PTO & Non-Billable Timecards
How timecards containing only PTO or non-billable hours work, why they skip client approvers, and what to check as an admin.
A PTO or non-billable timecard contains hours that are not charged to the client — such as Paid Time Off, internal training, or unpaid holidays. These timecards skip the client approval step entirely and land directly in your queue.
What makes a timecard non-billable
Whether a timecard is non-billable depends on the block types used in its entries. Each block type has an Is Billed property:
- If Is Billed = true, the hours are invoiced to the client.
- If Is Billed = false, the hours are not invoiced but may still be paid to the candidate.
A timecard lands in the PTO/non-billable flow when all of its hours use block types where Is Billed = false. If even one entry is billable, the timecard follows the standard approval flow.
Common non-billable block types include:
| Block type | Typical configuration |
|---|---|
| PTO / Vacation | Is Paid = true, Is Billed = false, Is PTO = true |
| Sick Leave | Is Paid = true, Is Billed = false, Is PTO = true |
| Holiday | Is Paid = true, Is Billed = false |
| Internal Training | Is Paid = true, Is Billed = false |
| Unpaid Time Off | Is Paid = false, Is Billed = false |
Block types are configured by your admin under Settings → Time Card Setup → Block Types.
Approval flow
Because there's nothing to invoice, client approvers are not involved:
Candidate submits
↓
Pending Admin Approval ←—— your queue
↓
Approved → payroll (no invoice generated)This means non-billable timecards reach you faster than standard ones. The Admin Review Time Cards dashboard tile includes them alongside standard timecards awaiting your sign-off.
PTO balance tracking
For block types marked Is PTO = true, approving the timecard updates the candidate's PTO balance. The direction depends on the PTO Accrual setting on the block type:
| Accrual setting | Effect on approval |
|---|---|
| Per Period | Balance adjusted once per pay period. |
| Per Hour Approved | Balance adjusted by the number of approved PTO hours. |
| Per Hour Pending Approval | Balance adjusted at submission and retained through approval; reversed only if rejected or returned to draft. |
Rejecting a PTO timecard reverses any balance adjustment that was applied on submission.
PTO balances are visible per candidate under their profile. For a full overview of how accrual works, see the PTO Accrual System documentation.
What to check when reviewing
Non-billable timecards don't create client invoices, but they do affect payroll and PTO balances — so accuracy still matters:
- Correct block type — confirm the candidate used the right block type (e.g. Vacation vs. Sick Leave).
- Expected duration — verify the hours match the approved time-off request, if your agency tracks requests separately.
- PTO balance — check that the candidate has sufficient balance before approving, especially for large PTO withdrawals.
- Payroll impact — non-billable paid hours still appear on the payroll run. Confirm the hours are intentional before approving.