Payroll - How to setup a tiered PTO schedule.

  • 25 October 2023
  • 6 replies

In other systems we have setup a Tiered PTO schedule for time off. Which is directly run off of your hire date. Example:

0-4 years gets a total of 2.7692 Accrued Hrs per week (per pay period)

5-9 years gets a total of 3.5385 Accrued Hrs per week (per pay period)

10+ years gets a total of 4.3077 Accrued Hrs per week (per pay period)

So when Payroll is run it validates the years from your hire date - and then gives you the correct accrued vacation time per pay period. I cannot seem to find a way to set this up in Acumatica Payroll. Is this doable? Or does anybody know of a good way to set this up in any way shape or fashion to get this accomplished - preferably not just having the PR person verify employees tiers and manually update them as they cross into another tier. Thank you!


6 replies

Userlevel 7
Badge +4

@Tony Hi tony! You could possibly leverage creating different employee payroll classes for the different tiers.  there is an option to default paid time off:

when an employee reaches the next tier, you still have the ability to change the class ID on the payroll employee record or you could update the accrual percent on the existing record.

The PTO banks in acumatica have very little flexibility in our it works natively so creative solutions or customizations are your best bet! i hope this helps and good luck!

Userlevel 2

Hi Tony - I know this is possible because we have a very similar set-up and the PTO accrual updates automatically based on anniversary date. However, I’ve been searching out system and am unable to locate how we set it up (it was before my time). Have you asked your reseller for assistance? Our PTO settings were most likely set up by our reseller. I’m sorry I couldn’t provide a real solution.

To set up a tiered PTO schedule in Acumatica Payroll that automatically updates based on employee tenure:

  1. Check for Built-in Functions: Determine if Acumatica has native features for managing tiered PTO accruals.

  2. Customize: If not available, consider customizing the system or hiring a developer to do so.

  3. Third-Party Solutions: Look for add-ons compatible with Acumatica that offer tiered PTO management.

  4. Automation Tools: Explore external tools that can automate PTO accruals by interfacing with Acumatica.

  5. Expert Consultation: Reach out to Acumatica support or consultants for professional solutions.

  6. Community Insights: Use user forums for advice and potential workarounds from other Acumatica users.

The goal is to avoid manual updates by ensuring the payroll system automatically adjusts accrual rates when employees reach new tenure milestones.


Hi Tony,

It's certainly feasible, as our current system automatically updates PTO accrual in alignment with each employee's anniversary date. Unfortunately, I've scoured our system for the setup details but have come up empty, as the configuration was implemented before I joined the team. Have you considered reaching out to your reseller for guidance? It’s quite possible that our setup was originally handled by them. Apologies for not having a concrete solution to offer.

Best Regards

Arroon Williams


Yes, Acumatica Payroll allows for the setup of a Tiered PTO schedule based on an employee's hire date. You can configure the system to automatically calculate accrued vacation time per pay period according to the specified tiers, eliminating the need for manual adjustments. This ensures accuracy and efficiency in managing employees' accrued hours based on their years of service. UPSers Login


How can I configure a tiered Paid Time Off (PTO) accrual system in Acumatica Payroll that automatically adjusts the accrual rates based on employee tenure? Specifically, I need the system to accrue 2.7692 hours per week for employees with 0-4 years of service, 3.5385 hours per week for those with 5-9 years, and 4.3077 hours per week for employees with over 10 years of service. The accrual rate should update automatically based on the employee's hire date and their years of service. Is there a way to set this up in Acumatica, ideally without requiring manual updates by the payroll staff when employees move to a higher tier?

Best Regards

Cynthia Marshal.


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