Go to SETTINGS > Lists > Paid Time Off Types.

After the types are set up, click Set Employee Allowances at the top of the Paid Time Off Types list to open the Paid Time Off Allowances page. It has a row for each employee and a column for each active PTO type, and can be filtered by Year, User, Payroll Type, or Only show users with missing allowances?.

Each employee and type has two fields:

Entries save when you click out of the field or press Enter. Clearing both fields removes the employee's allowance for that type and year. Allowances are set individually per employee, per type, per year - there's no firm-wide default that applies automatically. Carryover Hours is entered by hand on the new year's row, and nothing is copied forward automatically. The Year filter includes next year, so allowances can be set up in advance, and each employee's Allowance History link shows prior years.

An employee's allowance for the year is the Hours entered plus any Carryover Hours. The timesheet shows how much is left as "[X] left to use from the allotted [Y] hours", where X is the allowance minus PTO already logged and PTO logged for future dates in that year.

For example, an allowance of 80 hours with 8 hours of carryover is 88 hours. With 24 hours used and 8 hours logged for a future date, the timesheet shows 56 hours left.

The accrual rate is the number of hours added for each accrual period, and the full rate is credited every period for every employee, whatever their hire date. The hours available to use are the hours accrued so far this year plus Carryover Hours, minus PTO already logged and PTO logged for future dates. The timesheet shows this as "[X] left to use from the accrued [Y] hours."

When accrual is credited:

For example, a Monthly type with a 4-hour rate and a 20-hour minimum, for an employee who logged at least 20 hours in January and in February and 10 hours so far in March, has 8 accrued hours. The March accrual is added as soon as March reaches 20 hours.

The minimum is checked separately for each accrual period. If the employee's hours in the period reach the minimum, the full accrual rate is credited for that period. If they fall short, nothing is credited for it, with no partial amount.

The hours that count toward the minimum are:

When Can Exceed? is unchecked, a PTO entry is blocked if it would push the employee's total hours of that type for the calendar year above the limit, with the message "Sorry, the entry you are trying to make exceeds your allowance of paid time off." The limit is:

This means an employee on an accrual type can log more PTO than they have accrued at that moment, up to the total they are projected to have accrued by the end of the year. When they log past what they have accrued so far, the timesheet shows "This entry will exceed the hours that you have currently accrued." Entries beyond the year's projected total are blocked.

When Can Exceed? is checked, entries are not checked against the allowance, and the timesheet shows "This will exceed your allowance for the year." once an entry goes over. When no time is left, the balance on the timesheet reads "No time left to use."

For an allowance type with no allowance entered for the year, employees can log PTO. For an accrual type with no allowance entered, logging is blocked unless Can Exceed? is checked. An entry is checked against the allowance for the year of its date, so an entry dated next year uses next year's allowance.

In SETTINGS > Your Firm > Time Entry Preferences, the setting Hide PTO types that don't have an accrual or allowance? hides a PTO type in an employee's timesheet PTO list unless they have a non-zero allowance or accrued hours for that year. Types the employee has already logged that week stay visible.

Each calendar year has its own allowance, and PTO entries count against the allowance for the year of their date. A past year's balance shows hours accrued through December 31 plus carryover. A future year shows carryover plus the accrual still to come.

Employees don't submit a separate PTO request - they log PTO directly on their timesheet like any other time entry, using a future date if it's time off they haven't taken yet. It goes through the same submit-and-approve process as regular time entries; there's no distinct PTO approval step.

The PTO Requests page (TIME > PTO Requests) is a read-only report for reviewing everyone's PTO entries, filterable by employee, manager, and date range. It doesn't have an approve or deny action - it's for visibility, not gatekeeping.

Scheduled PTO (and holidays) reduce a team member's available capacity on the Resource Scheduler, shown as "PTO/Holiday Scheduled" time subtracted from their weekly capacity.