How to Assign PTO to Employees in VeriClock: A Step-by-Step Guide

This guide provides step-by-step instructions on assigning Paid Time Off (PTO) to employees in VeriClock. It walks through the necessary setup and configuration for PTO types, making it easy for administrators to manage employee time off balances and track usage accurately. Employees are automatically assigned PTO based on their profiles.

You can set up an unlimited number of time off types, but employees will only see the ones assigned to them. To request or view time off, each employee must be assigned either an accrual rule or a manual rule. Keep in mind that each employee can have only one accrual rule per PTO type.

To assign an accrual rule, you will first need to create a time off type and then navigate to the accrual rules button to the right of the time off type.

Assign an Accrual Rule

1. Under the Group/Employee dropdown box, select the group and/or employee you are assigning an accrual rule to. Multiple employees or groups can be selected at one time. When a group/employee is selected, those names are removed from the dropdown list. If the dropdown list is empty, then all groups/employees have been assigned to an accrual rule.
2. Under the Accrual Rule dropdown box, select the accrual rule that will be assigned to the selected employees.
3. Click the blue Create button. The create button will only be clickable after a group/employee + accrual rule has been selected.

Accrual Rule Options:

• Not Applicable - This rule prevents an employee from accessing a time off type. It ensures group assignments don’t apply to them and can be used to track unassigned employees. Note: This is the same as not assigning a rule at all.
• Manual - This enables a time off type without assigning an accrual balance. It’s commonly used for unpaid time off or when an admin manually updates balances.
• Custom Rule - These are unique accrual rules created and named based on your specific needs. See Accrual Rules or Seniority-Based Accrual Rules for information on creating an accrual rule.

**NOTE: Any employees assigned to a custom accrual rule will have the accrual applied on the next accrual date in their assigned rule.**

**NOTE: When using a PTO accrual rule, this feature does not retroactively calculate PTO.** 

For example:

• Enable feature on 7/7/2020
• Accrual rule set to accrue 40 hours annually - on each anniversary of the employee's start date
• If the employee's start date is 4/4/2015, then on 4/4/2021, 40 hours will be added to the employee's PTO balance - to set the starting balance for any hours earned before the next accrual date

To update an employee's balance for a PTO type, see How to Adjust a PTO Balance.

Also, see PTO Overview for more information on using PTO