Purpose

Allow HR teams to configure, manage, approve, and monitor PTO Vacation and Personal Days requests according to company policies and country rules.

Before You Start

• You must have HR or Administrative permissions.
• PTO Policies must be created before associating them with contracts.
• Request Types must be configured and linked to the correct contract types.
• Employees must be associated with contracts that contain PTO policies.
  
  

⚠️ Personal Days and PTO Vacation are separate request types and balances.

PTO Policy Types

PTO Accrual Based on Hours Worked

PTO is accumulated proportionally to hours worked.

Example:

• Employee expected workload: 80h in 2 weeks
• Worked 80h
• Receives full accrual according to the configured accrual rate
  
  

Example formulas:

• Canada PTO: Worked Hours × 0.065385
• US Full Time PTO: Worked Hours × 0.069231
• US Sick Leave: Worked Hours × 0.033333

Fixed PTO by Period

Employees receive PTO regardless of worked hours.

This model behaves similarly to fixed vacation allocation policies.

Configuration Process

1. Create PTO Policy

Path: Admin Management > Contract > PTO Policies

Create:

• PTO accrual model
• Accrual rate
• Maximum accrual (if applicable)
• Reset rules
• Personal Days configuration

2. Create/Edit Contract Type

Path: Admin Management > Contract > Contract Types

Associate:

• Contract Type
• PTO Policy

3. Create Request Type

Path: Admin Management > Request Type > Create Request Type

Configure:

• Behavior:
  • PTO
  • Personal Days
• Available for:
  • Contract Types created previously

4. Associate Contract to Employee

Path:
People Management > Employees & Teams

Create the employee profile and select the configured contract type.

Employee Request Process

Path: General Requests > My Requests > New Request

Employees can:

• Create PTO Vacation requests
• Create Personal Days requests (if available)
• Monitor request status

Approval Workflow

Manager Approval

Path: General Requests > Managees Requests

Managers can:

• Approve requests
• Reject requests
• Review request details

HR Approval

Path: General Requests > HR Requests

HR can:

• Review pending requests
• Approve or reject requests
• Monitor company-wide requests

Reports and Balance Monitoring

Employees PTO Balance Report

Path: Reports > Requests > Employees PTO Balance

This report allows Managers to:

• View employees balances
• Monitor accrued PTO
• Review used PTO hours
• Validate available balances

HR PTO Balance Report

Path: Reports > Requests > HR PTO Balance

This report allows HR teams to:

• Monitor all employee PTO balances
• Review accrual information
• Validate policy application
• Audit PTO and Personal Days balances

Important Rules

• Personal Days and PTO use separate balances.
• Personal Days do not accumulate year over year.
• PTO policies may include maximum accrual limits depending on country rules.
• PTO accrual based on hours worked depends on approved worked hours/workshifts.
• Request Types are only available for associated Contract Types.
• Approved requests deduct balance automatically.
• Rejected requests do not impact balances.

Common Issues

Issue: Employee cannot see PTO request type

Likely cause:
The employee contract is not associated with the correct PTO Policy or Request Type.

How to solve:
Verify:

• PTO Policy
• Contract Type association
• Request Type availability

Issue: PTO balance is not updating correctly

Likely cause:

• Missing approved worked hours
• Incorrect accrual configuration
• Maximum accrual reached

How to solve:
Review:

• PTO Policy accrual settings
• Employee worked hours
• Maximum accrual rules

Issue: Personal Days did not reset

Likely cause:
Annual reset process has not executed or policy configuration is incorrect.

How to solve:
Review Personal Days reset configuration in the PTO Policy.

Issue: Employee exceeded PTO limit

Likely cause:
Maximum accrual configuration is missing or incorrectly configured.

How to solve:
Validate maximum accrual settings in the PTO Policy.