--- title: "Time Off Tab (Employee Record)" slug: "employee-record-time-off-tab" description: "Time Off tab on employee records — covers accrual balance cards, balance detail sidesheet, and PTO request history." updated: 2025-10-09T19:34:31Z published: 2025-10-09T19:34:31Z canonical: "docs.restaurant365.com/employee-record-time-off-tab" --- > ## 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. # Time Off Tab (Employee Record) On the Time Off tab, users can view and adjust an employee's [PTO accrual balances](/doc/docs/pto-accruals-overview). > This tab is only displayed when PTO Accruals is enabled. PTO Accruals is only available when R365 Payroll or the [updated employee record](/doc/docs/employee-record-2024-update) is enabled. The updated employee record is in beta. Contact your CSM to learn more. On this tab, users can: - [Assign accrual rules to the employee](/doc/docs/pto-accruals-assigning-accrual-rules-to-employees) - [Adjust the employee’s accrual balances](/doc/docs/pto-accruals-adjusting-accrual-balances) --- ## Security Users with the following permission will be able to access the Time Off tab: - Labor → Employees → Time → Accrual Balances → View Accrual Balances These permissions can be added to [custom user roles](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-access-report) can be used to determine which user roles or users already have these permissions assigned. For more information, see [User Setup and Security](/doc/docs/user-setup-security-and-location-access). --- ## Navigation 1. Navigate to the desired employee’s [**employee record**](/doc/docs/employee-record). 2. Select the Time Off tab. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-F0LVR29P.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) ****Search** for an employee record:** Navigate to employee records with the [R365 global search bar](/doc/docs/r365-search): 1. Enter all or part of the **employee’s** **name** or **email address** in the global search bar. 2. Select the employee from the results list. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1745007955784.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) --- ## Accrual Balances Section ### ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/f24bb3d2-324f-4a82-8554-0d2ce84375fb.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) All **accrual rules** assigned to the employee are displayed in the Accrual Balances section as summary cards. Clicking on a summary card will open the Accrual Balance Detail sidesheet, where additional details can be viewed and balances can be adjusted. ### Accrual Balance Summary Card ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image(348).png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) | | **Field** | **Description** | | --- | --- | --- | | **1** | Earning Type Icon | Icon representing the **earning type** associated with the accrual balance: ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/975b314a-c916-47d5-bcd2-2f6ccb4ec344.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) - Sick ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/f3e2b972-81f1-449a-825d-a07987ea2091.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) - Unpaid or Bereavement ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/647dfc53-361f-4838-832e-7ff9ae25807e.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) - PTO ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/43799bc0-0da6-4c74-9dfe-3ea90a27963a.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) - Vacation | | **2** | Accrual Balance Name | Name of the accrual rule governing the accrual balance. This name is employee-visible when requesting time off. | | **3** | Balance Bar | Displays the employee's current available balance out of the total hours accrued for the accrual rule. - Dark blue section - Current balance - Light blue section - Used hours | | **4** | Current Balance | Number of hours the employee has available for use on time off requests. For unlimited policies, the current balance will always show as an infinity sign ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/6864fbdb-4712-49fd-9d9b-618fc07428ef.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D). | | **5** | Total Accrued | Number of total hours the employee has accrued for the accrual rule based on policy type: - **Unlimited** - Always shows an infinity sign ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/0635d7ee-936e-4ae9-8a29-0fd14218993c.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) - **Accrued** - Total amount accrued for the current calendar year + carryover from the previous year - **Fixed Date** - Total amount accrued this year + carryover from the previous year | | **6** | As of Date | Date current balance and total accrued amounts were last updated. | --- ## Accrual Balance Details Sidesheet ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-HDQ8HEE6.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) | | **Field** | **Description** | | --- | --- | --- | | **1** | Back Button | Closes the Accrual Balance Detail sidesheet and return to the Time Off tab. | | **2** | Accrual Balance Name and Icon | Name of the accrual rule governing the accrual balance. Icon representing the **earning type** associated with the accrual balance: ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/975b314a-c916-47d5-bcd2-2f6ccb4ec344.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) - Sick ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/f3e2b972-81f1-449a-825d-a07987ea2091.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) - Unpaid or Bereavement ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/647dfc53-361f-4838-832e-7ff9ae25807e.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) - PTO ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/43799bc0-0da6-4c74-9dfe-3ea90a27963a.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) - Vacation | | **3** | Information Button | Displays the policy details of the accrual rule governing the accrual balance. Learn more about the fields for the [different accrual types here](/doc/docs/pto-accruals-accrual-rule-details-sidesheet). If the accrual rule has a tenure bonus, the impact to the employee is displayed. **Employee receives the tenure bonus:** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/f083a5a6-eeb3-45d2-b0ab-5836f1013f0c.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) **Employee does not yet receive the tenure bonus :** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/283fa576-3bef-49e6-bcc3-e3c1027a84f2.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) If the PTO accrual rule has a future version, an alert is displayed at the top with the effective date for the version. The rule information displayed is for the current version of the rule. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image(349).png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) | | **4** | Unassign Accrual Rule Button | Removes the accrual rule assignment from the employee. > Accrual rules **cannot** be unassigned if the employee has pending or approved requests associated with that accrual rule. To unassign the rule, first deny all related requests. > Removing the accrual rule will discard any balances the employee has accrued. | | **5** | Adjust Hours Button | Opens the balance adjustment form where the user can add or remove hours from the employee's current balance. Learn more about [adjusting balances here](/doc/docs/pto-accruals-adjusting-accrual-balances). > This button is not displayed when the accrual rule’s effective start date is in the future. | | **6** | Regular | Number of hours the employee has accrued that are included in accrual cap calculations, including: - Hours accrued for the accrual rule this year, based on the annual expiration date of the rule. - Carryover from the previous year when the carryover type is ‘regular’. - Manual adjustments when the manual adjustment type is ‘regular’. > Unlimited rules always shows an infinity sign ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/0635d7ee-936e-4ae9-8a29-0fd14218993c.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) | | **7** | Exempt | Number of hours that have been added to the employee’s balance that do not impact accrual cap calculations, including: - Carryover from the previous year when the carryover type is ‘exempt’. - Manual adjustments when the manual adjustment type is ‘exempt’. > When the employee uses accrued hours, exempt hours are used first. > This field is only displayed when the employee has accrued exempt hours. | | **8** | Used | Number of hours the employee has used for time off requests for the accrual rule. This amount is updated on the day of the request and does not reflect hours requested for future dates. | | **9** | Current Balance | Number of hours the employee has available for use on time of requests for the accrual rule. This amount will be equal to 'total accrued' hours - 'used' hours. For unlimited policies, the current balance will always show as an infinity sign![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/6864fbdb-4712-49fd-9d9b-618fc07428ef.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D). | | **10** | Balance Bar | Displays the employee's current balance out of the total hours accrued for the accrual rule. - Dark blue section - Current balance - Light blue section - Used hours | | **11** | Current Balance as of Date | Date current balance amount was last updated. | | **12** | Accrual Cap | Maximum number of hours the employee can accrue or bank based on the accrual cap type of the rule. - **Limitless Accrual** - Always shows as an infinity sign ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/6864fbdb-4712-49fd-9d9b-618fc07428ef.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D). - **Maximum Yearly Accrual** - Displays the maximum amount of hours the employee can accrue in a year. - **Maximum Running Balance** - Displays the maximum amount of hours the employee can bank. When the current balance is equal to the maximum running balance, the employee will stop accruing hours. Once hours are used, the employee can accrue again. > When the employee has accrued exempt hours, these hours increase the employee’s maximum balance and are displayed along with the accrual cap. > > ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-3FQS4VXV.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) | ### Balance Log The Balance Log section displays all of the employee's balance activity for the displayed accrual rule. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/400eff33-d8ec-42c8-97dc-04577051bb1b.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) | | **Field** | **Description** | | --- | --- | --- | | **1** | Search | Filters the Balance Log for entries that contain the entered text in the Type or Status columns. | | **2** | Smart Grid Controls | \| ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1720650929404.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) \| Table Views \| Save/edit table views. \| \| --- \| --- \| --- \| \| ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1720650933334.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) \| Filter \| Filter column information. \| \| ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1720650937142.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) \| Columns \| Rearrange table columns. \| \| ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1720650941066.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) \| Export \| Export the table to a .csv file. \| \| ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1720650945879.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) \| Refresh \| Refresh the table. \| Learn more about [working with grids](/doc/docs/working-with-smart-grids). | | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1720650929404.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) | Table Views | Save/edit table views. | | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1720650933334.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) | Filter | Filter column information. | | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1720650937142.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) | Columns | Rearrange table columns. | | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1720650941066.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) | Export | Export the table to a .csv file. | | ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1720650945879.png?sv=2026-02-06&spr=https&st=2026-11-12T10%3A17%3A15Z&se=2026-11-12T11%3A17%3A15Z&sr=c&sp=r&sig=3V%2FOalfvUju5EDPKpWsIsIpgzIIX4bQp83NpL%2FwJUCU%3D) | Refresh | Refresh the table. | | **3** | Balance Adjustment Entry | Adjustment made to the employee's accrual balance. | #### Balance Log Columns | **Column** | **Description** | | --- | --- | | Type | Type of the adjustment: **Adjustment** - Balance was manually adjusted on the Employee Record. **Employee Request** - Employee requested time off. **Accrual** - Accrued hours added based on accrual rule settings. **Expiration** - Accrued hours removed based on the expiration settings in the accrual rule. | | Status | Approval status of employee requests: **Pending** - Employee request has not been approved or denied. **Approved** - Employee request was approved. **Denied** - Employee request was denied. | | Dates | Dates associated with the balance change. For manual adjustments and rule-driven adjustments, the date of the adjustment is displayed. For employee requests, the date range of the request is displayed. > PTO hours are deducted on each day of the PTO period. Prior to the associated dates, the remaining balance amount is unchanged. | | Start Date | Start date that the balance change will be applied. | | End Date | End date that the balance change will be applied. | | Change | Amount of PTO hours to be added or removed from the employee's balance. | | Remaining | Employee's balance after the change in hours is applied. > [!WARNING] > The amount in this column reflects the employee's remaining balance as of the current date. PTO hours are deducted on each day of the PTO period. For approved requests with dates in the future, the value in this column will update as associated dates have passed. For denied and pending requests, the change in PTO hours is not applied. | | Reasons | User entered reason for manual balance adjustments. |