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PTO Subgroups - Employer



 Apply a variety of PTO configurations to different groups of employees to provide unique paid time off strategies.

 

For example, some employees may need different PTO settings depending on what type of employee they are – part time, full time, etc.

 

Access your PTO Subgroups by selecting the ‘Subgroups’ secondary menu option while in the PTO feature, or accessing them in the Subgroups area of your Account Info menu.

 

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Creating


Creating a new PTO Subgroup can be performed from your employer profile. Click here for more details on how to add a new Subgroup.

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Configuring


To edit a PTO Subgroup, click on a previously created one in either in your Account Info area or within the PTO Feature’s Subgroups tab.

 

  1. Basic Subgroup settings
  2. Defining the PTO approach (Annual Allotment/Accrual Bank)


“Basic Subgroup settings”:

 

In the Subgroup configuration area, change the Subgroup’s name and write a description of your organization’s PTO policy.

 

You can also set the work day length from this screen if your organization’s standard hours differ from the BerniePortal default of 8. 

 

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“Define PTO approach”:

 

There are two types of approaches to how employee PTO is calculated and recorded in BerniePortal.

 

  1. Annual Allotment Approach
  2. Accrual Bank Approach

 

BernieTip: Changing a Subgroup’s approach to calculating PTO will erase all previous PTO settings and calculations for employees that are already assigned to that Subgroup. 

 

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Annual Allotment Approach:

 

This section outlines the advantages of an annual allotment approach for a Subgroup’s PTO configuration. If you wish to participate in an annual allotment approach, choose the option from the dropdown menu in the PTO Subgroup’s configuration screen.

 

Under the annual allotment approach, you’ll have to ability to further set preferences for the following days off settings:

 

  1. Subgroup Holidays
  2. PTO Days
  3. Vacation Days
  4. Sick Days
  5. Personal Days
  6. Floating Holidays

 

Subgroup Holidays”:

 

BernieTip: These are usually national holidays or specified days off that a company observes. Employees cannot request time off during these dates since they are already declared as days off.

 

Step 1: Use the calendar icon to choose the holiday start and stop date, then click ‘Add’

 

Step 2: Click the actions gear next to each period to remove any previously added holiday

 

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PTO Days, Vacation Days, and Sick Days”:

 

Setting up your allotment for any of these PTO Types will require a few questions to be answered.

 

Rollover unused days? 

 

Do Not Rollover - Any unused PTO leave at the end of a cycle will be forfeited and not roll over to the next if this setting is turned on.

 

Rollover Unused - Unused PTO leave at the end of a cycle will rollover to the next. PTO can rollover either by number selection or unlimited.

 

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If rollover, how many days?

 

Specific Amount An employee who has 5 unused days of PTO at the end of the cycle but has a set number of rollover days (3), will only rollover 3 of those 5 unused days in addition to his/her given PTO for the next cycle.

 

Unlimited Rollover – All available unused days at the end of the employee’s PTO cycle will rollover to the next.

 

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Based on hire date or based on calendar year?

 

The answer to this question will determine the PTO Anniversary for employees – when one PTO cycle ends and another begins. This setting also determines on what day of the month an employee will accrue days off.

 

Based on hire date - PTO will accrue on the day of the month for which a given employee is hired.

 

Based on calendar year - PTO will accrue on the first of each accrual month beginning on the month that the employee was hired.

 

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How often does PTO accrue? 

 

Choose to accrue PTO days by month, quarter, year, or not to accrue at all. If the accrual setting is set to ‘Do not accrue’, employees will receive all of their PTO Type amounts at once on the date designated by the previous setting.

 

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Is allotted PTO a flat annual amount for all employees or is it based on years of service?

 

Flat Amount - If employees are granted a single flat amount, then all employees attached to that PTO subgroup will earn the same amount of PTO for each PTO cycle.

 

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Based on year of service – Employees will be rewarded different PTO Amounts for each PTO cycle based on the amount of years they have worked in your organization.

Fill out the years worked starting with year 0. 

Next, complete the “Amount” field either by number of days or number of hours, then click “Add”

BernieTip: The setting for the Amount Type (years/hours) can be changed by clicking on the “Switch unit” hyperlink next to the field.

 

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Annual Allotment PTO Example 1:

- Do not rollover

- Based on calendar year

- Do not accrued

- 15 days is the Flat amount of Vacation Days

On January 1st, Employees can request Vacation Days off and be Approved for up to the full Flat Amount of 15 days.

If an Employee does not use all 15 Vacation Days by December 31st of that same year, no Vacation Days will rollover at the start of his/her new PTO Cycle on January 1st of the following year. In other words, the employee will start on January 1st of the next year with the same amount of 15 days.

 

Annual Allotment PTO Example 2:

- Rollover 3 unused days

- Based on hire date

- Accrue monthly

- 10 days is the Based on year of service amount of PTO Days for employees that have worked 0-1 years at the organization. 15 days is the Based on year of service amount of PTO Days for employees that have worked 1-15 years at the organization.

A new hire is added to BerniePortal on January 15th. On this day, the employee is awarded his/her first accrual amount of .83 days based on his/her monthly accrual for 0-1 years of service at the organization.

.83 amounts will continue to accrue and add to the employees PTO Days balance on the 15th of each month.

On January 15th of the next year, the employee will rollover any unused PTO Days amount up to 3 days. At this time, the employee will also begin to accrue 1.25 Days per month based on his/her monthly accrual for 1-20 years of service. 

 

 

 

“Floating Holidays”:

 

Floating holiday settings can be assigned on a flat basis or year of service system.

 

Flat amount - Set an exact number of days for all employees attached to that Subgroup. Flat amounts renew based on the calendar year on January 1st.  

 

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Based on years of service - Allows the employer/PTO admin to set leaves balance based on the years of service given by an employee to the organization. Employees will be granted allotted amounts each year as describe in this setting. Years of service days renew at the employee’s date of hire.

 

Step 1: Select “based on year of service” from the dropdown menu

 

Step 2: Define the start and end years of service and the amount of days for each category, then click ‘add’

 

Step 3: Click the actions gear next to each category to remove it

 

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Accrual Bank Approach:

 

The major differences between accrual bank and annual allotment are:

 

  1. There are no PTO cycles to accrual bank, therefore, there is no Based on hire or calendar year decisions to be made. 
  2. Since there is no PTO cycle, there are no rollover options either.
  3. Think of the accrual bank approach as one long continuous PTO cycle that will add PTO amounts based on the PTO Type settings.

 

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Employees will be given their PTO amounts based on the PTO Type’s accrual period (monthly, quarterly, annually). 

 

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Those accrual PTO amounts are either a Flat Amount that applies to all employees or is Based on year of service.

 

Flat amount - Set an exact number of days for all employees attached to that Subgroup. Flat amounts renew based on the calendar year on January 1st.  

 

 

Based on years of service - Allows the employer/PTO admin to set leaves balance based on the years of service given by an employee to the organization. Employees will be amounts each PTO Cycle based on the Employee's time at the organization. Years of service days renew at the employee’s date of hire.

 

Step 1: Select “based on year of service” from the dropdown menu

 

Step 2: Define the start and end years of service and the amount of days for each category, then click ‘add’

 

Step 3: Click the actions gear next to each category to remove it

 

 

 

There are positive and negative limits when it comes to accrual bank. This means that employees PTO Balance can accrue up to the positive limit and down to the negative limit. This also means that Employees will be able to request PTO Amounts down to the negative limit.

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Accrual Bank Approach Example 1:

 

Let’s start with the following scenario from the screenshot above:

  1. PTO Amounts will accrue monthly
  2. Flat amount setting, with 12 total Annual Accrual days
  3. The positive limit is set to 5
  4. The Negative limit is set to 3

On the start of each month, 1.00 Sick Day will accrue (12 annual accrual days/12 months = 1 day accrued per month). If the employee doesn't take any leave throughout the year, their balance will continue to grow up to the positive limit of 5.00 days.

At the end of the employee’s 5TH month in a row of not using any PTO, their accrued balance is 5 days.

The first day of the next month, their PTO balance should still be 5.00 days due to the set positive limit (5.00). Leaves lost due to positive limit reached will not be added back to the employee’s PTO balance. Consider them lost.

If the employee requests and is approved for any Sick Days at any time, then that amount will be subtracted from their accrued balance. With the accrued balance now below the positive limit an employee can once again accrue leaves. This system encourages employees to take regular breaks from work.

BernieTip: Leaves are accrued on the first day of the month, quarter, or year depending on the accrual setting.

 

 

Accrual Bank Approach Example 2:

The following example explains the effect of negative limit. Negative limit affects the ability of an employee to take too long of a leave or too much time off. Taking the same scenario above:

  1. Flat amount setting, with 12 Annual Accrual days
  2. The days will accrue monthly
  3. The positive limit is set to 4
  4. The Negative limit is set to 3

An employee’s accrued balance shows 1 accrued day after 1 month of work without taking any time off. That employee then asks for a 4-day leave, and is able to do so with the set negative balance. Their accrued balance now goes to -3.

In the same month, that employee asks for 1 more days leave, but they will be denied due to the accrued balance not being able to go below -3. Once another month passes and another day accrues, then the employee will be able to request another day off.

 

 

Subgroup Holidays”:

 

BernieTip: These are usually national holidays or specified days off that a company observes. Employees cannot request time off during these dates since they are already declared as days off.

 

Step 1: Use the calendar icon to choose the holiday start and stop date, then click ‘Add’

 

Step 2: Click the actions gear next to each period to remove any previously added holiday

 

../../../Screen%20Shot%202019-03-05%20at%209.42.45%20AM.png

 

“Floating Holidays”:

 

Floating holiday settings can be assigned on a flat basis or year of service system.

 

Flat amount - Set an exact number of days for all employees attached to that Subgroup. Flat amounts renew based on the calendar year on January 1st.  

 

../../../Screen%20Shot%202019-03-05%20at%2010.30.59%20AM.png

 

Based on years of service - Allows the employer/PTO admin to set leaves balance based on the years of service given by an employee to the organization. Employees will be granted allotted amounts each year as describe in this setting. Years of service days renew at the employee’s date of hire.

 

Step 1: Select “based on year of service” from the dropdown menu

 

Step 2: Define the start and end years of service and the amount of days for each category, then click ‘add’

 

Step 3: Click the actions gear next to each category to remove it

 

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Implementing


Implementation takes place in an individual employee’s profile, accessible from your Employees list. Just click on an employee’s name from the employee’s list. You’ll also have the opportunity to add the employee to a PTO Subgroup and assign PTO Approvers for new hires during the Onboarding process.


Adding employee to a Subgroup:

 

To assign an employee to a PTO Subgroup, select the employee you wish to assign.

 

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Now, click on the ‘Subgroups’ quaternary navigation item and find the PTO Subgroup type from the list. Hover over the actions gear next to the PTO Subgroup and click on ‘Change Subgroup’. 

 

BernieTip: Changing an employee’s PTO Subgroup when they have already been assigned to another PTO Subgroup, will result in that employee losing all existing PTO Amounts and Balances. In other words, this will reset the employee’s PTO in BerniePortal.

 

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Assigning PTO Approvers:

 

View/Edit an employee’s PTO Approver(s) here in the “Approvers” section (up to 3). Simply click on “Add an Approver” above the PTO Approver list and search the desired approver’s name.

 

To assign PTO Approvers, click on the ‘PTO’ Tertiary navigation option on the left side of an individual employee’s Info area.

 

Then, click on the quaternary navigation item ‘Approvers’.

 

Remove existing Approvers by hovering over the actions gear and clicking ‘Remove’.

 

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