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How to Manage Paid Time Off and Sick Days Settings

Paid Time Off (PTO) and Sick Days mean paid leave time provided to an employee as a part of the employment contract. Each employee may have two separate banks of earned leave time. In actiTIME, such banks are called Balances:

  • PTO (Paid Time Off) Balance
  • Sick Days Balance

Leave types available in the system can be tied to one of these balances (or to neither of them).

To make use of these features, make sure that “PTO Balance Calculations” and “Sick Days Balance Calculations” are turned ON in the Settings > Turn Features On / Off interface.

There are two different ways how you can manage leave balance settings:

  • In the Settings > General Settings interface. Here you can configure system settings that can be applied to all users by default. It requires the “Manage System Settings” permission.
  • In the PTO Settings and Sick Days Settings tabs of the User List. Here you can:

    • Set up individual leave accrual rules
    • View leave balance history
    • Manually adjust the balances
    • Turn the PTO or Sick Days control off for selected users

    Any of these actions requires the “Manage PTO & Sick Days Settings” permission.

To configure leave pay rates, go to the User List > Account Settings tab and open user’s profile. This requires “Manage Accounts & Permissions” or “Manage Cost & Billing Data” rights.

How to manage individual leave balance settings

To manage users’ PTO settings, go to the User List > PTO Settings tab. Here’s what you can do:

  • Find the user in question by typing their name in the search box or choosing them in the user selector.
    managing_pto_user_find
  • Group users by departments or time zones for easier management.
  • Adjust the balance manually by clicking the cell with current balance and selecting one of the options as shown below. Enter the required value and click Apply.
    managing_pto_adjust_balance
  • Review the PTO Balance History by clicking the icon and export it to PDF.
  • Configure accrual rules by clicking the rules cell and switching to Custom tab. Enter the values as required and click Save Changes. Note that new rules will be applied the next day. For more details, see How to configure automatic accrual rules .
    managing_pto_rules_change
  • Turn the PTO control on or off by clicking the switcher. Note that you can turn the PTO control on, and switch the Sick Days control off for any user, and vice versa. This won’t affect other users’ settings.

Here’s an overview of the PTO Settings tab and its options:

managing-pto-settings

To manage users’ Sick Days settings, go to the User List > Sick Days Settings tab. The controls and layout are identical to the PTO Settings tab.

managing-pto--sick-days-settings

How to configure automatic accrual rules

When you initially set up the system, you might need to adjust user’s leave balances manually. After you configure accrual rules, all further calculations will be done automatically.

Accrual rules for PTO and Sick Days are set up in the corresponding tab of the User List. For both balances, the same options are available:

  • Scheduled accrual of leave time (weekly, monthly, yearly or on hire date). The system will periodically add the specified amount of days to user’s balance. If you set the balance to be increased every 31st day of the month, then the actual accrual will be made on the last day of the month.
  • Reset of leave time (yearly on or hire date). The system will reset user's leave balance to the specified value (either 0 or some positive one). You can use this rule to give leave days to user in advance, for example 12 days of PTO in the beginning of the year.
  • Cap accrued leave time (limit maximum of accrued days/hours). Once user’s leave balance reaches the set limit, all extra days earned above the limit will be discarded.

You can configure any combination of accrual rules. When all three rules trigger together on the same day (for example, on January 1), they are applied in the following order:

  • Reset rule
  • Accrual rule
  • Leave time cap

Note that if you adjust any of these rules, the change will take effect on the following day after the changes were made.

How to correct balance manually

Both for PTO and Sick Days, there are three types of manual corrections:

Set hard balance value - same thing as if the “Reset” rule has been applied.
Use this correction when you know exactly how many PTO or Sick Days the user should have on the present date. Note that any leave time entered retrospectively before the hard balance adjustment will not affect the balance.
Increase balance - same thing as if an accrual rule has been applied. The current balance of the user is increased automatically for a certain number of days (hours).
You may want to use this type of balance adjustment, when you need to compensate employee overtime hours with PTO or sick days.
Decrease balance - you can decrease the current balance of a user for a certain number of days (hours).
You may want to use this type of PTO balance adjustment for an employee, when this employee worked less time than expected in the previous period and did not create a leave time request for the missing time.

You may want to use this type of PTO balance adjustment for an employee, when this employee worked less time than expected in the previous period and did not create a leave time request for the missing time.

Manual corrections are always applied to the current PTO or Sick Days balance on the day of the correction.

How editing leave time affects users’ PTO & Sick Days balances

Users can update, remove or add leave time in the Enter Time-Track interface. This can affect user's leave balances when both conditions are met:

  • No "reset" rules were triggered between the corrected leave time and present date.
  • There have been no manual “'hard value” corrections in this period.

Here is how the balances can be affected:

  • Additional leave time recorded for the past dates will be subtracted from the current PTO or Sick Days balance
  • Decreased (or removed leave time) will be added (returned) to the current PTO or Sick Days balance
    pto-balance-affected

Likewise, leave time edits in the past will not affect the current PTO or Sick Days balance if:

  • A “reset” rule was triggered between the corrected leave time and present date, or
  • There has been a manual “hard value” correction in this period.
    pto-balance-not-affected

Events that affect user's PTO or Sick Days balances:

  • The user records leave time for a leave type which is tied either to 'PTO' or to 'Sick Days' balance.

    When user records a leave that lasts longer than one day, the balance is changed every day. However, the history will contain only one 'accumulated' record for the related balance changes. Effective date shown for this record will be the last date of the leave.

  • One of the automatic accrual rules is triggered.
  • Manual correction of user's PTO or Sick Days balance is made in the User List interface.
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