Viewing an Employee’s Vacation Accrual Balance

View and Maintain an Employee's Vacation Dollars Balance

Available as of release v2026.4.01

Overview

The Vacation Dollars Balance field gives you visibility into an employee's available vacation dollars directly from the employee record. Use it to monitor outstanding vacation pay amounts and support recognition and reconciliation of vacation liabilities.

Going forward, Vacation Dollars Balance will also be the balance reported through the Vacation Report.

Before you rely on this field: because it's newly introduced, review and reconcile the balance for existing employees before using it for reporting or automated processes. Historical transactions processed using custom Pay Component Sub Types (PCSTs) may not be reflected in the balance — see Review existing employee balances below.

To keep the balance accurate going forward, use only the supported vacation PCSTs listed in this article when accruing, adjusting, or paying vacation dollars.

View an employee's Vacation Dollars Balance

1. Navigate to the employee profile > Leave Info.
2. Locate Vacation Dollars Balance.

The field shows the employee's current available vacation dollar balance, based on transactions processed using the supported vacation PCSTs.

View the Vacation Dollars Balance Field Within a Payslip

Once a payroll run's payslips are calculated, the Vacation Dollars Balance field also displays directly on the payslip.

1. Open the payslip you want to view.
2. Go to the Totals tab.
3. Scroll down to the Remittance section.
4. Find the CA Vacation Pay Balance field, alongside Vacation Pay Accrual for that pay period.

Review existing employee balances

Before relying on Vacation Dollars Balance for reporting, reconciliation, or automation, review the displayed balance for each employee against your existing vacation liability records.

This field wasn't previously available, so historical accruals or payouts processed with custom PCSTs that lack the required vacation balance scripts won't be reflected. If a balance doesn't match the employee's actual available vacation dollars, reconcile it before relying on it.

Correct an employee's balance

Use the bundled Vacation Adjustment subtype (CA_VACATION_PAY_ADJUSTMENT) to bring an employee's Vacation Dollars Balance to the correct amount. It can increase or decrease the balance as needed.

Once the opening balance is reconciled, continue using the supported bundled subtypes so future transactions keep the balance accurate.

Maintain the Vacation Dollars Balance going forward

Vacation Dollars Balance updates only through supported bundled PCSTs. Each contains a specific Script Constant that lets the system recognize the transaction and update the balance correctly.

The Script Constant — not the subtype name — is what identifies a supported subtype. You may rename a subtype to match your organization's naming convention, but do not change its intended use or set it to inactive.

Supported vacation subtypes (Canada)

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Important: Do Not Inactivate Bundled Subtypes

Do not inactivate any of these bundled subtypes. You may rename them to match your organization's naming convention, but do not change their intended use or set them to inactive — doing so will prevent the Vacation Dollars Balance from updating correctly for future payouts and payslip reporting.

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Important: Custom Subtypes

Custom PCSTs that don't contain the required vacation balance scripts may not update the Vacation Dollars Balance. If you currently use custom vacation payout or adjustment subtypes, transition to the applicable bundled subtype above to keep the balance accurate going forward.

Vacation Pay on Termination

Vacation Dollars Balance is also used by the Vacation Pay on Termination automation.

• Before enabling the automation, review and reconcile the Vacation Dollars Balance for existing employees.
• If you enable the automated termination process: the system applies Vacation Payout (Termination) (CA_VACATION_PAY_PAYOUT_TERMINATION) automatically. Do not use this subtype manually — it's reserved for the automation.
• If you do not enable the automated termination process: process termination payouts manually using Vacation Bank Pay (Term) (CA_VACATION_PAY_TERM) instead.

Vacation reporting

Vacation Dollars Balance also provides the employee-level balance used for vacation reporting. The Vacation Report gives visibility into vacation information across employees, helping payroll administrators review, reconcile, and support vacation liability reporting.

Related article: View and Reconcile Vacation Balances Using the Vacation Report — Link

Recommended setup for existing customers

For existing employees, reconcile before relying on the new field:

1. Review each employee's Vacation Dollars Balance under Leave Info.
2. Compare the displayed balance with your current vacation liability records.
3. Use the bundled Vacation Adjustment subtype to correct any differences.
4. Confirm the supported vacation PCSTs and their required Script Constants are available and active.
5. Use the supported bundled subtypes for all vacation accruals, adjustments, and payouts going forward.

Once reconciled, Vacation Dollars Balance provides a single employee-level balance you can maintain through supported vacation transactions, and that feeds vacation reporting and the Vacation Pay on Termination automation.

🤝 Need Additional Assistance?

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