Service Titan Knowledge Base

Set up and manage accrual policiesLast updated on 03/23/2022

Setting up an accrual policy within ServiceTitan allows you to set up how your employees earn their paid time off.


Things to know

  • Accrual Type is the most important aspect of your accrual policy setup. It specifies the frequency of when PTO is automatically added to your employee balances. 

  • You can set up multiple accrual policies. For example, you can set up a PTO accrual policy and a Sick Pay accrual policy if your employees accrue these paid time off amounts separately. 

  • The Configuration section will update based on your selection in the Accrual Type field. 


Set up an accrual policy

  1. Go to the navigation bar and click Settings settings.png. In the side panel, go to People > Payroll. Payroll Settings opens.

  2. In the Time Off Management section, click on Set Up next to Accrual Policy.

    The Accrual Policy page opens. 

  3. Click Create Accrual Policy.

  4. Enter information for the accrual policy:

    1. Timesheet Code—Select a timesheet code from the dropdown menu. Note: You can only select timesheet codes with Paid Time Off selected. See Set up timesheet codes for more information. 

    2. Policy Name—Enter a name for the accrual policy.

    3. Accrual Type—Select the type of accrual for this policy from the dropdown menu. 

      1. Manual—Employees will not automatically accrue PTO. PTO must be manually added to employee accounts. 

      2. Yearly—Employees will automatically accrue a set amount each year.

      3. Every Pay Period—Employees will automatically accrue a set amount each pay period.

      4. Based on Hours Worked—Employees will automatically accrue based on how many hours they work.

    4. Employees to Assign—Select the employees you want assigned to this policy from the dropdown menu. You can:

      1. Search for employees to assign using the Search field.

      2. Use the checkbox next to each Role to assign all employees with that role to the policy.

      3. Use icon-carat-right.png next to a role to select individual employees within that role to assign to the policy.

      4. Select All to select all employees.

  5. Enter Configuration information: Note: If you selected Manual in the Accrual Type field, you will only need to enter an Initial Balance for your employees. Once an initial balance is entered, you can click the Create button to create your accrual policy.

    1. Begin the Accrual Year—Select the recurring date when the allotment of the time off balance begins. 

      1. At The Hire Date—Accrual begins immediately upon employee’s hire date.

      2. Set a custom start date—Select a date for the accrual to begin using the Month and Date dropdown menus. 

    2. Accrual Balance Limit—Select the balance of PTO an employee is allowed to carry.

      1. No Limit—There is no limit to the amount of PTO an employee can carry.

      2. Set a custom limit—Enter the number of hours of PTO an employee can carry in the Accrual Balance Limit field.

    3. Time Off Carryover Rules—Select the balance of PTO an employee can carry over to the next year. Note: Carryover rules are applied when the current accrual year ends and the new accrual year begins.

      1. Use it or lose it—Select if the time off accrual amount is added to balances once the new accrual year begins. Time off must be used within the current accrual year.

      2. Set a custom limit—Enter the number of hours of PTO an employee can carry over to the next accrual year in the Carryover Limit field.

    4. Balance Settings—Check the box if you allow employees to maintain a negative balance.

  6. Double-check your accrual setup by reviewing the rules in the Preview section.

  7. Enter Accrual Amount.

    1. Accrual Amount—Enter the amount you want your employees to earn based on the Accrual Type selected in the Accrual Amount Per Hour Worked field.

      1. If Yearly accrual type is selected, enter the Accrual Amount Per Year.

      2. If Every Pay Period accrual type is selected, enter the Accrual Amount Per Pay Period.

      3. If Based on Hours Worked accrual type is selected, enter the Accrual Amount Per Hours Worked.

    2. Add rules based on length of employment—If you have different accrual rules based on how long your employees have worked at your company, use these fields to enter those rules.

      1. If length of employment equals or is more than—Enter the number of months the employee has been employed.

      2. Apply this Accrual Per Hours Worked—Enter the number of PTO hours the employee accrues per hour worked.

  8. When you have finished making your selections, click Create


Manage your accrual policies

  1. Go to the navigation bar and click Settings settings.png. In the side panel, go to People > Payroll. Payroll Settings opens.

  2. In the Time Off Management section, click on Set Up next to Accrual Policy.

    The Accrual Policy page opens.

  3. The table lists all accrual policies that are set up for your company. 

    1. Click Show Details to see the employees assigned to the policy, their employment type (role), their employment duration, and also to remove them from the policy.

    2. Click Edit to make changes to the policy.

    3. Click Assign Employees to add or remove employees from the policy.


Want to learn more?



Important note: Some features may not be currently included in your account and additional configuration may be required. Please contact technical support for details.