Paid Time Off (PTO)

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This page is part of the TSheets User Guide

Contents

Overview

TSheets Paid Time Off Tool
Example: Someone that receives Holiday Pay for national holidays and used vacation time to extend their weekend.

Paid time off (PTO) is the feature in some employee agreements that provides a "bank" of hours that an employee can draw from to take time off from work.

Generally PTO hours cover everything from planned vacations to sick days. Unlike more traditional leave plans, companies with PTO plans do not separate time off from work between "vacation days" and "sick days".

For healthy employees, PTO can be an attractive benefit because, in general, they are offered more vacation time under a PTO plan than they would be under a plan that differentiates sick leave and vacation.

Of course, there are going to be benefits and weaknesses of both plans, you'll need to choose the one that best fits your company. Luckily, TSheets is flexible enough to be able to be set up to follow whatever your company's needs are.

Enabling Paid Time Off (PTO)

In order for you to track the amount of Paid Time Off (PTO) that you're employees are working, you must first Enable PTO.
My-Account-PTO.png

How To

  1. Click on the Company Settings Button in the main menu
  2. Click on "Advanced" from the menu on the left hand side of the new window
  3. Click on "Paid Time Off"
  4. Select "Enable PTO" and click "Save"

Allow Employee Submittal

Once you have Enabled PTO, you can then choose to allow your employees to enter and submit their own PTO hours.

How To

  1. Click on the Company Settings Button in the main menu.
  2. Click on "Advanced" from the menu on the left hand side of the new window.
  3. Click on "Paid Time Off".
  4. Select "Allow employees to submit PTO" and click "Save".

Or you can:

  1. Click on Manage Employees from the main menu.
  2. Click on the Manage PTO link at the bottom of the Employee List box.
  3. In the box that pops up there will be two tabs, one will allow you to do general setup of your PTO codes, the other will allow you to set your preferences. The preferences tab will allow you to set if your employees may enter PTO for themselves.
  4. Click the "Done" button with the green check when you are finished to save your changes and close the window.


Setup PTO Codes

Setting up your PTO Codes only takes two simple steps, Defining PTO Codes and Assigning them to employees.

Define PTO Codes

Defining PTO Codes is the process of simply creating and naming your PTO codes. For instance: Vacation, Sick Leave, Holiday, etc.
Createpto.png

How To

  1. Click on the " Manage Employees" Button in the main menu
  2. Click on "Manage PTO codes" This will be the last of four options presented at the bottom of the box.
  3. You will be presented with a new box in your window with at least two tabs, General Preferences and PTO Codes. Click on the PTO Codes tab.
  4. If you have no PTO Codes set up or to add an additional code click on the "Add PTO Code" link in the top right hand corner.
  5. Simply type in the name of the code you wish to create in the text entry box that opens and click the save icon.


Assign PTO Codes to Individual Employees

If you do not choose to assign all of your PTO codes to all of your employees you can add individual PTO Codes to individual employees.

How To

Assignjobcodes3.png
  1. Click on the " Manage Employees" Button in the main menu.
  2. Click on "Manage PTO codes" This will be the last of four options presented at the bottom of the box.
  3. You will be presented with a new box in your window that will have at least two tabs, General Preferences and PTO Codes. Click on the PTO Codes tab.
  4. At the end of the row designated for the PTO Code you are assigning there will be an "Assign" button, click on it.
  5. This will bring up a new box that will allow you to sort employees by name and/or group, here you will indicate with a check box which employees will be assigned this PTO Code.


Assign PTO Codes to All Employees

PTO Codes can be assigned to all of your employees during the "Define PTO Codes" process or you can assign all of your PTO codes to all of your employees quickly and easily.

How To

  1. Click on the " Manage Employees" Button in the main menu.
  2. Click on "Manage PTO codes" This will be the last of four options presented at the bottom of the box.
  3. You will be presented with a new box in your window that will have at least two tabs, General Preferences and PTO Codes. Click on the PTO Codes tab.
  4. On the row designated for the PTO Code you are assigning there will be an "Assign to all" check box, click on it.



Tracking PTO Accruals

Keeping track of how many PTO hours have been accrued and used for each job code is an important function for timekeeping software. With TSheets you can set how many hours should be accrued by each employee annually for each PTO Code that you assign to him/her. PTO Accruals can be configured to occur on a yearly basis or on a per pay-period basis.

How To Enable Accruals

Track accruals.png
  1. Click on the " Manage Employees" Button in the main menu.
  2. Click on "Manage PTO codes" This will be the last of four options presented at the bottom of the box.
  3. You will be presented with a new box in your window that will have at least two tabs, General Preferences and PTO Codes. Click on the PTO Codes tab.
  4. On the row designated for the PTO Code you would like to track accruals for you will see a check box that is labeled "Track Accruals". Check it.
  5. By checking it you will be presented with a new window to set up the accrual rules. This window pops up automatically the first time you check the box to enable accruals for a PTO code. However you can access this configuration window later by clicking on the gear icon next to any PTO code that has the Track Accruals checkbox checked.


Configuring Accruals for Multiple Users

There are four different buttons available to you here and a couple of checkboxes. Each is explained below:

Configure accruals.png
Apply New Settings
Click on the Apply New Settings button to be presented with the configuration options that can be applied to multiple employees. You may apply the settings to all employees (default) or you can select a subset of employees to apply your changes to. Whatever changes you apply from this screen will overwrite any existing accrual settings set up for this PTO code to the selected employees.
The configuration options have detailed help available by clicking on the question mark icon to the right of each. Once you have configured the options the way that you like and have chosen the employees you want the settings applied to, just click Save.
Download Settings
Click on the Download Settings button to download the accrual settings for all employees for this PTO code in a plain text, .csv format. This can be opened up in Excel to get an overview of what settings are applied to all users in one place. You can also make changes to this .csv file and use it to upload and change the settings for employees (see next).
Upload New Settings
Click on the Upload New Settings button to upload a .csv file to apply accrual settings to multiple users. This makes it easy to download your existing settings, edit it to make the necessary changes, and then use this button to upload the modified file. For a more detailed description of the fields and values that are available, once you have the Upload New Settings window open, click on the Help tab.
Manage Email Subscriptions
Click the Manage Email Subscriptions button to open a window where you can select recipients for a monthly recurring report that will tell you which users are approaching the anniversary of their hire date and what their current settings are for accrual. This is the best way we've found for managers and administrators to proactively manage which users may need changes made to their accrual settings as they approach multiple years of employment.
Managers and Ledger Access

There are a couple of checkboxes here that control whether a manager may view and/or edit an employee's accrual ledger. The accrual ledger is the history of what hours have been earned and what hours have been used by an employee, and is accessed via the Manage Employees window when editing an individual employee. By default, managers are not allowed to view the accrual ledger of an employee, unless that permission is granted here.


Configuring Accruals For A Specific Employee

  1. Open the Manage Employees window and edit the employee you would like to configure.
  2. Click on the PTO Codes tab. Make sure that the employee has been granted access to the desired PTO code
  3. Click on the Personalize Accruals link next to the desired PTO code. You will see the same configuration dialog used to apply settings to multiple employees, but in this case the settings will only apply to the user you're editing. (NOTE: The Personalize Accruals link will only be present if this PTO code has had accrual tracking turned on)
  4. Click on the question mark next to each item for a detailed description of what the setting controls. Make the changes you would like via the configuration window, and click Save.
Pto apply settings.png


PTO Balances and History

Accessing the History for a Specific User

Pto ledger.png
  1. Open the Manage Employees window and edit the employee whose history you would like to view.
  2. Click on the PTO Codes tab
  3. Click on the Accrual Ledger link that corresponds to the PTO code you're interested in (notice that right next to it you may also see the current balance for that PTO code).
  4. You'll see a history of the PTO hours taken and earned in the resulting window. The most recent entries are at the top. If you have sufficient permission, you'll also see a row at the top where you may enter a debit or credit with a memo against this employee's ledger. You may also download the current year's entries or the entire history for this employee via the buttons at the bottom right of the window.


Accessing and Modifying the PTO Balance for all users

Pto tools.png
Downloading the Current PTO Balance of All Users
  1. Open Manage Employees, then click on the Manage PTO Codes link at the bottom of the window.
  2. Click on the Tools tab
  3. Click on the Download PTO Balances button. This will give you a .csv file that contains the PTO Balance for every employee for any PTO codes that have accrual tracking turned on.
Setting the PTO Balance of Multiple Users
  1. Open Manage Employees, then click on the Manage PTO Codes link at the bottom of the window.
  2. Click on the Tools tab
  3. Click on the Update PTO Balances button
  4. Follow the instructions on the Help tab of the resulting window to get a sample file and populate it with the new balances you would like to either append or replace employee's PTO balances with.


Recording PTO Hours for Employees

If you do not choose to allow your employees to submit their PTO hours, you can easily record those hours for them.
PTOEditorNEW.png

How To

Add PTO for Employees

  1. Click on the "My Paid Time Off" Button in the main menu.
  2. Enter the employee's name or username and click "Switch User".
  3. Find the day to which you will be adding your PTO hours.
  4. Type the number of hours you wish to record for that day in the text box below the date.
  5. Select which PTO Code you wish to record this time as by selecting it in the drop down box directly below the "hours text box".
  6. Enter as many hours for this week as you desire and click "Save".
Multi User Tool.png

*You can only enter time for one week at a time, if you enter hours for a week and then try to move to a different week without saving, your hours will be lost.

Add PTO for Multiple Employees

Multi User Tool2.png
  1. Click on the "Paid Time Off" button in the main menu.
  2. Click the "Switch to multi-user entry mode" button inside the PTO Tool Window.
  3. Select the date and PTO Code then enter the number of hours you wish to assign to multiple employees. You may select multiple days if they are within the same week view.
  4. Click the "Select Employees" link to choose which employees and/or groups will have this time entered for them. After you have made your selection click "Ok".
  5. Make sure you mark whether you are replacing or appending any existing time.
  6. Click "Go" to apply changes. You will then be presented a list of all the time added for each user.

NOTE: If you track accruals, and an employee doesn't have enough hours banked, PTO hours will not be applied for that employee. You will be alerted to these problems in the same list presented in step 6.

Edit PTO for Employees

  1. Click on the "My Paid Time Off" Button in the main menu.
  2. Enter the employee's name or username and click "Switch User".
  3. Find the day that you wish to edit PTO time for.
  4. Type the number of hours you wish to record for that day in the text box below the date.
  5. Select which PTO Code you wish to record this time to by selecting it in the drop down box directly below the "hours text box".
  6. Enter as many hours for this week as you desire and click "Save".

*You can only enter time for one week at a time, if you enter hours for a week and then try to move to a different week without saving, your hours will be lost.

Delete PTO for Employees

  1. Click on the "My Paid Time Off" Button in the main menu.
  2. Enter the employee's name or username and click "Switch User".
  3. Find the day that you wish to edit PTO time for.
  4. Type '0' (zero) for that day in the text box below the your dates and click "Save".

Recording PTO for Yourself

If you are Allowed to Submit your own PTO hours then you will have an extra button in the main menu on the left hand side of the screen. This button leads to a window that displays a seven day week with empty text boxes where you can add/edit/delete all of your PTO time. You can scroll through different weeks of the year by clicking on the LeftPrevious.png and RightNext.png Arrow Buttons.
EnterownPTO.png

How To

  1. Click on the "My Paid Time Off" Button in the main menu.
  2. Find the day that you wish to add your PTO time to.
  3. Type the number of hours you wish to record for that day in the text box below the date.
  4. Select which PTO Code you wish to record this time to by selecting it in the drop down box directly below the "hours text box".
  5. Enter as many hours for this week as you desire and click "Save"..

*You can only enter time for one week at a time, if you enter hours for a week and then try to move to a different week without saving, your hours will be lost.

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