This article outlines the steps involved in setting up Paid Time-Off Policies and tracking Paid Time Off usage.

Once set up, employees who are assigned to Paid Time-Off Policies have their Time Off accrual balances and usage reflected on their pay stubs.

Note: This feature does not integrate with the Scheduling feature, Time Off Requests and is only available to payroll customers with a Pro subscription.

Getting Started

Prior to setting up Paid Time Off, make sure:

• Company Payroll Setup is complete.

• Employees have been onboarded for payroll.

Only users with role personnel are able to create/modify Paid Time-Off Policies or assign employees to a policy.

Create a Time-Off Policy

To create a Time-Off Policy:

1. Navigate to the Paid Time-Off Policies page in groundcloud.io using the sidebar.

2. Click Create Time-Off Policy.

3. Add a specific Policy Name. The recommendation is to use a descriptive name. Each policy has its own Accrual Rate, so you need multiple policies to have different Accrual Rates.

4. Select Policy Type. Currently, only Vacation and Sick are available.

5. Select Accrual Method.

   Accrual Method	Description
   Unlimited	Employees do not have a PTO limit or balance. However, their PTO usage can still be tracked.
   Per Pay Period	Divides up their PTO accrual equally between each pay period for the year.
   Per Calendar Year	Gives employees their entire PTO annual balance at the start of the calendar year.
   Per Anniversary Year	Gives employees their entire PTO annual balance at the start of each anniversary year based on their hire date.
   Per Hour Worked	Gives employees the specific number of PTO hours per the specified number of hours worked. Employees do NOT accrue PTO when using PTO.
   Per Hour Worked (No Overtime)	Same as Per Hour Worked, but employees do not accrue PTO for overtime hours worked.
   Per Hour Paid	Gives employees the specified number of PTO hours per the specified number of hours paid. Employees accrue PTO when using PTO.
   Per Hour Paid (No Overtime)	Same as Per Hour Paid, but employees do not accrue PTO for overtime hours worked.

6. Carefully read and fill out the remaining fields. The fields are different depending on which Accrual Method is selected.

7. Click Save Time-Off Policy.

Edit a Time-Off Policy

1. Navigate to the Paid Time-Off Policies page in groundcloud.io using the sidebar.

2. Click Edit Policy for the Policy you want to edit.

3. Update the fields as required.

4. Click Save Time-Off Policy.

Deactivate a Time-Off Policy

1. Navigate to the Paid Time-Off Policies page in groundcloud.io using the sidebar.

2. Click Edit Policy for the Policy you want to deactivate.

3. Click Deactivate Time-Off Policy.

Enroll Employees in a Time-Off Policy

1. Navigate to the Paid Time-Off Policies page in groundcloud.io using the sidebar.

2. Click Enroll Employees for the Policy you want to enroll employees in.

3. Click Enroll Employees.
   a) Select the Employee you wish to enroll.
   b) Enter an Initial Accrual Balance. This accrual balance is the balance the employee has as of right now. Set this to the Employee's current balance if you are transitioning from another Paid Time Off management system.

4. Click Enroll Employee or Enroll Employee and Add Another.

Note: Employees can only have one Vacation and one Sick Paid Time-Off Policy. When you assign an employee to a policy, they will automatically be unenrolled from their previously assigned Vacation or Sick policy.

Update Employee Accrual Balances for a Time-Off Policy

1. Navigate to the Paid Time-Off Policies page in groundcloud.io using the sidebar.

2. Click Enroll Employees for the Policy for which you want to adjust balances.

3. Find the Employee in the Employee list. Click on Employee at the top of the list to sort the list by name.

4. Click Update Balance.

5. Enter the new Accrual Balance.

6. Click Update Accrual Balance.

Remove Employees from a Time-Off Policy

1. Navigate to the Paid Time-Off Policies page in groundcloud.io using the sidebar.

2. Click Enroll Employees for the Policy you want to remove an employee from.

3. Find the Employee in the Employee list. Click on Employee at the top of the list to sort the list by name.

4. Click Remove Employee.

FAQ

Refer to this Help Center article for frequently asked payroll questions.

Warning: This article should not be taken as tax, legal, benefits, financial or HR advice. Since rules and regulations change over time and can vary by location, consult a lawyer, accountant or HR expert for specific guidance.

Back to Top