PTO Policies

How to create a PTO policy with accrual rates and rules to assign to agents and use with calendar partitions (10:58).

Establish accrual rates and rules, and assign participants to the PTO policies. You may create as many policies as needed; however, an employee may be in only one policy. Agents must be part of a PTO Policy to apply accrued hours and participate in calendar partitions (bidding and open selection).

If you will be adding accruals via an Excel import, you will create a policy that includes that setting.

Set up a new one: Click here to create a new PTO Policy.

Setup options PTO Policy

Properties: Configure the basic properties for the PTO Policy.

1. Name: (required) 50-character limit.
2. Description: Optional.
3. Click Save.

 

PTO Classifications

**If you are uploading accrued time via an external application, this is where you will configure the set up.**” Choose which PTO Classifications to include in the PTO Policy and set accrual rules for each member classification. PTO classifications can live in multiple PTO policies. These policies are global but the rules are local to the policy.

1. Click Set up PTO classifications. Any previously associated classifications will display, or No classifications are currently assigned to this PTO policy.
2. Click Include PTO classifications.

3. Click Include for each classification you wish to include in this policy or select Include all classifications. Once selected it will disappear from the list. When finished, click Dismiss.

4. Next, configure each PTO classifications for this PTO Policy: You need to define the rules at this step.

Click Configure to open the PTO Policy Classification Worksheet for each, one at a time.

On-screen messages and color-coding confirm which sections are complete, and which require additional configuration.

Configure the Basic Settings

Select how you will determine the total accrued hours:

Do not accrue hours – accrual transactions originate from an external application. Select this option if you will upload accrued time using an Excel file, using an API connection, or another external source.

Specify a fixed number of PTO hours. Use this option if everyone in this policy gets a fixed number of hours per accrual period. Enter the fixed number of hours everyone in the policy will receive. The default is the number of hours entered when setting up the classification.

Use an accrual schedule based on years of service: If selected, you will see the list of accrual schedules. Click Details to review the accrual schedule. Click Select for the accrual schedule to apply to this policy. You may select only one accrual schedule for the policy. The selected schedule will highlight with yellow.

Enter a specific number of PTO hours for each participant (allows applying individual number of hours for each person). Enter the default number of hours to apply to each person, the maximum allowed accrued hours, and minimum number of accrued hours.

Allow negative balances for this classification? Can agents use time not yet accrued? For example, if an agent has 12 hours of vacation time but wants to take 2 days (16 hours) off and will earn that time in the next month, is this allowed? This setting applies to the auto-approve service; manual override is possible.

• No, participants can only request available PTO hours.
• Yes, but participants have a limit on the number of negative PTO hours. Specify the maximum number of negative hours allowed.
• Yes, and the limit on negative hours is equal to the participant’s accrued PTO hours. Refers to total accrual based on the accrual policy (e.g., an agent earns a total of 80 hours for the year but wants to take all 80 hours in January. This is allowed with this option).

 

Configure accrual settings

If using external source for accrued hours, this section is not necessary (and not available).

When does the accrual period begin? Annually on a fixed calendar date. Everyone in this policy is on the same accrual period: the same fixed calendar date.

At what rate do the hours accrue? Select an accrual interval rate.

• Annually at the beginning of the accrual period.
• Monthly on a selected day of the month.
• Weekly on a selected day of the week.

For biweekly, select weekly and accruals will load weekly on the selected day of the week.

Hire date delay

For new employees, do you enforce a delay in time off accrual during the first year? If so, specify the number and interval (days or months) of the delayed accrual period.

• No, new employees accrue hours just like veteran employees. There is no delay in accrual.

• Yes, delay accrual hours for new employees but the total accrued hours is unchanged. E.g., employees earn a full year of time, but can’t take any time off for the first six months.

• Yes, delay accrual hours for new employees, and the total accrued hours reflects only eligible intervals. Employees will not accrue any hours during the delayed accrual period.

If yes, How long do you delay PTO accrual for new employees (from the hire date)? Specify number of days/months.

Accrual rollover settings

Specify if and how accrued hours rollover into subsequent accrual periods.

If using an external source for accrued hours such as an Excel spreadsheet, this section is not necessary (and not available).

Do you allow accrued PTO hours to roll over? Select a rollover policy.

No, any available hours of PTO are forfeited at the end of the accrual period. Use it or lose it.

Yes, a fixed number of available accrued hours may be rolled over to the next accrual period. Specify the total number of hours allowed.

Yes, a percentage of available accrued hours may be rolled over to the next accrual period. Specify the percentage of hours allowed. (1%, 5%, and 5% increments up to 100%). Percentage is based on total accrued hours, not balance of remaining hours.

Do the rolled over hours ever expire? This only appears if there are rollover hours (hours are not forfeited).

Hours rolled over never expire.

Hours rolled over expire on a fixed month and day. Specify the number of eligible hours and the month and day.

Hours rolled over expire after a relative amount of time. Specify the eligible hours and how long after the end of the accrual period are rolled over hours available.

When complete, you may close the PTO Policy Classification Worksheet.

 

Return to the list of Classifications and configure any other classifications for this policy. The green check or yellow exclamation mark indicates configured classifications—a green check if using CommunityWFM accrual or yellow exclamation mark if using external source for accrual.

When finished, click Refresh to confirm that all classifications have defined rules. When all classifications are complete, click Dismiss.

Participants

Choose the people who will participate in this PTO Policy. People can only be in one policy and will not be available in the list to add to an additional policy.

Select Set up policy participants.

In the pop-up window select Add people.

Choose participants by activities in the Enterprise Model, the supervisor tree, custom user group, or manually choose people.

You can restrict to employee classifications (e.g., full-time, part-time).

Reminder: You can’t add a person to more than one PTO Policy group.

Select Include all or click in the row of each person you wish to select then click Include selected. Agents with a green border are already included in the policy. When finished, close this window.

After selecting all of the desired participants, click Dismiss.