The Most Efficient Way to Process an Employee’s PTO Payout in Scissortail HCM, UKG Ready

Through trial and error, I have learned that the most efficient way to process an employee’s PTO payout is via a time-off request.  If you try to add a payout to the actual pay statement, the system will not adjust the employee’s PTO balance.  Of course, you can adjust manually, but I like to let the system do all the hard work!  A PTO payout earning code must be added and available in the system.

• Payroll Setup/Earning Codes
• Add New Earning Code (top right)
• Choose Roll up Earning Category
• This would normally be “regular”
• Enter Code Name i.e. PTO Payout
• Enter Name i.e. PTO Payout

• Choose Employee Debit GL Account
• Verify lists that should include the PTO figures
• Verify Scheduled Default Values
• Verify Pay Statement Types to Apply to
• Verify Default Settings
• Once the earning code has been added, the employee will have the PTO payout option available on the time off request

My Time/Time off/Request

• Choose PTO Payout in the Time Off Type dropdown

• Click Start Request on the right above the calendar
• Choose the correct allotment in the Request Type Box i.e. Multiple Days
• Choose From and To Date(s)
• Choose Hours Per Day i.e. 8
• Add any additional comments
• Click Submit Request
• Request will be submitted to manager
• Payout will process with the corresponding payroll
• Under the “Extra Pay” tab
• PTO Balance will adjust accordingly

Manual PTO Adjustment

If for some reason, you choose to manually adjust an employee’s PTO balance, here are the steps:

• Accruals/Modify Employee Hours
• Click the check box to the left of the employee you are editing
•  Edit the appropriate time off category (PTO)
• Under the hours remaining column, edit the number of available PTO hours
• Click Save3

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