PTO Banks

Form ID: (PR204000)

Many companies permit employees to accrue hours or days of PTO (paid time off) as they work, to use for sick or vacation leave. By using this form, you can define various PTO banks (accrual plans) for your employees.

You can assign a PTO bank to an employee class that groups employees by certain type on the Employee Payroll Class (PR202000) form or to an individual employee on the Employee Payroll Settings (PR105000) form.

Form Toolbar

The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar and More Menu.

Summary Area

You can use the elements in this area to add a new PTO bank, or to view the details of an existing one.


Column	Description
Bank ID	The unique identifier of a PTO bank to be used for the paid time off calculation.
Accrual Method	The method of PTO hours accrual that defines whether PTO hours should be calculated as a percentage or a specific number should be used for every pay period. The following options are available: Percentage: Enables you to specify in the Default Accrual % box, which appears right below this box when this option is selected, the default accrual rate to be used to accumulate hours for the PTO bank. Total Hours per Year: Enables you to specify in the Hours per Year box, which appears right below this box when this option is selected, the number of hours that an employee may accrue throughout the year. This number is divided by the number of pay periods, which is specified in the Number of Periods box on the Pay Periods (PR201000) form, to determine the number of hours included in a paycheck.
Default Accrual %	The default accrual rate to be used to accumulate hours.
Hours per Year	The number of hours that an employee may accrue throughout the year.
Balance Limit	The maximum number of hours that are available for the bank.
Disbursing Earning Type	An earning type code to be used to disburse it on a paycheck. When using the earning code on the paycheck it will reduce the bank by the number of hours entered on the line. The earning code can be used only once for a bank.
Active	A check box that indicates (if selected) that the PTO bank should be accruing during the paycheck process. You clear this check box to mark the PTO bank as inactive. If at least one employee has a few available and used hours associated with this PTO bank, you need to create an adjustment paycheck for each involved employee to empty the PTO bank before you can make this PTO bank inactive.
Accrue Only on Certified Job	A check box that indicates (if selected) that hours are accumulated only for the earning lines with the selected Certified check box in the released paycheck.
Allow Negative Balance	A check box that indicates (if selected) that the system does not put restrictions on the disbursing amount. If the check box is cleared and a paycheck is being created for an employee by using the disbursing earning type that is linked to the PTO bank, the system will display an error message if the disbursing amount is greater than the amount associated with the sum of the available and accrued hours. This check box is cleared and non-editable if the Disburse Only from Carryover check box is selected.
Disburse Only from Carryover	A check box that indicates (if selected) that you can use only the carryover hours from the previous year. If the check box is cleared, you are not restricted to use only the carryover hours. This check box is cleared and non-editable if the Allow Negative Balance check box is selected.
Create GL Transactions on Accrual	A check box that indicates (if selected) that the system keeps track of both the number of hours and the amount for the PTO bank. When this check box is selected, the GL Accounts tab appears on the form and the following changes occur on the General Settings tab: Carryover Type becomes automatically set to Total and non-editable. Front Loading Amount also becomes non-editable. The Disbursing Rules group of settings appears. The state of this check box cannot be changed if the PTO bank has already been used in the calculation of paid time off. This check box appears only if the Canadian Payroll feature is enabled on the Enable/Disable Features (CS100000) form.
Description	The description of the PTO bank.
Start Date	The date at which the system adds the front loading number of hours to an employee PTO bank. You specify the number of hours in the Front Loading Amount box on the General Settings tab.

General Settings Tab

You use the settings on this tab to specify carry over and front loading rules.

Table 1. Carryover Rules Section
Element	Description
Carryover Type	The way accruals are to be carried over from year to year starting the date specified in the Start Date box. The following options are available: None: The system starts over to accrue hours every year and resets unused hours. Partial: The system carries over a number of hours accrued from the previous year. You specify how many hours to keep in the Carryover Amount box. Total: The system carries over all accrued hours from the previous year. If the Canadian Payroll feature is enabled on the Enable/Disable Features form and the Create GL Transactions on Accrual check box is selected in the Summary area of the current form, this option is selected by default and non-editable. Paid After a Period of Time: All the hours not taken from a year will be carried over to the next year, and after the period of time specified in the Pay Carryover After (Months) box, the remainder of the carryover amount will be paid to the employee.
Carryover Amount	The number of hours the system carries over to the following year. This box is available only if Partial is selected in the Carryover Type box.
Pay Carryover After (Months)	The number of months since the end of the year after which the remainder of the carryover amount is to be paid to the employee. This box is available only if Paid After a Period of Time is selected in the Carryover Type box.

Table 2. Disbursing Rules SectionThis section appears only if the *Canadian Payroll* feature is enabled on the Enable/Disable Features form and the Create GL Transactions on Accrual check box is selected in the Summary area of the current form
Element	Description
Default Disbursing Type	The pay rate to be used to disburse the PTO bank, which can be one of the following options: Current Rate: The employee's pay rate specified in the paycheck. Average Rate: The employee's average pay rate through the year.

Table 3. Front Loading Rules Section
Element	Description
Front Loading Amount	The number of hours the system adds to the bank each year on a date specified in the Start Date box. This box is not available if the Canadian Payroll feature is enabled on the Enable/Disable Features form and the Create GL Transactions on Accrual check box is selected in the Summary area of the current form.

Table 4. Settlement Rules Section
Element	Description
On Settlement	The rule that will be applied to the PTO bank when a final paycheck is calculated for an employee who is assigned this PTO bank. The following options are available: Pay Balance (default): The PTO bank will be automatically disbursed. Keep Balance: The system will preserve the balance of the PTO bank associated with the employee profile. Discard Balance: The system will empty the balance of the PTO bank but not disburse it to the employee.

GL Accounts Tab

The settings on this tab determine GL accounts to be used to record transactions related to paid time off.

This tab appears only if the Canadian Payroll feature is enabled on the Enable/Disable Features form and the Create GL Transactions on Accrual check box is selected in the Summary area of the current form.


Element	Description
Expense Account	The expense account to be used by default to record paid time off.
Expense Sub.	The corresponding subaccount used with the expense account. The box is displayed only if the Subaccounts feature is enabled on the Enable/Disable Features form.
Liability Account	The liability account to be used by default to off-set the expense account.
Liability Sub.	The corresponding subaccount used with the liability account. The box is displayed only if the Subaccounts feature is enabled on the Enable/Disable Features form.
Asset Account	The asset account to be used to record paid time off that exceeds accumulated paid time off for the bank.
Asset Sub.	The corresponding subaccount used with the asset account. The box is displayed only if the Subaccounts feature is enabled on the Enable/Disable Features form.