The basics
Employees can view their time-off balances from two places in Planbase: the Time Off section and when creating a new time-off request.
Current balance reflect your available hours as of today. Hours available include the hours you’re expected to accrue for any pending time-off that hasn’t been exported to payroll.
ℹ️ Some balances are pulled directly from payroll systems like ADP or Gusto
Understanding the Remaining Balances table
Each row in the table represents a time-off policy that applies to you. The columns show how much time you currently have, what’s already been requested, and what’s still available to use.
Column | What it means |
Policy type | The type of time-off (e.g. Sick, PTO, Floating Holiday). |
Current balance | How many hours you currently have available as of today. This may be directly calculated by your payroll provider (e.g ADP) |
Other requests | Time-off hours you’ve already requested that are still pending payroll export or unapproved. |
This request | The number of hours in the time-off request you’re currently submitting. |
Hours available | The number of hours you’ll have remaining after accounting for pending requests and any future accruals tied to these pending requests. |
Understanding predicted balances
When you request time off for a future date, Planbase calculates a predicted balance — an estimate of how many hours you’ll have by then, based on future accruals and any pending requests not yet sent to payroll.
In the expanded view under each policy, you’ll see:
Accrued hours – Current balance + any additional hours you’ll have earned by that date.
Requested hours – The request you’re submitting.
Cumulative requested hours – Total pending time-off not yet exported to payroll.
Predicted balance – Your expected balance after pending requests and accruals.
ℹ️ Hours available in the top table is based on the lowest predicted balance between now and the end of your current request. This ensures your balance doesn’t drop below zero at any point.
📣 Once your request is approved and exported to payroll, those hours are deducted from your current balance and no longer included in the predicted view.
Example
In the example below, the user has a "PTO" policy. Their current balance is 110.42 hours — this value comes directly from their payroll provider (e.g. ADP). They have 24 hours of other requests that haven’t yet been exported to payroll, and they’re not submitting a new request right now (so This request is 0).
At the top level, Planbase calculates:
Current balance: 110.42
Other requests: 24
This request: 0
Hours available: 111.36
When the row is expanded, you can see how that 111.36 is calculated. Planbase projects the predicted balance at each future date, taking into account accrued hours and cumulative pending requests:
