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How to Set Up PTO Codes and Accruals

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In TSheets, paid time off (PTO) refers to the benefit in some employee agreements that provides a bank of hours that an employee can draw from to take time off of work and still receive compensation. These can include Vacation, Sick time, Personal leave, Holidays, and more.

Who can do what?

  • Account administrators can set up PTO codes and accruals.
  • Administrators and managers can enter PTO for employees.
  • Employees can only enter PTO for themselves if they have been granted the "Allow employees to submit PTO" permission.

How to Create a PTO Code and General Preferences

  1. Go to Company Settings > Time Options > Paid Time Off.
  2. Click the Enable PTO checkbox.
  3. Click the Allow employees to submit PTO checkbox and Save.
    • This allows employees to add their own PTO timesheets (admins and managers can be notified). Leave it unchecked if only admins and managers should enter PTO timesheets for their employees. 
  4. Go to Feature Add-ons > PTO CODES. The Paid Time Off Preferences window displays.
  5. On the General Preferences tab, set up notifications and select days when PTO is prevented.
  6. Select the PTO Codes tab > Add PTO Code.
  7. Enter the PTO name, and click the save icon ().
  8. Leave Assign to all checked if the code should be available for all users. To limit who can use the code, uncheck Assign to all, then click Assign to the right. Make your selections and click Save.
    • Note: New employees are automatically assigned to a PTO code and its associated accrual setup when Assign to all is checked. 

How to Configure and Assign Employee Accruals

Note: Accrual settings set up in the Paid Time Off Preferences window apply to all employees assigned to that PTO code, except those with personalized accrual settings. If a personalized accrual was set up for an employee, it's noted within the PTO Accrual Settings window at the top: x employees have personalized accrual settings and will not be affected by any changes made here. Click X employees to see the list of employees with personalized accruals. 
  1. Go to Feature Add-ons > PTO CODES.
  2. Select the PTO Codes tab, and next to the PTO code you want to enable, select the Track Accruals checkbox. If it's already checked, click the settings icon ().
  3. The Configure [code name] Accruals window appears. Check either or both of Managers may view PTO ledger and/or Managers may adjust PTO ledger.
  4. Click Edit Settings.
  5. Select the employees to whom the setting will be applied by doing one of the following:
    • Leave the setting as all employees.
    • Click all employees, make your selection(s), and click OK.
  6. From the Accrual Settings drop-down, select Yearly, Every Pay Period, or Based on Hours Worked.
  7. Watch the above video (starting at minute 2:34) to determine which selections to make, and click Apply.
    • Note: for the Accruals will take place X day(s) after the end of each pay period, 5 days is recommended. This buffer allows for timesheet adjustments, if necessary, before PTO accruals are calculated based on those timesheets. 
  8. In the This Action Cannot be Undone box, type replace, and click Replace Current Settings.
  9. To close the PTO Accrual Settings window, click the X in the upper right corner.

How to Add or Adjust Employee Accrual Balances

  • To add or adjust a balance for one or a few individual employees:
    1. Go to Employees.
    2. Select an employee, and click the PTO Codes tab > Accrual Ledger.
    3. Use a Note column to add a reason for the adjustment.
    4. Then, enter a number in either the Add or Subtract column and click Save
  • To add or adjust balances for multiple employees:
    1. Go to Feature Add-ons > PTO CODES. The Paid Time Off Preferences window displays.
    2. Select the Tools tab > Download PTO Balances. Open the spreadsheet.
    3. In the appropriate column(s), add or change the hours, and save the spreadsheet.
    4. Go back to the Import PTO Balances window, and if you are changing balances, click the Replace Balances box. Leave it unchecked if you are adding the spreadsheet numbers to their current balances. 
    5. Click Choose File, navigate to the file, and click Open.
    6. Click Import. A list of the changes displays.


How to Add or Adjust Employee Accrual Settings

How to Adjust Accruals for a Specific Employee

  1. Go to Employees.
  2. Click an employee name, and select the PTO Codes tab.
  3. Click Personalize Accruals.
  4. From the Accrual Settings drop-down, select how often PTO accruals will be applied to the employee's account, complete the remaining fields, and click Save
    • Note: select (Use Company Settings) if it needs to match what you set up in the Paid Time Off Preferences window. 

How to View a Spreadsheet of Accrual Settings

  1. Go to Feature Add-ons > PTO Codes, and select the PTO Codes tab.
  2. Next to the PTO code for which you want to download a spreadsheet, click the settings icon () > Download Settings.

How to Update Accrual Settings via Spreadsheet

  1. Open the spreadsheet (see above), make any adjustments, and save the file as .csv.
  2. In TSheets, go to Feature Add-ons > PTO Codes, and select the PTO Codes tab.
  3. Next to the PTO code for which you want to upload a spreasheet, click Settings() > Upload New Settings.
  4. Click Choose File, navigate to the .csv file, select the file, and click Open.
  5. Back on the Import PTO Accrual Settings window, click Import


How to Send an Anniversary Reminder (PTO Adjustment Reminder) Email to Admins and Managers

This feature allows you to select recipients for a monthly recurring report that tells them which users are approaching the anniversary of their hire date and what their current accrual settings are. This is the best way we've found for administrators and managers to proactively manage which users may need changes made to their accrual settings as they approach set years of employment. :

"Hi _________,

You have some employees that are approaching their employment anniversaries. You may need to make an adjustment to their PTO Accrual settings soon.

Below are those that will reach their employment anniversary in the next two months."

  1. Go to Feature Add-ons > PTO Codes, and select the PTO Codes tab.
  2. Next to the PTO code for which you want to manage emails, click  > Anniversary Reminder.
  3. Click Change, select employees or groups, and click OK > Save.

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