Time Bank Withdrawal Timing controls exactly when approved time off is deducted from a member's bank balance. This setting affects what users see in current balances, how policy limits are enforced, and how closely Pace behavior aligns with payroll timing.

This article shows you how to choose the right withdrawal timing option, update your Time Bank settings, and confirm balances are behaving the way your agency expects.

Prerequisites

• You have Admin Panel access with permission to edit Time Banks.
• You know which time-off banks are impacted (for example: Vacation, Sick, Comp Time, Personal).
• You have confirmed your agency policy for when deductions should occur (approval, shift date, or pay-period end).
• You understand that each bank can have its own withdrawal timing configuration.

If multiple banks are used for different employee groups (for example, exempt vs non-exempt), review each bank separately before making changes.

Before you begin

• Check your current behavior by reviewing a recently approved time-off request and comparing:
  • Current Balance (actual deducted hours now)
  • Projected Balance (future impact of approved requests)
• Confirm whether your bank is currently set to On Submission, Day of Shift, or End of Pay Period.
• Identify any policy dependencies, such as comp-time caps, payroll exports, or restrictions on requesting beyond available balance.

Important: If your users report balances looking "wrong," the issue is often timing-related rather than a calculation error.

Steps

Find and edit the Time Bank

1. Go to Admin Panel → Banks & Balances → Time Banks.
2. Click Edit on the bank you want to update.
3. Scroll to the Withdrawal Timing field near the bottom of the bank settings.

Choose the correct Withdrawal Timing option

1. Select On Submission if you want hours deducted when time off is approved/submitted.
   • Best when you need immediate balance impact.
   • Helps prevent users from requesting beyond available balances.
2. Select Day of Shift if you want deductions to happen on the actual date/shift of use.
   • Best when current balances should reflect only time already used.
   • Common default for aligning visible balances with actual usage dates.
3. Select End of Pay Period if deductions should occur at payroll closeout timing.
   • Best for agencies that reconcile balances strictly with pay-period processing.

Save and repeat as needed

1. Click Save on the Time Bank.
2. Repeat for any additional banks that should follow the same policy.
3. If needed, verify each Time Off Type is mapped to the correct bank:
   • Admin Panel → Shift Modifiers → Time Off Types
   • Edit each type and confirm the intended Time Bank is selected.

Confirm it worked

• Approve a test time-off request and confirm deduction timing matches your selected option.
• Compare Current Balance and Projected Balance for the same user.
• For comp-time or capped banks, verify cap behavior now matches policy expectations.
• If you rely on exports, validate one payroll cycle to confirm alignment.

Troubleshooting

• Approved time off is not deducting immediately
  • Check whether the bank is set to Day of Shift or End of Pay Period.
  • Switch to On Submission if immediate deduction is required.
• Balances went negative after approvals
  • Set withdrawal timing to On Submission for stricter real-time deduction control.
  • Confirm request and approval workflows do not bypass balance expectations.
• Balance appears lower than expected before the leave date
  • This usually indicates On Submission is enabled.
  • Use Day of Shift if policy expects deduction on the date used.
• Payroll export totals do not align with Pace timing
  • Review whether End of Pay Period is more appropriate for affected banks.
  • Retest one full pay period after changing the setting.
• Time off type is not pulling from the expected bank
  • Go to Admin Panel → Shift Modifiers → Time Off Types.
  • Edit the type and confirm the correct bank mapping.

FAQ

• Does "On Submission" deduct while a request is pending?
  No. Deduction occurs when the request is submitted/approved per your workflow, not while it is still pending.
• What is the difference between Current Balance and Projected Balance?
  Current Balance reflects deductions already applied by timing rules. Projected Balance shows future impact from scheduled/approved time off.
• Can I use different withdrawal timing for different banks?
  Yes. Withdrawal timing is configured per bank, so you can tailor behavior by leave type or policy group.
• What setting should I use for comp-time cap enforcement?
  It depends on your policy and payroll timing. Many agencies use Day of Shift for usage-based deduction or End of Pay Period for payroll-aligned reconciliation.