View and Edit TAFW (Time Away From Work) Balances
To view and edit TAFW balances, follow these steps:
Navigate to the employee's profile and select Time Off > Current Plan Details tab.
TAFW balance types are also know as buckets. These bucket columns describe the movement of hours within TAFW:
Earned: The number of TAFW hours the employee has accrued during the Period Start date and Period End date.
Taken: The hours the employee has taken off during that same time frame.
Upcoming: The amount of hours the employee has requested (and that have been approved), but the requested date has not yet passed.
Available: Earned minus Taken minus Upcoming is the current available balance to request TAFW from.
Choose the Time Away Type that requires an adjustment by selecting the yellow edit pencil.
Complete the following fields.
Date of Modification: This date specification is required and will always default to the day the update is made.
Hours: Enter the number of hours the adjustment is for.
Type: Either Increase Overall Balance or Decrease Overall Balance. These adjustments will affect the Earned and Available balances.
Description: This is optional, but Toast strongly recommends utilizing this field to add notes indicating a reason for the manual update.
Update Taken: Should the Taken bucket be updated?
When Yes is selected here and Increase Overall Balance was selected previously, the hours entered will move from the Taken bucket into the Available bucket.
When Yes is selected here and Decrease Overall Balance was selected previously, the hours entered will move from the Available bucket into the Taken bucket.
Once the fields are completed, select Finish to confirm the changes. You might refresh the page to verify the balance has updated.
Common TAFW Adjustment Scenarios
An employee requests time off and the request gets approved. Once the date passes, it will be considered Taken time. If the employee did not take that day (i.e. they requested vacation but actually came into work), then a manual adjustment is needed to add back the hours that were marked as Taken. In this case, select Increase Overall Balance and set Update Taken to Yes.
An employee has TAFW available and takes a day off, but does not request it in Toast Payroll. To manually update this TAFW in the system, you would select Decrease Overall Balance and set Update Taken to Yes.
An employee requests time off (approved or not), but they decide they don't want to take that time off. Either the employee or an HR+ user can delete the upcoming request by selecting the trash icon on the Requests tab (see below). The hours will automatically subtract from the Upcoming bucket and add back into the Available bucket. No adjustment is necessary.
Important Items to Note for TAFW Adjustments
Carry Over: The exception to the Type dropdown (see above) is PTO/TAFW Carry Over. PTO (Paid Time Off) Carry Over will display as the type "PTO" on this adjustment page. As long as you selected the PTO Carry Over bucket on the previous page, any edits will affect the Carry Over balance only.
Security Access: By default, only HR+ users will have access to purely increase an employee's TAFW bucket (for example, increase their vacation time by 10 hours). By default, Manager security roles will have access to adjust the Taken bucket or decrease the employee's balance.
Note: Regardless of security role, users are unable to edit their available balance in the Toast Payroll system.
Additional Resources
This content is for informational purposes and is not intended as legal, tax, HR, or any other professional advice. Please contact an attorney or other professional for advice.