--- title: "Creating an Accrued Policy Accrual Rule" slug: "pto-accruals-creating-an-accrued-policy-accrual-rule" description: "Create an accrued-type PTO rule using the accrual rule wizard: set rule name, earning type, accrual rate per hours worked, and effective date." updated: 2025-08-21T21:27:56Z published: 2025-08-21T21:27:56Z canonical: "docs.restaurant365.com/pto-accruals-creating-an-accrued-policy-accrual-rule" --- > ## 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. # Creating an Accrued Policy Accrual Rule This article reviews the steps for creating an **accrual rule** for an [**'accrued'** type PTO policy](/doc/docs/pto-accruals-policy-types)[](/doc/docs/pto-accruals-policy-types) using the **accrual rule wizard** on the [Labor Rules page](/doc/docs/admin-page-overview-security). --- ## Create an Accrued Policy Follow these steps to create a PTO accrual rule for an accrued policy: ### Starting the Accrual Rule Wizard *Click steps to expand for additional information and images.* **1) Navigate to the [**Labor Rules page**](/doc/docs/admin-page-overview-security)**.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-Z4D7RD1Z.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) **2) Click **'Create'**, then select **'Accrual Rule'.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-7PA6XM3M.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) **3) Enter a **rule name** for the accrual rule.** This is used throughout the system as the 'Accrual Balance' name and will be visible to employees. Rule names must be unique. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/bfbaf8be-8888-4a37-8b9d-068b2c84da9e.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) **4) Select an **earning type**:** - Unpaid - PTO - Sick - Vacation - Bereavement This is the earning type that will be added to the DSS when accrued hours are used. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/bfbaf8be-8888-4a37-8b9d-068b2c84da9e.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) **5) Click **Continue** to move to the next step.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/bfbaf8be-8888-4a37-8b9d-068b2c84da9e.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) **6) Enter an **effective start date.**** This is the date that the rule will take effect. Employees assigned to this rule will not accrue hours prior to this date. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/4436513d-a196-404b-8b52-2c136b9cf9d4.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) **7) Click **+ Add Effective End Date** to add an end date to the rule. (Optional)** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/4436513d-a196-404b-8b52-2c136b9cf9d4.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) **8) Click **Continue** to move to the next step.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/4436513d-a196-404b-8b52-2c136b9cf9d4.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) **9) Select the **Accrued** type.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/4a11b96b-44b9-4126-8bf0-8e9ccbed03cd.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) ****10)** Click **Continue** to move to step 1 of the policy configuration.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/4a11b96b-44b9-4126-8bf0-8e9ccbed03cd.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) ### Step 1 - 'How do you want to set up your accrued time off?' *Click steps to expand for additional information and images.* **1) Enter the **number of days** after an employee's start date (**hire date**) that must pass before the employee begins accruing hours.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-NVA548S0.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) ****2)** Select the hour increment that employees can use when requesting time off under this rule.** **None** - Employees can request to use accrued hours in any increment, including partial hours. **2** - Employees can request to use accrued hours in increments of 2 hours. **4** - Employees can request to use accrued hours in increments of 4 hours. **8** - Employees can request to use accrued hours in increments of 8 hours. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-721Z554K.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) ****3)** Enter the **number of days** after an employee's start date (**hire date**) that must pass before the employee can use accrued hours.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-YR8EFS8E.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) ****4)** Enter the number of **hours to be accrued** and the **for every X hours worked** amount.** Employees will accrue hours for each hour worked based on the accrual rate, which is calculated as: - Hours to be Accrued / Hours Worked ***Example:*** **2** hours accrued per **40** hours worked Accrual Rate: 2/40 = **0.05** Employees will accrue 0.05 hours per hour worked. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-CQM2JYIP.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) ****5)** If employees should also accrue on non-worked hours, enable the **Accrue on Non-Worked Hours toggle.**** When enabled, selected 'non-worked' hours, such as hours associated with 'sick' earnings, are included when calculating an employee's total worked hours. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-F53LMSHF.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) ****6)** If 'Accrue on Non-Worked Hours' is enabled, select the non-worked **earning types** that should accrue time off hours.** When an employee has earnings associated with these earning types, the hours associated with them will be included in 'Worked Hours' for the purposes of calculating accrual hours. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-S1M7EFR6.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) ****7)** If employees should be able make requests that result in negative balances, enable the **Allow Negative Balances toggle.**** When enabled, employees will be able to submit time off requests that will result in a negative accrual balance. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-26B6KS0X.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) ****8)** Review configurations, then click **Next Step.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-Q6QNEE03.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) ### Step 2 - Accrual Cap and Tenure Bonus *Click steps to expand for additional information and images.* ****1)** Select the **accrual cap** type.** - **Limitless Accrual** - There is no cap to how many hours an employee can accrue. - **Maximum Yearly Accrual** - The employee can accrue a set number of hours per year. - **Max Running Balance** - The employee can accrue up to a maximum balance. As hours are used, more can be accrued. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-38WN1OXZ.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) ****2a)** If **Maximum Yearly Accrual** is selected, enter the maximum number of hours an employee can **accrue in a year**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-EZJNV8VN.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) ****2b)** If **Max Running Balance** is selected, enter the maximum number of hours an employee can **bank** before they stop accruing.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-OT4P94GB.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) ****3)** f the accrual rate or maximum balance for employees should increase based on their employment tenure, **enable the Tenure Bonus toggle**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-XZDW73LZ.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) ****4)** Enter the **Years Worked** threshold.** When the employee's hire date is this number of years in the past, the tenure bonus will be applied when they accrue hours. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-908SN8W5.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) ****5)** Enter the **amount of hours** the set number of accrual hours will be increased by.** > Increasing the accrual amount is required for each level of tenure bonus. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-82DQ0OTW.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) ****6)** Enter the number of hours to **increase the maximum balance** by. *(Optional)*** > Increasing the maximum balance will increase the number of hours the employee can accrue in a single year. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-CKLD2PEN.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) ****7)** To add an additional level of tenure bonus, click **'+ Add Another Tenure Bonus'**, then follow steps 4 - 6 for it.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-QPJVNCKO.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) ****8)** Review configurations, then click **Next Step.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-92JW8DYO.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) ### Step 3 - Carryover Rules *Click steps to expand for additional information and images.* ****1)** Enter the **expire date** that accrued balances will either expire or be carried over on.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1KAWH2TB.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) ****2)** If accrued balances should carry over, enable the **Carryover Balance toggle.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-0N9IGH1C.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) ****3)** Enter the **percentage of accrued hours** that can be carried over for an employee.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1PAC2BII.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) ****4)** Enter the **maximum number of hours** that can be carried over for an employee.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-CFLFNZT3.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) ****5)** If unused carryover hours **should expire** after a set amount of time, enter the **number of days** employees can use the hours before they expire.** If unused carryover hours **should not expire**, leave this field blank. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-Q4CRZAQ2.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) ****6****)** Select the **type** of the carried over hours, regular or exempt.** - **Regular** - Carried over hours will be included in the employee's accrual cap for the rule. - **Exempt** - Carried over hours will not be included in the employee's accrual cap for the rule. When the employee uses accrued hours, exempt hours are used first. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ZDGJBHXN.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) ****7)** If earnings should be added to the DSS for the employee when hours expire, enable the **Pay Unused Hours toggle.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-LPSG1JGZ.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) ****8)** Review configurations, then click **Complete.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-TTMHPHBV.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D) ****9)** Click one of the following to navigate to the desired page:** **Close** - Return to the [Labor Rules page](/doc/docs/admin-page-overview-security). **Assign to Employees** - Navigate to the [Employees page](/doc/docs/workforce-employees-page). **View Accrual** - Open the new rule in an [Accrual Rule sidesheet](/doc/docs/pto-accruals-accrual-rule-details-sidesheet). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-G4TC8KOV.png?sv=2026-02-06&spr=https&st=2026-10-26T06%3A40%3A55Z&se=2026-10-26T07%3A40%3A55Z&sr=c&sp=r&sig=J4Wn47cUbQ70bKfdstgql9lO4haR8oQBCewMridlfP8%3D)