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