PTO Balances & Accruals

This article is for Time Clock Administrators. You must have the “Time Clock Administrator” role active under “Time Clock Rights” in your member profile in order to update PTO balances for any member.

About PTO Balances

Within the member profile, you can update the number of available PTO hours for any member. Depending on your organization’s setup within eSchedule, multiple “banks” of PTO can exist.

The number of available hours within any given PTO bank is reduced at the time a PTO request is approved (not when the PTO date passes).

Also see: PTO Request Submission and PTO Request Acceptance

Allowing Negative PTO Balances

• Negative PTO Balance is NOT Permitted (default): Your members will not be able to submit a PTO request if their total available hours in the chosen PTO bank will not cover the requested time off. Additionally, any pending PTO requests will be taken into consideration.
• Negative PTO Balance is Permitted: Your organization may allow a negative PTO balance. The number of allowed negative PTO hours can vary for each organization. In this case, it would allow your members to submit a PTO request, and have it accepted in advance, even though they don’t yet have the necessary hours to cover the time off.

Please contact our Support Team for more information or to change your configuration.

PTO Banks & Pay Codes

It is possible to have a “one to many” relationship between a PTO bank and a pay code. For example, both a “Vacation” and “Personal” time off request could both use the same pay code on the timecard and in payroll.

Managing Old PTO Requests

If the requested PTO date passes and the request was not approved or rejected, it will remain in a “pending” status. A Time Clock Administrator will need to reject the old PTO request in order to free up the available PTO hours within the member’s PTO bank. Alternatively, the member can “cancel” the old PTO request.

PTO Balance Options

There are numerous ways eSchedule can handle PTO balances for your organization. They are outlined below. For more information, or to adjust the configuration within your account, please contact our Support Team.

Option 1: PTO Accrual by Time Period

eSchedule is able to automatically run an accrual process for each PTO bank within your account. PTO accruals can be handled many different ways. A common example:

• All full-time employees who work for the first 5 years of employment receive 120 hours of vacation time in their PTO bank at the first of each calendar year.
• All full-time employees who work years 6-10 receive 160 hours of vacation time in their PTO bank at the first of each year.

eSchedule can handle accruals by:

• Pay Period
• Week
• Monthly
• Annually by Calendar
• Annually by Anniversary Date

Based on the policy and configuration within eSchedule, hours will automatically get added to each member’s PTO bank(s). Other factors used to determined the number of hours issued include:

• Member Type (Full-Time, Part-Time, Per Diem)
• PTO Group
• Seniority

Option 2: PTO Accrual by Hours Worked

eSchedule is able to automatically run an accrual process (by hours worked) for each PTO bank within your account. For example, your full-time employees may receive 0.06 hours of PTO in their bank for each hour worked. The number of hours can vary based on your organization’s policy.

Option 3: Annual PTO With Manual Adjustment

With this option, PTO is handled on a per-calendar-year basis.

• The number of available hours in the PTO bank is assigned a calendar year (e.g 2019).
• A Time Clock Administrator is responsible for manually manipulating/adding the hours for each year within each member’s profile.
• Any available hours at the end of a calendar year does not automatically roll to the following year.

Updating PTO

1. Navigate to “Administration > User Management”.
2. Select the name of the member you wish to update.
3. Scroll down to the “Paid Time Off Balances” section.
4. In the “Year” column, select the PTO line you wish to update.
5. Update the number of hours in the “Start” field.
6. Click “Update”.
7. At this point, the number of hours in the “Balance” field will be updated. The member will now see the updated number of hours on their time card.

Adding PTO (New Year)

1. Navigate to “Administration > User Management”.
2. Select the name of the member you wish to update.
3. Scroll down to the “Paid Time Off Balances” section.
4. Click “<add>”.
5. Enter the calendar year in the “Year” field.
6. Enter the number of available hours in the “Start” field.
7. Click “Add”.
8. At this point, the number of hours in the “Balance” field will be updated. The member will now see the updated number of hours on their time card.

Option 4: Perpetual PTO With Manual Adjustment

With this option, PTO is handled with a perpetual area to update PTO, broken out by bank. A Time Clock Administrator is responsible for manually manipulating the available hours within each member’s profile. Any available time at the end of a calendar year remains available indefinitely until used.

There are two different views that may appear depending on your organization’s settings:

New PTO Adjustment View

The number displayed in the “Balance” field is the number of available PTO hours for that bank. To update the balance, simply update the number and click UPDATE.

Legacy PTO Adjustment View

***** This feature has been updated to a new method for updating the Balance (see above). If your organization is still using the legacy PTO adjustment, please contact us to switch to the new view.

Example:

• Start: The number of hours the employee has accrued in eSchedule (forever).
• Used: The number of hours the employee has used.
• Balance = Start minus used.

If you wanted to increase the Balance from 88.47 to 100, you would do the following:

• Add 100 to “Used” 824.50 = 924.50.
• Update the “Start” field with the new number: 924.50.
• Click UPDATE.