Set Up Leave Time

Last updated: December 4, 2025

Setting up leave time in Alpaca is a two step process. First you create the Leave Time Type (what category of leave it is). Then you create the Leave Time Configuration (how it accrues, who gets it, and what happens at year end).

This separation keeps your policies flexible, especially if you offer the same type of leave with different rules for different teams.

Step 1: Create a Leave Time Type

A Leave Time Type is simply the label and classification for the leave you offer. Examples include Paid Sick Leave, PTO, Unpaid Leave, or Paid Holidays.

In the Leave Time Types section:

  1. Click Add new leave type.

  2. Name your leave (for example, Paid Sick Leave).

  3. Choose the matching Aplaca Time Off Type (Sick pay, Paid time off, Unpaid leave, Paid holiday).

    • This tells Aplaca how this leave should be treated in payroll.

  4. Decide whether this leave type is paid out on termination.

  5. Click Add.

Once you create the leave type, it appears in the list and is available for configuration.

Step 2: Add a Leave Time Configuration

After you’ve created the leave type, the next step is telling Aplaca how it should accrue and who receives it.

In the Leave Time Configurations section:

  1. Click Add Leave Time Configuration.

  2. Select the Leave Type you created in Step 1.

  3. Choose an Accrual Method:

    • Per hour worked

    • Per pay period

    • Annual lump sum

    • Or any other method enabled in your account.

  4. Define eligibility:

    • All employees, or

    • Full time only

  5. Set the Accrual Reset Date (when the leave balance resets, such as January 1).

  6. Optionally set:

    • Minimum days since employment start

    • Max yearly / max total accruals

    • Waiting period for new employees

    • Whether this applies to clinical staff only

  7. Choose what happens to unused leave at year end:

    • Roll over (with limits), or

    • Reset to zero

  8. Click Create.

Once saved, this configuration automatically manages balances, accruals, and resets for the selected employees.

Optional: Adjust or Initialize Balances

If you need to manually add or adjust leave for an employee:

  1. Go to the Manual Leave Time Entry box.

  2. Click Add Manual Leave Time Entry.

  3. Set an initial balance or make an adjustment.

This is useful when migrating from another system or correcting a balance.

Summary

  • Leave Time Types define what kind of leave the company offers.

  • Leave Time Configurations define how that leave accrues, who gets it, and how unused time rolls over.

  • Manual Leave Entries let you set or adjust balances for individual employees.