=2026-11-12T11%3A17%3A17Z&sr=c&sp=r&sig=s2jE%2F5wMn7xjVmneqoPPq3Wnart3rN4XGCRHz3p5%2FMY%3D) ****8) Review** the current balance, requested hours, and remaining balance. Ensure that the hours requested are correct.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-WFTC6LG0.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A17Z&se=2026-11-12T11%3A17%3A17Z&sr=c&sp=r&sig=s2jE%2F5wMn7xjVmneqoPPq3Wnart3rN4XGCRHz3p5%2FMY%3D) ****9)** Tap to **submit** the the request for manager approval.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-WCHHUQCX.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A17Z&se=2026-11-12T11%3A17%3A17Z&sr=c&sp=r&sig=s2jE%2F5wMn7xjVmneqoPPq3Wnart3rN4XGCRHz3p5%2FMY%3D) > If a usage increment requirement has been set for the selected time off type, time off must be requested in the required increment (2, 4, or 8 hours). If the time off request is not in the required increment, a message indicating the required increment will appear when the Submit button is tapped. > > > > ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-S4X9MPD4.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A17Z&se=2026-11-12T11%3A17%3A17Z&sr=c&sp=r&sig=s2jE%2F5wMn7xjVmneqoPPq3Wnart3rN4XGCRHz3p5%2FMY%3D) > > > > Return to step 5 to adjust the requested time. --- ## Important Notes About Time Off Requests ### Employees Assigned to Multiple Locations For an employee assigned to multiple locations, a time off request applies to **every location** the employee is associated with. The Locations section on the request details screen lists these locations. Approving, denying, or canceling the request applies to every location listed in the Locations section. ### Max Daily Hours The **max** number of PTO hours that can be credited per day is **8 hours**. This means that when **'All-day'** is selected, or when the number of hours selected for a 24 hour day **exceeds** 8, the amount per day requested will be capped at 8. If the amount of hours selected for a day is less than 8, then the calculated number of hours will be requested. ### Negative Balances Some accrual polices will allow the existence of **negative balances**. When negative balances are allowed, the balance reflected in the remaining balance will be shown in red with a negative symbol. ### Balance Calculations When a time off request is submitted, the existing balance will remain the same until the time off date(s) has passed. Once passed, the balances shown for the accrual policy will recalculate and be reflected on the My Time Off dashboard widget and the My Time Off screen. ### Usage Increments If a usage increment requirement has been set for the selected time off type, time off must be requested in the required increment (2, 4, or 8 hours). If the time off request is not in the required increment, a message indicating the required increment will appear when the Submit button is tapped. The time off request must be updated to the correct increment before it can be submitted. ### New Hire Waiting Period When a time off type has a new hire waiting period set, newly hired employees cannot use accrued hours until a set number of days after their hire date. When requesting time off, time off types with new hire waiting periods will not be listed if the waiting period has not passed. All time off types are listed on the [My Time off page](/doc/docs/r365-app-employees-with-time-off-accruals), along with the first date that associated time off requests can be submitted. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-MWLL5V15.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A17Z&se=2026-11-12T11%3A17%3A17Z&sr=c&sp=r&sig=s2jE%2F5wMn7xjVmneqoPPq3Wnart3rN4XGCRHz3p5%2FMY%3D) ## Related - [Time Off Requests With Accruals](/r365-app-review-time-off-requests-using-accruals.md) - [Adjusting Accrual Balances](/pto-accruals-adjusting-accrual-balances.md)