PTO Reasons

Add/Edit PTO Reasons

To add a PTO reason:

• Click on the Settings tab.
• Click on the blue text link Edit Paid Time Off Reasons.

• RosterApps directs you to the Paid Time Off Reasons page. This page includes a table that displays all of the PTO reasons at your company.

• Click the blue text link Create New Paid Time Off Reason.

• RosterApps directs you to the New Paid Time Reason page.

• Complete the fields on this page with information about your new PTO reason. Below is a list of the fields on this page with descriptions:
  • Code: The name that RosterApps will use for the PTO reason.
  • Description: A description of the PTO reason.
  • Minimum Hours Per Incident (-1 = ignore): The smallest amount of time (in hours) that this PTO reason could be used for. For example, if you enter 2.00 in this field, employees could only use this PTO reason for time periods that are a minimum of two hours long. If you do not want to set a minimum, enter -1 in this field.
  • Maximum Hours Usage In Window (-1 = ignore): The maximum number of hours in a time window (established in the next field) for which an employee can use this PTO reason. For example, if you enter 30.00 in this field, employees could use this PTO reason for a maximum of thirty hours in your specified time window. If you do not want to set a maximum, enter -1 in this field.
  • Window Hours (-1 = ignore): The length of the time window (in hours) that relates to the previous field. For example, if you enter 100.00 in this field, employees could not exceed the Maximum Hours Usage (previous rule) within a hundred-hour window.
  • Must Cover with Accrual Hours: Check this box to require that employees use accrual hours to cover PTO that uses this PTO reason. (this setting will only appear if this PTO reason is linked to an accrual account)
  • Available for Self Select: Check this box to allow employees to self-select this PTO reason.
  • Pay Hours: Check this box to indicate that hours that use this absent reason are paid. This setting is for systems integrated with RosterApps.
  • Third Party Pay Code: Systems that integrate with RosterApps (such as Time and Attendance systems or payroll) may use third party codes for their purposes. This is a space for those.
  • Display Order: Enter the order that the PTO reason should appear in PTO reason drop-down menus in RosterApps. For example, if you enter 1 in this field, this PTO reason will be the first one listed in a drop-down menu when a user goes to select a PTO reason.
  • Active: Check this box to make the PTO reason active in RosterApps or uncheck the box to make the PTO reason inactive in RosterApps.
  • Upon cancel, mark absent as (optional): This drop-down menu displays all of the absent reasons at your company. If you would like RosterApps to use a default absent reason when employees cancel PTO that has been granted with this PTO reason, select the absent reason in this drop-down menu. This is optional.
  • Special Occasion: Select a value from the dropdown (Birthday, Hire Date, Anniversary, etc.) if this absent reason pertains to one of these occasions.
  • Link Accrual Account(s): Check this box to link this PTO reason to an accrual account (or multiple accounts). When you check this box, a drop-down menu appears that displays the accrual accounts available at your location (image below). To add an account, select the account in the drop-down menu and click the Add Account button. You may add multiple accounts in the order that you want RosterApps to use them. For example, if you add VAC as the first accrual account and SCK as the second, RosterApps will use hours from the employee’s VAC account first, and then from SCK if there aren’t enough hours in VAC to cover the PTO. Use the up and down arrow buttons to change the order of accounts. Use the red X buttons to remove accounts if needed.

• • Link Secondary Accrual Account(s): Check this box if you want to link the PTO reason to secondary accrual accounts.  If you do so, a drop-down menu will appear that displays the accrual accounts available at your location. Select the secondary accrual account that you want to link to this PTO reason and click the Add Account button (image below). You can add multiple accrual accounts to the PTO reason, indicating which order to use the accrual accounts in.  There is also a checkbox to indicate whether the accrual account can go negative.  Secondary accrual accounts will always be used in addition to the primary accrual accounts configured above.  For example, if 8 hours for a PTO reason is being charged, it would deduct 8 hours from BOTH the primary and secondary accounts.

• Click the blue Add button to add the new PTO reason or click the blue Cancel button to cancel.

To edit a PTO reason:

• Click on the Settings tab.
• Click the blue text link Edit Paid Time Off Reasons.

• RosterApps directs you to the Paid Time Off Reasons page. This page includes a table that displays all of the PTO reasons at your company.

• Find the PTO reason that you want to edit in the table and click the blue text link Edit in that PTO reason’s row.

• RosterApps directs you to the Edit Paid Time Off Reason page.

• Edit the information in the fields on this page as needed.  See the To add a PTO reason section above for descriptions on what all the fields mean.
• Click the blue Update button to save your changes or click the blue Cancel button to cancel.