Enter Paid Time Off (PTO) Leave Usage

Use this procedure to record the use of paid time off (PTO). Perform this procedure when you receive an exception report or time sheet indicating that a person has taken PTO or you need to record an employee's use of sick leave, vacation time, personal leave, or floating holidays.

Prerequisites

  1. PTO accrual elements must have been entered.(See Enter an Element for PTO process.)
  2. Complete paperwork must have been received.

To enter paid time off

  1. Navigate to People > Enter and Maintain to go to the Decision form.
  2. Click No. (The current effective date will appear in the Date Notified field of the Absence Detail form.)
  3. The Find Person form is displayed. Complete one of the following appropriate fields.

    Field Name

    Required (R) or Optional (O)

    Description

    Full Name

    O

    Last name of the employee. The last name search narrows choices for selection.

    Employee Number

    O

    Employee ID number.

    Social Security

    O

    A nine-digit, unique personal identification number (SSN) issued by the U.S. Social Security Administration. This field may be required if the contact is a dependent or beneficiary to the person's benefit.

  4. Click Find to go to the People form.
  5. Click Others... button to go to the Navigation Options form.
  6. Select Absence.
  7. Click OK to go to the Absence Detail form.
  8. Select File > New to create a new record.
  9. As required, complete the following fields:

    Field Name

    Required (R) or Optional (O)

    Description

    Type

    R

    Absence type. Select a PTO type from the List of Values.

    Reason

    O

    Purpose of the absence. Select the reason from the List of Values.

    Actual Start (Date)

    R

    First day of PTO used.

    Actual Start (Time)

    R

    Time the PTO began. Optional for Nonexempt employee records. Use military time based on a 24 hour clock.

    Actual End (Date)

    R

    The last day of PTO used.

    Actual End (Time)

    O

    Time the PTO ended. Use military time based on a 24 hour clock.

    For example: 16:30

    Duration (Days)

    O

    Total PTO days used. This field is required for exempt employees. Usage runs off the duration field.

    Duration (Hours)

    O

    Total PTO hours used. This field is required for non-exempt employees. Usage runs off the duration field.

  10. Select File > Save. One or more Caution windows may prompt you to OK the leave usage input.
  11. If you need to record additional usage, select File > New and go back to step 8.