Accruing and tracking PTO benefits

CORE allows you to accrue and track PTO with the HR subscription package. You can set the earning rules based on accrual in the Benefits screen. When you assign benefits to employees, their PTO is determined by that assignment. However, there are options to track PTO even if you don't have CORE HR.

Tracking PTO with CORE HR

If your employees have accrued some hours on a benefit, say Vacation or Sick Time, CORE tracks the time entries as well as the benefit usage logged against the benefit when computing the hours used from it. For example, if an employee logs 8 hours against the Vacation Time activity (specified in Settings > Time & Expenses > Personal Time Off) and adds a benefit usage of 16 hours against a benefit of type Vacation, CORE counts a total of 8 + 16 = 24 hours against the hours used for vacation, as seen on the info bar for Vacation Time in Employees > Human Resources > Benefits. This means your employees have to either enter time entries or add a benefit usage (not both) when making use of their accrued benefits. CORE tracks these two independently of one another. Check CORE Help Center for details on Benefits and Benefit Usage.

If you offer paid floating holidays to your employees in addition to the regular holidays, you can create a new Accrual benefit of sub-type Vacation and name it as Floating Holidays. Set the earning rules as required. You can then assign this benefit to the employees and track its usage for each of them. For example, if you offer two such holidays per year, you need to set Benefit Period Units as Year, Earned Units as Day and then set a single earning rule as 2 days per year for 0 - 1 years when creating the benefit.

CORE will use this earning rule for all subsequent years and not just the first year. If you want to lapse these holidays at the end of each year in case of non-usage, you need to assign them to the employees each year with a Start Date and End Date that describe the start and end of the year. However, if you want these to accumulate over the years and not lapse, you simply need to assign the benefit once to the employees without specifying an End DateCheck CORE Help Center for details on creating benefits and assigning them to employees.

Tracking PTO without CORE HR

When there are no benefits assigned to employees, PTO is determined by permissible hours set in their Employees profile. If you do not have a CORE HR subscription, you can just enter and track the Permissible Hours for PTO at the employee level. You can do this by entering PTO as a negative amount for each employee. Begin by setting the employee's permissible hours in the Employees > Employee Details > General > Dates & Hours screen. Then you can bank these hours as a negative time entry using your company's overhead project and a non-billable activity item (don't use GEN:COMP). Then run any employee PTO report to track time. If you log in a negative amount of PTO for everyone, CORE deducts from that amount when a PTO request is made.

If you want to track the available Personal Time Off (vacation and sick time), there is a dashboard widget named Paid Time Off and Comp Hours that allows you to see a summary of hours logged or used by employees against the sick, vacation, holiday and comp time activities within the specified date range. You can also track and see this information on the Personal Time Off Request screen (create and edit modes) info bar that summarizes the earned, used and available hours for the selected employee. 

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