Web Suite offers you the ability to keep track of your personal time off plan according to the company policy. Personal Time Off (PTO) is the time an employee does not work. Companies grant time off to give employees down time and a chance to deal with non-work-related issues. This is a more flexible arrangement that gives the employee a set amount of days off to be used at the employee's discretion.
PTO must be scheduled in advance and approved by the supervisor. PTO can be used for vacation, personal time, illness or time off. The number of hours an employee would be eligible for PTO would depend on your company policies. For example, the number of PTO hours earned could be based on number of hours worked and the length of employment with the company.
Whatever your company policy, Web Suite accommodates it in its Personal Time Off feature. The PTO request form allows an employee to request Personal Time Off and submit it for approval to the person in charge.
Web Suite allows for specifying Personal time off hours as paid, unpaid and compensation time. Users can specify how much should be paid, unpaid and comp time out of their total hours of Personal time off. Likewise, an approver has the authority to decide/change how much hours shall be paid-unpaid or comp hours.
The Personal Time Off request screen has the following fields:
Requested By:
Select the employee from the drop-down list who is requesting the time-off. By default, it uses the currently logged-in user, if security is on.
Submit to:
Select the employee from the drop-down list to whom the request is to be submitted. Generally, it is the person (supervisor, manager, etc.) who has the right to approve or reject the request.
Date:
The date on which the request was made for Personal Time Off. By default, the current date is displayed.
Time Off Period
From-To:
Allows you to specify the range of dates for which to request time off. Select the date in the From field, from which you want to take the personal time off. In the To field, select the date up to which you want to have the personal time off.
Web Suite automatically calculates the hours based on the date range specified here. It excludes weekend days when calculating hours.
Hours:
Specify in hours the amount of time; you will be requesting as Personal Time Off. For example, if you are planning to take an off for two days and your working hours per day are 8, then you will be entering 16 hours here. You can also use decimal format, for example, 5.5 to mean 5 and half hours.
Total Hours = Paid Hours + Unpaid Hours + Comp Hours
Proposed Time Off Distribution
Here you can specify how the time off hours will be distributed under paid, unpaid and comp time category. However, the approver makes the final decision about the distribution of those hours.
Paid Hours: (read-only)
The number of paid hours you are using for time off. The time off can be for a vacation, illness or any other purpose. This ensures that you are paid for the time taken off in hours, which are calculated by the given formula:
Paid Hours = Total Hours Requested - Unpaid Hours - Comp Hours
Unpaid Hours:
The number of unpaid hours you will be using for time off. You will not be paid by the company for the time taken off for the specified hours.
Comp Hours:
The number of compensation-time hours you will be using for time off.
View Requester's Time Off Usage
Here you can check how many sick, vacation and holiday hours have been used within a specific time period by the person requesting time off. The time period can be specified using the Period, From and To drop-down filters. Web Suite gets these details from the time entry screen where user has marked their time using any of the vacation, comp, sick or holiday activity.
Period:
The period for which you want to view the time off usage. The options include All, This Month, Last Month, As of Last Month, Custom, etc. It determines the range of time entries to be analyzed for calculating total time-off taken by an employee. In case the period chosen is Custom, you can enter a date range in the From-To fields.
The grid displays Permissible, Used and Balance Hours. The permissible hours provide an overview of the number of hours that the employee can use for Comp Time, Vacation or Sick time. Used hours display the number of hours that the employee has already taken off and Balance hours are the hours left unused.
Used
hours are calculated as the sum of Actual Hours from the corresponding
PTO time entries.
Vacation (read-only):
This field shows the number of vacation hours taken by the employee (from time entry screen) within the time range specified above.
Comp Time (read-only):
This displays an overview of the compensation time for the employee within the time range specified above.
Sick (read-only):
This field shows the number of sick hours taken by the employee (from time entry screen) within the time range specified above.
Reason for Time Off Request:
Enter here the reasons or additional comments for taking the personal time off. You can enter the text of unlimited length.
Personal Time Off Request Button Panel
Help:
Opens the Web Suite Help in the Personal Time Off Request section.
Print:
The drop-down displays a list of in-context reports. You can print, preview or cancel the reports from here.
Options:
Show Employees Only:
You can check the Show Employees Only option to displays only employee IDs or names in the drop-down. Else, it lists all the employees and vendors in the company.
New:
Click to clear the screen so that it enables you to create a new personal time off request.
Send Request:
Click the button to send the request to the approver. This button upon sending the request for approval gives you an option to send an email to the approver as well.
Refresh:
Click to refresh the contents of the screen.