Paid Time Off Rule Set Settings

This section will describe the various rules that are available in the Paid Time Off Rule Set.

• Rule Set Name: Name of the rule set.
• Can Request Paid Time Off: Check this box to allow employees to request paid time off (PTO).
• Allow Employees to Accept Partial Shift When Requesting Entire Shift Off: Check this box to allow employees to choose whether or not they want to accept a partial shift off when requesting an entire shift.  This option will appear when the employee is requesting PTO.
• Can Request to Cancel Paid Time Off: Check this box to allow employees to cancel PTO once it has been awarded.
• Can Request to Cancel Published Time Off (Enhanced Vacation Bid): Check this box to allow employees to request to cancel a vacation award.  This setting only pertains to locations that are using the Enhanced Vacation Bidding functionality.  If this setting is enabled, two additional settings are available:
  • Must Request to Cancel Published Time Off Award Week: Check this box to only allow the employee to cancel an entire vacation week award and not a single day within the awarded week.
  • Min Days Before to Request to Cancel Time Off Award: The minimum number of days before a vacation week award that the employee must request to cancel the time off.
• Can Request Partial Shift Paid Time Off: Check this box to allow PTO on shift segments. If you do not check this box, employees will only be able to request PTO on full shifts that have not been split.
• Approval Required: Check this box to require supervisor approval for PTO cancellations.
• Comment Required for Denial: Check this box to require supervisors to make a comment on PTO requests that they deny.
• Min Characters for Denial Comment: The minimum number of characters required for a supervisor’s comment accompanying denial of a PTO request.
• Smallest Unit of Paid Time Off: The smallest unit (in hours) that employees can request PTO for. For example, if you enter 2.00 in this field, an employee could request PTO on a two-hour shift segment, but nothing smaller.
• Enforce Smallest Unit Value on Partial Shifts: Check this box if the above setting should also be enforced on partial shifts.
• Min Hours Before Shift Start Paid Time Off Request: The minimum hours before a shift begins that an employee can request PTO for that shift.
• Min Hours Before Shift End Paid Time Off Request: The minimum hours before a shift ends that an employee can request PTO for that shift.
• Max Hours Before Paid Time Off Request: The maximum number of hours before a shift begins that an employee can request PTO for that shift. For example, if you enter 30.00 in this field, an employee could request PTO on a shift that begins in 30 hours, but not any further in advance than that.
• Max Days Before Paid Time Off Request: The maximum number of days before a shift begins that an employee can request PTO for that shift.
• Can Request Paid Time Off If Not Original Shift Owner: Check this box to allow employees to request PTO on shifts that are not from their original schedule or bidline.
• Can Request Paid Time Off Paid For Shift Traded Away: Check this box to allow employees to request PTO on shifts that they are trading away. If you check this box, employees will have an option to check a box for “Paid PTO for the shift in the event the trade is completed” when they go to trade a shift away.
• Eligible For Auto Approval (If Min Staff Level Met): Check this box to have RosterApps automatically approve employees’ PTO requests, provided that accrual hours and minimum staffing levels are met (Location Admins can specify minimum staffing levels with Minimum Staffing Plans).
• If Eligible For Auto App But Not Avail Can Still Request: Check this box to allow employees to request PTO if they are eligible for auto approval but minimum staffing levels are not met. The request will not be automatically approved, but they can still make it and a supervisor could review the request.
• Supervisor Can Override Rules: Check this box to allow supervisors to override the rules of the rule set.
• Administrator Can Edit Accrual Balances: Check this box to allow Location Admins to edit employees’ PTO accrual balances.
• Display Current Accrual Balances: Check this box to allow employees to see their current accrual balances on their RosterApps home page.
• Max Days in Advance to Count Against Available: The maximum days in the future that you want RosterApps to check for any granted PTO that would affect employees’ accrual account balances. For example, Jenny currently has 80 total Vacation hours in her account, but she has been awarded a week (40 hours) of vacation in August. If you set this rule to cover August, that week of vacation would be subtracted from Jenny’s Vacation accrual account, leaving her with 40 hours. If you set this rule to not cover August (say the Max Days in Advance only goes to June), Jenny would have 80 hours in her vacation accrual account.
• Display Current Forecasted Balances: Check this box to allow employees to view their current forecasted PTO balances. Forecasted balances are based on hours already worked and hours that employees are expected to work in the future according to bidlines and already approved time off.
• Require Available Balance for Requests: Check this box to require that employees have enough hours in the PTO accrual account to cover the PTO they request. If they do not, they will not even be able to request the PTO.
• Require Available Balance for Covered Absence: Check this box to require that in order for a supervisor to mark an employee absent with an absent reason, the employee must have enough PTO hours in the accrual account associated with that absent reason to cover the absence. If this box is checked and they do not have enough hours in the relevant accrual account to cover the absence, the supervisor will not be able to mark the employee absent with that absent reason.
• Use Forecast Method: For future use, function not available yet.
• Forecast Offset (Days): For future use, function not available yet.
• Percent of Forecast to Apply: For future use, function not available yet.
• Forecast Method to Apply: For future use, function not available yet.
• Limit Anniversary Rollover: Check this box to limit the amount of PTO accrual (in hours) that can roll over on the anniversary of the employee’s hire date. You will specify how many hours can roll over in the next rule.
• Maximum Anniversary Rollover Hours: The maximum number of PTO hours that can roll over into the next year after an employee’s anniversary.
• Limit Annual Rollover: Check this box to limit the amount of PTO accrual (in hours) that can roll over from one calendar year to the next. You can set what you consider to be your 1st of the year if it is not January 1st in the rules below.
• Maximum Annual Rollover Hours: The maximum number of PTO hours that can roll over into the next calendar year.
• Month of Annual Rollover: Use this rule to establish when your calendar year begins, for purposes of limiting annual rollover. Use the drop-down menu to select the month of the first date of the year.
• Day of Annual Rollover: Use this rule to establish when your calendar year begins, for purposes of limiting annual rollover. Use the drop-down menu to select the day of the first date of the year.
• Allow Employee to View Description: Check this box to allow employees to view the description of this rule set, which you can enter in rule GG. If you do not check this box you can still enter text in the Rule Set Description, it just won’t be visible to employees.
• Allow Request Unscheduled PTO: Check this box to allow employees to request PTO for a day where they don't yet have any shifts assigned.
• Days Before Vacation Start Time That Employee Can Cancel (0 = Ignore): Enter the minimum number of days before a PTO shift that the employee can request to cancel the time off.
• Rule Set Description: You can enter a description of this rule set and any notes in this field if you would like.

Accrual Account Rollover Settings

In addition to the above settings, the PTO Rule Set also has the ability to configure rollover settings by accrual account (note that the rollover settings listed above only apply to the PTO accrual account). 

• Click the "Add New Rollover Settings" link to add a new setting:
• Select an Accrual Account from the list
• Select a Rollover Timeframe.  If selecting "Annual", a month and day must also be selected:
• Enter a numeric value for Maximum Rollover Hours
• Click Add