To set up an Employee's PTO you would go the employee's record.
- Click on the Employees button
- Click on an Employee's name
- Click on the PTO Rules tab
- There you would set up the employee's PTO.
This is where you activate PTO (Paid Time Off) if you want to use it. If the PTO is turned off then the employee does not have the option to request that PTO category.
In the PTO Rules tab, you have 3 lines that you can click on to get more information.
- View “employee's” PTO hours: This link will allow you to toggle to the employee’s current PTO and PTO request page.
- Is The New Unlimited PTO Format for You? This link will take you to our “Unlimited PTO: The Ultimate Guide” page, where you can review to see if you want to use the Unlimited PTO.
- Need Help Creating Your Paid Time Off Policy? This link will take you to our “How to Create A Paid Time Off Policy “page, where it will help you in creating your PTO policy
Setting up your PTO Categories
The PTO categories that are available are Vacation, Holiday, Sick and Personal.
Choose the PTO you want to use. Click on the Down arrow next to the box and choose one of the following options.
- Options for all PTO are:
- Allot X hours per year – hours are given immediately at Start Accruing Date.
- Accrue X hours per regular hour worked – hours are given after each regular hour is worked at the end of the day. Does not give hours for overtime hours.
- Accrue X % of regular worked hours - % is given after each regular hour is worked at the end of the day. Does not give hours for overtime hours.
- Accrue X hours per pay period - hours are given after a fully completed pay period. If the “Start Accruing On” date is in the middle of a pay period it will not accrue for that pay period.
- Accrue X hours per every hour worked - hours are given after each hour is worked at the end of the day. Gives hours for the total of hours worked each day, including overtime hours. This works for the Mandatory California Sick Time requirement.
- Fill in the box after “Allot” or "Accrue". - For this amount, you can use up to 4 decimal places. (e.g. 0125)
- “Start Accruing On:” - This is the date when the PTO starts accumulating; typically this could be the anniversary of the employment start date, or you can set the date for all employees the same. (e.g. 1/1/2019). PTO only accrues for a one year period starting with the "Start Accruing On" date. The year needs to be changed each year.
If you are using the employment start date, let’s say your employee started working with you on 6/1/2018, you would set this date to this year’s anniversary, for example, 6/1/2018, then next year set it to 6/1/2019.
Or if you are using a set date for all employees, you would set all employees accrual start dates to the same value, for example, 6/1/2018. Then next year on 6/1/2019 you would set all start dates to 6/1/2019.
- “Start new PTO year”: This is a new feature. If you click on this link you will be able to update the PTO Year for that PTO to the next year. It gives you the following options. To Carry Forward the unused PTO, to Not Carry Forward the unused PTO or just Carry Forward some of the unused PTO. NOTE: It is recommended that you export your employee PTO report before you change the Start Accruing Date if you want to keep a record of past PTO.
- “Stop Accruing On” -This gives you the flexibility to Stop accruing the PTO on a specific date within the 365 days from the Start Accruing date. Normally it would be 1 year after the Start Accruing Date.
- For “Previous Balance:” This can be a positive or negative amount. A positive amount can be used to carry over from a previous time period and a negative amount can be used if some of the PTO has already been used.
For instance, if the employee is allowed 2 weeks (e.g. 80 hours) of vacation per year, but last year only used 60 of the 80 hours, you can enter 20 into the “Previous Balance”, and keep 80 hours in the “Allot” hours and the system will give the employee 100 hours of vacation time for this year.
Or if you are starting in the middle of the year and they have used 20 of the 80 hours, you enter a -20 into the Previous Balance and it will give them a 60 hour balance for the year.
- “Max Hours Per Year:” will limit the maximum hours that can be accrued for the year.
- Click the green “Save” button when finished.