Record the hours of paid time off (e.g., sick pay, vacation pay, etc.) the employee earns each pay period or has earned for a specific time frame.
This information on this tab is interfaced to Payroll Periods, Pay Types, Compute Payroll and Print Payroll Checks. Note that the PTO accrual will only take place when Compute Payroll is run if the Start and End dates of the Payroll Period intersect with the Start and End Dates of the PTO tab.
In versions prior to 9.1, setup is cumulative, not "Use it or Lose it". Since PTO is cumulative, an ending balance may need to be cleared at the end of a payroll year for sick or holiday pay types. In addition, if user set-up is bad, or ending balances are wrong, the user can use the PR Journal to enter an adjustment (using a unique pay period for PTO adjustments) to Hours Accrued to reverse the accruals and start over on the next PR Compute of check date. Or, the user can enter minus hours on the PTO tab to post reversals when the next Compute PR is run.
In Version 9.1, the software also supports PTO based on a Annual Maximum Balance (or Cap) for companies with a “Use it or Lose it” PTO policy. The Max Hours field specifies the Cap or maximum total PTO hours 'in the bank' that this employee is allowed to accrue for the specified Pay Type Id/Rate range. When Compute Payroll is run, the accrued hours may be limited so that the Max Hours Cap is not exceeded.
Setup:
Typically, the PTO tab would need to be setup based on the employees date hired (anniversary date) and Years of Service (i.e. 1-4yrs, 5-9yrs, 10-14yrs, 15+). The Max Hours should be set up to specify the Max Hours for each line.
PTO Reporting - These reports include all *unposted checks in the Ending Balance, whereas printed checks will only include the most current unposted check in the `PTO Avail Balance’. Adjustments may be required to clear begin/ending balances so checks print with the proper PTO balance.
Internal Support: PTO Hours Available: Checks vs. Reports
Setting up a date range of a year vs. start/stop = same date result in the following (if Pay Period set to Accrue PTO):
Setup Start End Type Hours Result
bad 01-01-2005 12-31-2005 VAC 40 52 pays x 40 = 2080 hrs accrued
good 01-01-2005 01-01-2005 VAC 40 1 pay x 40 = 40 hrs accrued
bad 01-01-2005 01-01-2005 VAC 2 1 pay x 2 = 2 hrs accrued
good 01-01-2005 12-31-2005 VAC 2 52 pays x 2 = 104 hrs accrued
Hours:
The number of paid time off hours (e.g., sick, vacation, etc.) that you earn per pay period (e.g., 1.5 hours per weekly pay period, 3.1 hours every biweekly pay, etc.). If you track paid time off under different pay type categories (e.g., vacation, sick, bereavement), you would create one line for each. See the above examples if PTO is set on a yearly basis.
Prcnt:
The percent of wages field (Prcnt:) allows this Paid Time Off to be calculated as a Percent of Wages rather than a number of Hours. Any one PTO line can have either Hours or Percent but not both.
Important Note:
SAMPRO does NOT have support for multiple percentages per employee in a single pay period. All percentage rate changes must coincide with the starting date of a Pay Period.
Pay Type Id:
Enter a valid Id of a Pay Type for paid time off, or double-click to select from a list. Note that the Description field defaults from the Pay Type Name when a Pay Type Id is entered.
Start Date: Date End:
These fields define the range of dates for which hours will be accrued for this pay type when Compute Payroll is run. This accrual will only take place if the Start and End dates of the payroll period intersect with the Start and End Dates of the PTO tab of the Employee record and Accrual PTO is turned on in the Payroll Period. The system uses the last day of the pay period to post the accruals, so a check date of January may accrue December hours !! For example: if Pay period starts 12/25 thru 12/31 with a check date of 01/05 and employee start/end PTO date of 12/27, the system will post the accrual using the 12/31 date.
Note: Time Off Earned from Working the Previous Year
If paid time off is earned as function of the previous year's employment, the Hours and Start and End Date fields would be completed in a different fashion. In this case, the Hours field would be used to enter the total Hours earned as result of working last year. The Start Date and Date End would be set to the employee's anniversary date (or a general company date on which PTO is accrued) in the year the accrual should take place. For example, suppose an employee's employment anniversary date is March 1, and in the year from March 1, 2016 to Feb 28, 2017, he is due 80 hours of paid vacation. We'll also assume that the first payroll period within the anniversary year is March 1-March 7, with check date March 10. In this case, the fields would be completed as follows:
Hours Pay Type Start Date Date End
80.00 Vacation 03012016 03012016
In this example, the accrual will occur only once in 2016, when payroll is computed for the payroll period March 1-7. Notice that an additional line would have to be added for the vacation accrual to occur in 2017.
Max Hours:
This field supports PTO based on a Annual Maximum Balance (or Cap) for companies with a “Use it or Lose it” PTO policy. This field specifies the Cap or maximum total PTO hours 'in the bank' that this employee is allowed to accrue for the specified Pay Type Id/Sate range. When Compute Payroll is run, the accrued hours may be limited so that the Max Hours Cap is not exceeded.
Setup:
Typically, the PTO tab would need to be setup based on the employees date hired (anniversary date) and Years of Service (i.e. 1-4yrs, 5-9yrs, 10-14yrs, 15+).
Also See...
Employee Viewer