Managing PTO Requests

 

Vacation season is coming, and along with it, a deluge of time off requests. Paid Time Off (PTO) is an important benefit for employees and job-seekers. If a generous PTO program helps you attract talent, you want to make sure employees know how to use it and managers understand their responsibilities. In addition, having an automated system can help with managing PTO requests. A confusing PTO process or a culture that discourages vacations can lower morale and contribute to burnout, which in turn can decrease productivity, drive turnover, and potentially make your company less desirable to job-seekers. 

  

The Principles of PTO Management 

How do world-class companies manage time off requests? 

• Having a transparent, equitable policy and communicating it to their workforce. 

• Making it easy for employees to monitor their accruals and request PTO. 

• Training their managers to approve requests where possible, treat everyone fairly, and refrain from contacting team members who are out on PTO. 

 

The Benefits of Automated PTO 

An automated PTO system is essential for managing paid leave effectively. These systems are most powerful when integrated with employee timekeeping and scheduling. 

 

How Does a PTO System Work? 

• Employees can see available PTO in the timekeeping system, including the amount available for a future date. 

• Employees submit a request in their timekeeping portal — just like an email but easier. 

• Managers receive requests in the system. 

• All requests are in the same place. 

• Schedulers can easily review requests in light of shift schedules. 

• Each request is time-stamped. 

• Approved PTO is automatically registered in the timekeeping system. 

• Pending or approved accruals are updated in real time. 

• Employees can check their balances on a mobile device 24/7, including a forecasted balance for a future date. 

 

Benefits for the Employee 

PTO systems provide a transparent, standardized procedure, which makes it easier for employees to plan for and use time off. A cloud-based system allows employees to plan vacations at their convenience, outside of work hours. With 24/7 online employee self-service, they can do it all without the hassle and delays of paper-based processes. 

Let the System Do the Calculating and Avoid Errors 

With automated PTO tracking, you don’t need to waste time calculating PTO balances for future vacation requests. Instead, because balances are calculated in real time, employees and managers can ensure that requested PTO is available. Balance calculations include accrual method and rate, PTO already used, and pending time off already approved. 

Keep Your Business Running 

Small businesses will often use an automated PTO system integrated with timekeeping, scheduling, and payroll. Doing so creates efficiencies while contributing to a positive work culture. 

An automated PTO system can provide the following benefits: 

• A clear view of how time off impacts shifts. 

• Alerts to inform managers of each pending request in shift context and show who else is on leave. 

• Complete PTO visibility, which can help eliminate short staffing.  

• Schedules that show PTO as soon as it’s approved. 

• Timecards that reflect PTO, ensuring accurate payroll processing. 

 

Effective PTO management improves productivity and engagement while lowering turnover. Do you need help building or perfecting your PTO policy or system? Please contact our team at (210) 495-8474 or in**@**********rs.com.