PTO (Paid Time Off) is an optional way to calculate employees time off balance. Rather than having a fixed balance for each holiday year you can control the rate at which the user can accrue leave.
Accrual System Configuration
The support/onboarding team will be able to setup which time off types you would like configured for accrual-based calculation. Each of the options below are set per time off type. The following options are available:
The available options are Day, Week, Bi-Weekly, Month, Quarter and Year. This setting controls the time period that must pass before the number of days set below are accrued.
Number of Days Accrued
Based on the Accrual Frequency, this will be the total number of days that are accrued which is added to the users’ available balance at the start of the Accrual Frequency.
If you want to limit the number of days a user can accrue in total you can use the Accrual Cap. Setting the number of days here will prevent any more days being accrued once the user has hit the cap.
If this setting is enabled the accrual amount does not reset each year. The accrual will continue to accumulate unless there is an Accrual Cap. If you want to force the reset each year and manually manage what happens with the carry over then leave this option off.
If you want CMAP to prevent users from booking more than their built-up allowance, or what they would have accrued at the point of their future leave request you can do so. If you don’t have this option enabled, CMAP will allow the user to book the leave and a warning will be shown within the leave request email to their time off approver saying that they don’t have enough time to fulfil the request.
Grouping Leave Types
There is the option to group leave types together. If you want the flexibility of having an accrual based calculation for leave but still want to retain the ability to manually adjust the amount accrued, say to remove days you have paid the employee for you can do this by grouping two leave types together. The main leave type will typically be the accrual based one with a sub leave type remaining the manual input. The end user will only see the main leave type when booking time off, with the two values summed together to give one allowance amount, however the admin tools in CMAP will allow for both leave types to be managed independently.
Accrual User Configuration
If you have the PTO feature enabled, you will see additional options within the Time Off Allowances section of a user record in the Your Users admin tool. One of the options is to enable individual leave types, against a user to use the accrual calculation method.
If you select for one or more leave types to use the accrual method to calculate the balance additional configuration choices will appear.
By default, the accrual settings will feed through from the main system settings as configured by the CMAP support or onboarding team. You do have the ability to further control this on a user by user basis using the options presented. If you have set the time off type to Infinite Accrual you will have the additional option of setting when the accrual start date should be.
Booking PTO Leave
Users will book leave in a very similar way to the more typical, annual allowance leave types. The key difference is the information that is provide to the user as to how much allowance they have.
Remaining To Date: this shows how may days leave you have left, taking into account the holidays you have used to date
Remaining Total: this shows how many days leave you have remaining, taking all holidays, including future holidays. This may show negative if you haven’t accrued the number of days you need to fulfil all of your leave. However, if prevent overbooking is enabled, CMAP will ensure you will have enough leave accrued by the time you are due to take the days off.
In addition to the overall allowance the user will be able to check what their allowance will be at the point of booking leave. This will be shown within the Request Time Off pop-up making it very easy for the user to check they will have enough leave accrued by the time they would like to book the leave.