The Time Off Accrual Profiles feature allows administrators to automate the process of granting vacation, sick leave, and other time off benefits to personnel based on customizable schedules. This feature eliminates manual tracking and ensures accurate, consistent application of time off policies across your department, reducing administrative workload while maintaining compliance with labor agreements and organizational policies.

Background Information

Time off accruals are a critical component of personnel management in fire and EMS departments, where complex shift schedules and varying employment agreements require precise tracking of earned leave time. Accrual profiles define the rules for how personnel accumulate time off benefits—whether measured in hours or days, and at what frequency (daily, monthly, or annually).

This feature is particularly valuable for departments that need to:

• Manage multiple time off categories (vacation, sick leave, personal days, compensatory time)
• Apply different accrual rates based on rank, seniority, or employment status
• Ensure compliance with union contracts, FLSA regulations, and departmental policies
• Automate what would otherwise require manual spreadsheet tracking or payroll system coordination

Common Use Cases:

• Full-time firefighters accruing vacation hours based on years of service
• Part-time EMS personnel earning sick leave on a per-shift basis
• Administrative staff accumulating personal days monthly
• Volunteer members earning training or equipment stipend credits

Required Permissions

To create and manage accrual profiles, users must have the following permissions:

• Access Scheduling
  
• Access Setup
  

Video

Step-by-Step Guide

Step 1: Navigate to Accruals Setup

1. From the main navigation menu, click on Scheduling
2. Select Setup from the dropdown menu
3. Click on Accruals in the left-hand configuration panel
   

Step 2: Create a New Accrual Profile

1. Click the plus sign (+) button to add a new accrual profile
   

1. Enter a descriptive Profile Name (e.g., "Full-Time Firefighter - Standard", "Part-Time EMS - Year 1-5", "Administrative Staff")
2. Click Save to create the profile
   

Naming Best Practice: Use clear, descriptive names that indicate who the profile applies to and any relevant conditions (rank, employment status, seniority level).

Step 3: Access Profile Configuration

1. Click on the profile you just created from the list
2. The configuration panel will appear in the box to the right side of the screen
   

Step 4: Enable Time Off Type Accruals

1. From the configuration panel, locate the time off type you want to configure (e.g., "Vacation", "Sick Leave", "Personal Days")
2. Toggle the switch ON for that time off type to activate accrual tracking
   

Step 5: Configure Accrual Parameters

Complete the following fields to define how time off accrues:

Accrues:

• Enter the quantity of time that accrues per period (e.g., "8", "1.5", "24")
  

Hours/Days/Shifts:

• Select whether personnel accrue Hours or Days or Shifts
  

Every...:

• Enter the numeric interval (e.g., "1", "7", "30")
• This works in conjunction with the Frequency field
  

Frequency:

• Select from the following options:
  • Days: Accrues every X number of days (e.g., every 14 days for bi-weekly)
  • Day of the Month: Accrues on a specific day each month (e.g., 1st of the month)
  • Monthly: Accrues once per month
  • Every Year: Accrues on a specific date annually (e.g., anniversary date)
  • Annually: Accrues once per calendar year (typically January 1st)
    
  • Hours Worked: Will accrue based on a specific Work Type
    

Accruals Max Hours:

• Enter the maximum number of hours that can accrue in a calendar year
• This cap prevents unlimited accumulation and ensures compliance with policy limits
  

Manual Adjustments Toggle:

• Toggle ON if you need to disable automatic accruing and manage adjustments manually
• Use this for special circumstances like leave donations, administrative corrections, or grandfathered policies
• When enabled, automatic accruals will not process for this time off type
  

Step 6: Save Configuration

Click Save at the bottom of the configuration panel to apply your settings.

Step 7: Additional Profile Management

After saving, you can:

Add More Time Off Types:

• Toggle on additional time off types within the same profile to configure different accrual schedules (e.g., separate rules for vacation vs. sick leave)

Edit Existing Configurations:

• Click the pencil icon next to any configured time off type to modify accrual parameters
  

View Accrual Details:

• Click the eye icon to view a read-only summary of the accrual configuration without making changes
  

Best Practices

Profile Organization

• Create separate profiles for different employment groups rather than trying to fit all personnel into one profile (e.g., separate profiles for career staff, part-time, administrative, and probationary members)
• Use clear naming conventions that indicate who the profile applies to and under what conditions
• Document profile purposes in your internal procedures manual to maintain consistency during staff transitions

Accrual Configuration

• Align accrual units with time off request units: If personnel request time off in days, configure accruals in days rather than hours
• Set realistic maximum accrual caps that comply with labor agreements while preventing excessive accumulation that could impact staffing
• Review frequency settings carefully: "Monthly" accrues once per month regardless of date, while "Day of the Month" allows you to specify exactly when accruals post
• Use manual adjustments sparingly: Automatic accruals reduce administrative burden; only disable automation when truly necessary

Compliance Considerations

• Review union contracts and employment agreements before setting accrual rates to ensure compliance
• Consider FLSA requirements for exempt vs. non-exempt personnel when configuring compensatory time accruals
• Document policy exceptions: If using manual adjustments for specific personnel, maintain clear records of why automatic accruals were disabled

Testing and Validation

• Test new profiles with a small group before applying them department-wide
• Verify accrual calculations by checking personnel time off balances after the first accrual period
• Communicate changes clearly to affected personnel, especially if transitioning from a previous system or modifying existing policies

Common Mistakes to Avoid

• Don't use the same profile for personnel with different accrual rates based on seniority or rank—create separate profiles instead
• Don't set the "Every..." field without carefully considering the Frequency selection—these work together and incorrect combinations can cause unexpected accrual timing
• Don't forget to set maximum accrual caps—unlimited accumulation can create liability and staffing challenges
• Don't modify active profiles without notifying affected personnel—changes may affect their expected balances and time off planning

Troubleshooting & FAQs

Common Issues and Solutions

Issue: Accruals are not posting automatically

• Solution 1: Verify that the Manual Adjustments toggle is turned OFF for the affected time off type
• Solution 2: Check that the personnel are assigned to the correct accrual profile in their user settings
• Solution 3: Confirm that the accrual frequency settings are configured correctly (e.g., "Monthly" vs. "Day of the Month")
• Solution 4: Review system logs or contact support if accruals should have posted but did not

Issue: Personnel are accruing incorrect amounts

• Solution 1: Verify the "Accrues" field contains the correct numeric value
• Solution 2: Check that the "Hours/Days" selection matches your intended configuration
• Solution 3: Ensure the "Every..." and "Frequency" fields are set to the correct interval
• Solution 4: Review the personnel's profile assignment to confirm they're using the intended accrual profile

Issue: Accruals exceed the maximum limit

• Solution 1: Check that "Accruals Max Hours" is set appropriately for annual accumulation
• Solution 2: Note that some systems apply annual maximums while others apply lifetime maximums—verify how your system interprets this field
• Solution 3: If retroactive corrections are needed, use manual adjustments to bring balances into compliance

Issue: Cannot edit or delete an accrual profile

• Solution: Profiles currently assigned to active personnel cannot be deleted. You must first reassign affected personnel to a different profile or deactivate their accounts

Frequently Asked Questions

Q: Can one person have multiple accrual profiles? A: No, each person is assigned to one accrual profile at a time. However, a single profile can contain different accrual rules for multiple time off types (vacation, sick leave, personal days, etc.).

Q: How do accruals work for personnel who work partial years (new hires, departures)? A: Accruals typically post according to the frequency schedule regardless of start date. For prorated accruals based on hire date, you may need to use manual adjustments or create profiles with anniversary-based accrual frequencies.

Q: Can I change someone's accrual profile mid-year? A: Yes, you can reassign personnel to different profiles at any time through their user settings. Existing balances typically carry forward, and future accruals will follow the new profile's rules.

Q: What happens if I edit an active accrual profile? A: Changes to accrual profiles apply to future accrual periods. Past accruals that have already posted are not retroactively recalculated unless you manually adjust them.

Q: Do accruals post on specific times or dates? A: Accrual posting typically occurs during overnight system processing. The exact time varies by system configuration. Contact your system administrator if you need to know the specific processing schedule.

Q: How do I handle accruals for 24-hour shift personnel? A: Configure accruals based on your department's policy—some accrue by shift worked, others by calendar period. Use the "Days" frequency option combined with your shift cycle length (e.g., every 3 days for 24/48 schedules) or use "Monthly" for calendar-based accruals.

Q: Can I import historical accrual balances? A: Yes, you can through bulk data import within Admin > Import Wizard.