Rev. 7 – December, 2015 Copyright © 2003 - 2016 Paradigm Information Services LLC
“PTO Rules” Tab
This is where you activate PTO (Paid Time Off) if you want to use it.
The PTO options available are Vacation, Holiday, Sick and Personal.
Choose the PTO you want to use. Click on the Down arrow next to the box and choose one of
the following options.
1. Options for all PTO are:
• Allot X hours per year – hours are given immediately at Start Accruing Date.
• Allot X hours per regular hour worked – hours are given after each regular
hour is worked at the end of the day. Does not give hours for overtime hours.
• Allot X % of regular worked hours - % is given after each regular hour is
worked at the end of the day. Does not give hours for overtime hours.
• Allot X hours per pay period – hours are given after a fully completed pay
period. If the “Start Accruing On” date is in the middle of a pay period it will not
accrue for that pay period.
• Allot X hours for every hour worked – This option is only in the Sick Time and
is for the California Sick Time Rules enacted on July 1, 2015. The Accrue amount of
0.0334 gives 1.002 hours for every 30 hours which meets the requirement for
California.
2. Fill in the box after “Allot” or “Accrue”. For this amount you can use up to 4 decimal places.
(e.g. 40.0125)
3. Choose “Start Accruing On:” This is the date when the PTO starts accumulating; typically
this could be the anniversary of the employment start date, or you can set the date for all
employees the same. (e.g. 1/1/2011). NOTE: PTO only accrues for a one year period
starting with the Start Accruing On date. The year needs to be changed each year.
If you are using the employment start date, let’s say your employee started working with
you on 6/1/2011, you would set this date to this year’s anniversary for example 6/1/2011,
then next year set it to 6/1/2012.
Or if you are using a set date for all employees, you would set all employees accrual start
dates to the same value, for example 6/1/2011. Then next year on 6/1/2012 you would set
all start dates to 6/1/2012.
NOTE: For Allot X hours per pay period the Start Accruing Day must match the Pay
Period Start Day or the first pay period is skipped.
• Weekly – If the pay period start day is a Monday then the Start Accruing Day should be
a Monday.
• Bi-Weekly - If the pay period start day is a Monday then the Start Accruing Day should
be a Monday.
• Semi-Monthly – If the first and second start days are 1
st
and 16
th
then the Start Accruing
Day should be the 1
st
or the 16
th
day of the month.
• Monthly - If the start day is the 1
st
,
then the Start Accruing Day should be the 1
st
of the
month. If the start day is the 26
th
,
then the Start Accruing Day should be the 26
th
of the
month.
4. For “Previous Balance:” This can be positive or negative amount. A positive amount can
be used to carry over from a previous time period and a negative amount can be used if
some of the PTO has already been used.
For instance, if the employee is allowed 2 weeks (e.g. 80 hours) of vacation per year, but
last year only used 60 of the 80 hours, you can enter 20 into the “Previous Balance”, and
keep 80 hours in the “Allot” hours and the system will give the employee 100 hours of
vacation time for this year.
Or if you are starting in the middle of the year and they have used 20 of the 80 hours, you
enter a -20 into the Previous Balance and it will give them 60 hour balance for the year.