Learn how to manually create PTO time events in VeriClock when PTO needs to be allocated across different jobs or service items. This process allows you to break down PTO hours for more precise tracking and reporting, especially when an employee works on multiple projects.
When paying an employee for a time off request, it is recommended to always create a time event directly from the time off request to ensure that the portion being paid has been removed from the PTO balance. See Adding PTO time event - To Pay Out PTO for more information.
However, there may be times when this process needs to be done separately. This option would be used if your company needs to split your PTO time being paid into separate jobs and/or service items.
Step 1 - Create a PTO or Banked Time Job and/or Service Item
Create any needed PTO jobs and/or service items to track paid or unpaid time off. This will allow you to track the date and duration PTO is being used and paid out for. It will also distinguish between real-time clock in/out events and when an employee is using PTO. The job can also be set as PTO exempt so that any punch hours for that job do not contribute to PTO accruals. See Adding and Editing Jobs and/or Service Items for more information.
If creating a job to track unpaid time off on the timesheets, a $0 payroll item will need to be created.
See our guide on creating a payroll item: see here.
Step 2 - Add time to Employee for PTO or Banked Time
To pay an employee for PTO or banked time used, create a clock event. This clock event can be combined with real-time clock events on the employee timecard.
Only duration time events can be added for dates in the future. This way time can be added to any date directly after the PTO approval or balance adjustment is made. **Start/stop times cannot be added for future dates when creating time events.**
**If you have a lunch deduction set up in your account, either the job and/or service item would need to be set to 'Exempt From Automatic Deductions', or a deduction will be applied to your time event as normal and you would need to include the lunch deduction duration to the duration of your PTO clock event. For example, if your deduction is 30 minutes, add 30 minutes to that clock event.**
Step 3 - PTO Balance Adjustments
Confirm the employee’s PTO balance matches the PTO event created. PTO used can be deducted from a PTO balance in two ways:
- An employee can request time off and then an admin/manager can approve a PTO request . Note: the Approve Only button will approve a time off request without creating a corresponding time event. The Approve And Create Time Event(s) button will approve and create a corresponding time event.
- An admin/manager can manually adjust a PTO balance.
**Note: If using the 'Approve and Create Time Event(s)' button directly from the time off request, you would not need to manually add the time event, nor adjust the PTO balance. Using the 'Approve and Create Time Event(s) button' is recommended rather than manually creating the time event separate from the time off request.**
For information on PTO features: see here
For more information on how to filter your report to total PTO being paid out: see here
For assistance on requesting time off from the app, see: View & Request Time Off From the App - For Employees
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