Paid Time Off (PTO) Plan & PTO Requests

Transcription

1 Paid Time Off (PTO) Plan & PTO Requests The term PTO means Paid Time Off, and in the PTO Plan it means vacation, sick time and personal float days. Who has a PTO Plan? Salary employees who work a regular 40 hour work week have a PTO Plan. PTO PLAN CALCULATION In UltiPro you will find your PTO under Myself / Benefits / PTO Plan Your 'PTO Plan' in UltiPro will show the amount of time you have accrued to take off in hours. The Plan shows two amounts - one is your vacation accrual and the other is the amount of sick time accrued, as per Cunningham Lindsey policy. The number of hours is accrued with each pay period. For example, your vacation amount would show: 2 weeks = 80 hours/yr or 3.33/pay period 3 weeks = 120 hours/yr or 5/pay period 4 weeks = 160 hours/yr or 6.66/pay period The Earned field displays the number of hours you have accrued for the year, plus hours carried over from the previous year. As part of our two-part Attendance Tracking system in UltiPro, you will need to make a PTO Request for any sick, vacation time, float days, jury duty and bereavement, and also report any time taken off using an UltiPro Employee Timesheet (UET). Note: Vacation, sick time and floaters are included in the PTO Plan, but other types of time off such as jury duty and bereavement days must also be reported on a timesheet. PTO REQUESTS Under the Myself tab, select Benefits / PTO Requests July 26, 2013 Page 1

2 In the upper right corner, select Add PTO Request from the Things I Can Do box. Under Request Details, select: - Type of request either Sick or Vacation - The period of time using the From and To calendar boxes Note: UltiPro will include Saturday and Sunday as vacation days. If you have vacation or sick time spanning two weeks, you must do 2 entries. - UltiPro will automatically fill in the number of hours. If you want to take a half day, put the to and from as the same date and change the hours to 4. On save click Ignore Warnings - Add any notes you would like for your supervisor to see - Click Save If you have requested time off for a past period of time, the system will warn you that your dates are in the past, click ignore warnings Approvals After saving, you will see a screen advising you that your request needs to be approved. Choose the appropriate supervisor in the drop down list, and click Save. When your request is approved you will get an notice from UltiPro that says: The request, Add/Change/Delete PTO, for (your name) has been approved. July 26, 2013 Page 2

3 EDITING/CHANGING A PTO REQUEST If you make a PTO Request, but later change your plans. You must edit or delete the request. At the end of the year the system will match your PTO Requests to the time you reported in the Timesheet to be sure they match. If you requested 3 days off, but later only take 1 day off, be sure to edit the PTO Request. Look under Myself / PTO Requests and you will find a list of requested time periods. Double click on the request you want to edit. When it opens make the changes you need. When you save and submit the system will generate another approval to your manager. July 26, 2013 Page 3

4 When this is approved you will receive and back notifying you of the approval. DELETING A PTO REQUEST If you have submitted a PTO request, but later need to delete it, you can do this by ticking the delete box on the right side of the request. After the box is ticked, click the Delete icon at the top. This action will initiate an approval request to your Manager. VIEWING YOUR PTO REQUESTS You can view your list of PTO Requests to confirm which have been approved and which are pending. July 26, 2013 Page 4

5 In UltiPro, look under the REQUESTS tab at the far left of the screen, then choose INBOX At the Requests screen, choose what you would like to see from the drop down menu. For example, to view your completed and approved PTO Requests, choose Completed. Under the Find By drop down, choose how you would like to search. For example, Type and Employee will show all your Add or Change PTO requests. You could also search by dates, or by Approval Status, then approved, denied, tec. July 26, 2013 Page 5

6 DELETING A PTO REQUEST If you have submitted a PTO request, but later need to delete it, you can do this by ticking the delete box on the right side of the request. After the box is ticked, click the Delete icon at the top. This action will initiate an approval request to your Manager. MANAGER APPROVAL The Manager will receive a notification from UltiPro when a PTO request is submitted. See below. The request, Add/Change/Delete PTO, for (employee name) has been initiated. You have been designated to review this request for approval. The details of this request are accessible via the To Do view, under the Requests, Inbox menu item. To Approve a PTO Request: 1. You can choose either Inbox in the upper right corner, or Inbox from the Requests drop down menu. July 26, 2013 Page 6

7 2. Click on each link in the Request inbox. 3. Select appropriate action from the drop down menu, then save. July 26, 2013 Page 7