Setting up your company’s accrual policies is done within the Time - Off & Availability settings page. Within this page you will see any existing policies and will be able to add new policies here.
If you are unable see the "Time Off Policies" text within this page you will need to Enable PTO within your My Account area.
If your company has already made a policy you would be able to edit or remove it within this page. Clicking the pencil icon will open the details for an already made policy and allow you to make changes. The trash can icon will delete the policy.
Note: Deletion of a policy will remove all balances and any time off requests using the policy.
Adding a New Policy
Lets use an example policy that grants employees PTO hours after 6 months of working with the company, and then as they stay with the company they receive additional hours of time off. They will also be able to carry over hours to the next year after two years have past.
When we click Add Time-Off Policy we will be shown a new page with a number of fields.
Policy name – Allows you to name your policy the way you want. For example “Sick” or “Vacation”.
Notes – An internal notes field, employees are unable to see this.
Accrual Levels – This section allows you to specify how our system will add hours, which can be defined as one level or multiple levels.
Accrual Starts – Defines the starting point of all accrual calculations. By default, the “On a hire date” option will be selected, but they can also switch to the other option and select that the accrual engine starts on a certain number of days, weeks, months or years after the hire date. Such as with our example you have 6 months of training for your new employees, and you don’t want them to accrue any PTO hours during the first months.
Accrual Amount – This is the main piece which allows you to specify the number of accrued hours based on one of the offered parameters:
After each X hours– Allows you to accrue PTO hours based on the hours worked according to the Time Clock.
Daily – Accrues PTO hours for each day spent in the company.
Weekly – Accrues PTO hours for each week spent in the company.
Bi-Weekly – Accrues PTO hours for every two weeks spent in the company.
Semi-Monthly – Accrues PTO hours twice a month.
Monthly – Accrues PTO hours for each month spent in the company. Anniversary – Accrues PTO hours for every full year from hire date spent in the company.
Yearly – Accrues PTO hours for every year spent in the company.
Selecting any of the above-listed options will trigger some additional fields to show up, which enable detailed configuration. For example if you select the Semi-Monthly option, then the system will allow you to specify the two days during the month when to accrue those hours.
Tip: When using options that count from hire date all employees will not accrue hours on the same day, week, month.
Carryover – Allows you to specify whether unused hours from one year can be carried over to the following year. The field input next to this allows you to specify how many hours can be carried over, if you select allow carryover.
Maximum accrual – Allows you to specify the maximum number of hours that can be accrued for that level. E.g. you can allow your staff members to accrue up to 80 hours of PTO for a year, and then the accrual will stop adding more PTO
time until they use some of it.
In this example we have set two levels of accrual, this allows our senior employees to receive additional hours and have some hours carryover without the need for us to create policies just for them.
First Accrual – This option allows you to specify how you want the first accrual to be counted. For example if you have a yearly policy that accrues 12 hours of PTO for the full year, and you hire your employee on April 1st, this setting determines on whether the system should count that first year as full 12 hours for the full year, or calculate a prorated amount, which would be 9 hours (for 9 months only).
Carryover Date – This option allows you to specify which date should be used by the system for the carryover. You can use either January 1st, or the hire date.
Accruals Happen - This option allows you to specify when the hours are added to an employee's balance. Two choices are offered: “At the beginning of the period” and “At the end of the period”. For example if an employee has a yearly accrual policy, and “At the beginning of the period” is selected, then they would receive PTO hours at the beginning of the year.
Allow a negative balance – This option allows employees to request PTO even if they don’t have enough hours accrued. For example an employee accrued 8 PTO hours, but requests 16 paid hours (two days off), the system will allow them to make such a request with this option enabled, and put them into a negative balance of -8 hours.
Assigning the Policy to Employees
Assign employees – This section allows you to select employee names that need to be assigned to a specific policy. For example you might have US employees assigned with one policy, and Canadian employees with another. Or any similar scenario.
Department filter / Position filter – These two options allow you to select all employees working in a specific position or a department.
Note: The filter options will not automatically assign new employees to your policy. They are offered as just a helpful tool to quickly select all employees that are part of a department or position.
Of course once you have your policy setup and your employee’s assigned don’t forget to Save before leaving the page.
With your Policy created your team is ready to start using the PTO system.
Note: the PTO feature updates every 30 minutes please wait for employee's profile balance to update before having employee's submit requests.
If your company already had accruals setup before using our system then you may have one final step setting employee's Initial balances.
If you would like to learn more about how time off requests will be shown you can find more information here: Managing Employee's Requests
To see an employee's current PTO balance you will check within their profile, or by running a "Detailed" payroll report.