Important: If you don't see the Time Off tab or don't have the ability to request time off, reach out to your payroll admin to see if this is a feature they offer.
If this is a feature your company offers, you can request, cancel, and view your time off balance and requests in your Gusto employee account or through the Gusto Wallet mobile app.
Requesting time off can be done both on a computer and through our mobile app. If you need to request time off for a date that has already passed, reach out to your payroll admin for assistance.
Your payroll administrators will be notified by email regarding your request. Once the request has been approved or declined, you'll receive an email notification.
You can cancel your time off request as long as it hasn't been processed through payroll.
To edit the request, delete the current one and then create a new request.
Note: If any portion of your paid time off has already been processed through payroll, the Delete Request option will no longer appear. Please reach out to your company's payroll administrator to make the necessary adjustments.
Once you've requested time off, manage and view your time off request history:
On this page, you can view:
Waiting period: The allotted period of time an employee must wait before they can begin accruing time off. For example, an employee must have a 30 day waiting period before they can accrue time at their company.
Maximum balance: The maximum amount of time off hours that an employee can have at any given time. If an employee has reached their max balance but uses some time off during a given pay period, they may still accrue back up to their max balance. For example, an employee earns 10 hours of time off every month, but they have a max balance of 20 hours total.
Carry-over limit: The amount of accrued (or unused) time off that can be carried over from one calendar year to the next. Some employees earn more time off on the anniversary of their hire date, while others earn it on January 1.
Q: When will annual time off accrue?
A: Annual time off will accrue when the payroll that includes the anniversary date is paid out. For example, if the anniversary is January 1, when the January 1 - 15 pay period is paid out, the amount will accrue.
However, if the payroll includes time from the previous year (such as a period from December 26 - January 10), the employee won't see the accrual until the next payroll fully in the new year (the January 11 - January 25 payroll in this example).
Q: Do time off balances automatically zero out at year's end?
A: No, some state sick time mandates do not allow for time off balance resets, so balances will not automatically zero out at year's end unless a payroll admin manually zeroes out the balance on an account.
Q: Can an employee go into the negative time off?
A: Yes, a time off balance will go negative automatically if an employee uses vacation they do not have. A payroll admin can also save a negative balance in the employee's details screen under the time off tracking section.
Review time off balances directly from your Gusto employee account.
Follow the steps below to view the Time Off Tracker:
This feature is only available to Plus and Premium plan customers. If you don't see the Time Off tab, it means you don't have access to this feature. Admins can upgrade their product plan at anytime.
|Accrual||Hours accrued in accordance with a PTO policy|
|Added to policy||Date an employee was added to a policy|
|Admin adjustment||Balance adjusted from the employee profile|
|Admin recorded request||Admin manually added a PTO request|
|Carryover limit reached||Hours capped in accordance with your PTO policy|
|Employee request||Hours requested by employee|
|Historical Accrual adjustment||A historical time off request adjusts a prior accrual|
|Payroll cancelled due to termination||Employee termination caused payroll cancellation|
|Payroll reversed||Payroll reversal causing accrued hours to be removed|
|Max balance reached||Hours capped in accordance with your PTO policy|
|Removed from policy||Employee is no longer associated with a policy|
|Payout of unused hours||Paying out unused hours during dismissal payroll|
Balances will only reflect for limited time off policies.