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
