{"id":1641,"date":"2021-08-04T21:21:36","date_gmt":"2021-08-04T21:21:36","guid":{"rendered":"https:\/\/help.insperity.com\/hcm\/?post_type=ht_kb&#038;p=1641"},"modified":"2022-08-23T13:22:25","modified_gmt":"2022-08-23T13:22:25","slug":"requesting-and-entering-pto","status":"publish","type":"ht_kb","link":"https:\/\/help.insperity.com\/hcm\/knowledge-base\/requesting-and-entering-pto\/","title":{"rendered":"Requesting and Entering Paid Time Off (PTO)"},"content":{"rendered":"\n<h2 class=\"has-text-color wp-block-heading\" style=\"color:#004c97\"><strong>Overview<\/strong><\/h2>\n\n\n\n<p>In isolved, there are two separate workflows for entering paid time off (PTO):<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li><strong>Employee workflow<\/strong><br>In the employee workflow, employees use the Time Off Request or Absences screens in Employee Self-Service (ESS) to submit time off. This method fully automates the request and approval process in isolved.<\/li><li><strong>Administrator workflow<\/strong><br>In the administrator workflow, client administrators enter PTO hours in payroll without using the request process in isolved. This method is used by organizations where employees submit their time off requests on paper forms or in external systems, and administrators are responsible for entering the PTO hours that need to be paid.<br><\/li><\/ul>\n\n\n\n<p>You must choose one workflow, and PTO hours must always be entered using that method for PTO balances to update automatically.<\/p>\n\n\n\n<h3 class=\"has-text-color wp-block-heading\" style=\"color:#009639\">Requesting &amp; Entering PTO in the Administrator Workflow<\/h3>\n\n\n\n<p>In the administrator workflow, client administrators enter PTO hours in payroll without using the request process in isolved. Supervisors, managers, or client administrators enter time off on behalf of the employee when it needs to be paid. This can be done through the payroll time entry options:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li><strong>Individual Time Entry<\/strong> for one employee at a time<\/li><li><strong>Time Entry Grid<\/strong> or <strong>Labor Entry Grid<\/strong> for multiple employees<\/li><li><strong>Timecard Import<\/strong> for paid time off from an external system<\/li><\/ul>\n\n\n\n<div class=\"wp-block-ht-blocks-toggle wp-block-hb-toggle\"><div class=\"wp-block-hb-toggle__title\"><span><mark style=\"color:#0071a1\" class=\"has-inline-color\">Individual Time Entry<\/mark><\/span><\/div><div class=\"wp-block-hb-toggle__content\"><div class=\"wp-block-hb-toggle__contentwrap\">1. Navigate to Payroll Processing &gt; Payroll Entry &gt; <strong>Individual Time Entry<\/strong><br><br>2. Enter the number of time off hours that need to be paid using the appropriate earning. You may need to select a different time entry template if you do not see your PTO earning types in your default template. Refer to <strong><a rel=\"noreferrer noopener\" href=\"https:\/\/help.insperity.com\/hcm\/knowledge-base\/customizing-a-time-entry-template\/\" target=\"_blank\">Customizing a Time Entry Template<\/a><\/strong> for further assistance.<br><br>3. If you are entering time for auto-paid employees, ensure the PTO earnings are configured to automatically reduce their salary hours. If not, reduce their salary hours accordingly.<br><br><img loading=\"lazy\" decoding=\"async\" width=\"1082\" height=\"571\" class=\"wp-image-1643\" style=\"width: 1000px\" src=\"https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/ITE.png\" alt=\"\" srcset=\"https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/ITE.png 1082w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/ITE-300x158.png 300w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/ITE-1024x540.png 1024w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/ITE-768x405.png 768w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/ITE-50x26.png 50w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/ITE-60x32.png 60w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/ITE-100x53.png 100w\" sizes=\"auto, (max-width: 1082px) 100vw, 1082px\" \/><\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-ht-blocks-toggle wp-block-hb-toggle\"><div class=\"wp-block-hb-toggle__title\"><span><mark style=\"color:#0071a1\" class=\"has-inline-color\">Time Entry Grid<\/mark><\/span><\/div><div class=\"wp-block-hb-toggle__content\"><div class=\"wp-block-hb-toggle__contentwrap\">1. Navigate to Payroll Processing &gt; Payroll Entry &gt; <strong>Time Entry Grid<\/strong><br><br>2. Locate the column heading for your PTO earning type. Enter the number of PTO hours that need to be paid. You may need to select a different time entry template if you do not see your PTO earning types in your default template. Refer to <strong><a rel=\"noreferrer noopener\" href=\"https:\/\/help.insperity.com\/hcm\/knowledge-base\/customizing-a-time-entry-template\/\" target=\"_blank\">Customizing a Time Entry Template<\/a><\/strong> for further assistance.<br><br>3. If you are entering time for auto-paid employees, ensure the PTO earnings are configured to automatically reduce their salary hours. If not, reduce their salary hours accordingly.<br><br><img loading=\"lazy\" decoding=\"async\" width=\"2410\" height=\"781\" class=\"wp-image-1647\" style=\"width: 1000px\" src=\"https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Time-Entry-Grid.png\" alt=\"\" srcset=\"https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Time-Entry-Grid.png 2410w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Time-Entry-Grid-300x97.png 300w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Time-Entry-Grid-1024x332.png 1024w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Time-Entry-Grid-768x249.png 768w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Time-Entry-Grid-50x16.png 50w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Time-Entry-Grid-1536x498.png 1536w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Time-Entry-Grid-2048x664.png 2048w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Time-Entry-Grid-60x19.png 60w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Time-Entry-Grid-100x32.png 100w\" sizes=\"auto, (max-width: 2410px) 100vw, 2410px\" \/><\/div><\/div><\/div>\n\n\n\n<h3 class=\"has-text-color wp-block-heading\" style=\"color:#009639\">Requesting &amp; Entering PTO in the Employee Workflow<\/h3>\n\n\n\n<p>With this workflow, employees are empowered to submit their own time off requests through isolved.  Supervisors, managers, and client administrators can be notified or involved in the approval process. With the employee workflow enabled, PTO hours entered directly in payroll will not automatically reduce the leave balance. Instead, administrators can make updates on the employee&#8217;s behalf by entering the time off request or absence. If an administrator enters the request, it will be automatically approved.<\/p>\n\n\n\n<p>Employees can submit their PTO requests from their <strong>Time Card<\/strong> in isolved Time or from the <strong>Employee Calendar<\/strong>. If enabled, employees may also enter absences directly on the <strong>Employee Absences<\/strong> screen. More often, the <strong>Employee Absences<\/strong> screen is used by supervisors, managers, or client administrators to enter time on the employee&#8217;s behalf.<\/p>\n\n\n\n<div class=\"wp-block-ht-blocks-toggle wp-block-hb-toggle\"><div class=\"wp-block-hb-toggle__title\"><span><mark style=\"color:#0071a1\" class=\"has-inline-color\">Requesting PTO from the <strong>Time Card<\/strong><\/mark><\/span><\/div><div class=\"wp-block-hb-toggle__content\"><div class=\"wp-block-hb-toggle__contentwrap\">1. Navigate to Employee Self-Service &gt; Time &gt; <strong>Time Card<\/strong>.<br><br>2. Click the <strong>Request Time Off<\/strong> button in the time card toolbar at the top of the screen.<br><br>3. Enter the time off request.<br>    a.  Select the PTO type in the <strong>Absence Policy<\/strong> field.<br>    b.  Choose the date range for the requested time off in the <strong>From Date<\/strong> and <strong>To Date<\/strong> fields.<br>     c.  To display the time off requests at a specific starting time on the time card, enter the <strong>Start Time<\/strong>.<br>     d.  Enter the number of PTO hours requested per day in the <strong>Hours Per Day<\/strong> field.<br>     e.  To include comments with your request, enter them in the <strong>Comments<\/strong> field.<br><br>4. Click <strong>Save<\/strong> to submit the PTO request.<br><br><img loading=\"lazy\" decoding=\"async\" width=\"775\" height=\"264\" class=\"wp-image-1650\" style=\"width: 1000px\" src=\"https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Time-Card-Request.png\" alt=\"\" srcset=\"https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Time-Card-Request.png 775w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Time-Card-Request-300x102.png 300w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Time-Card-Request-768x262.png 768w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Time-Card-Request-50x17.png 50w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Time-Card-Request-60x20.png 60w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Time-Card-Request-100x34.png 100w\" sizes=\"auto, (max-width: 775px) 100vw, 775px\" \/><br><img loading=\"lazy\" decoding=\"async\" width=\"1095\" height=\"1012\" class=\"wp-image-1651\" style=\"width: 1000px\" src=\"https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Request-Detail.png\" alt=\"\" srcset=\"https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Request-Detail.png 1095w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Request-Detail-300x277.png 300w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Request-Detail-1024x946.png 1024w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Request-Detail-768x710.png 768w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Request-Detail-50x46.png 50w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Request-Detail-60x55.png 60w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Request-Detail-100x92.png 100w\" sizes=\"auto, (max-width: 1095px) 100vw, 1095px\" \/><\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-ht-blocks-toggle wp-block-hb-toggle\"><div class=\"wp-block-hb-toggle__title\"><span><mark style=\"color:#0071a1\" class=\"has-inline-color\">Requesting PTO from the <strong>Employee Calendar<\/strong><\/mark><\/span><\/div><div class=\"wp-block-hb-toggle__content\"><div class=\"wp-block-hb-toggle__contentwrap\">1. Navigate to Employee Self-Service &gt; Time &gt; <strong>Employee Calendar<\/strong><br><br>2. Click the <strong>Request Time Off<\/strong> button in the toolbar at the top of the screen.<br><br>3. Enter the time off request.<br>    3a. Select the PTO type in the <strong>Absence Policy<\/strong> field.<br>    b. Choose the date range for the requested time off in the <strong>From Date<\/strong> and <strong>To Date<\/strong> fields.<br>    c. To display the time off requests at a specific starting time on the time card, enter the <strong>Start Time<\/strong>.<br>    d. Enter the number of PTO hours requested per day in the <strong>Hours Per Day<\/strong> field.<br>    e. To include comments with your request, enter them in the <strong>Comments<\/strong> field.<br><br>4. Click <strong>Save<\/strong> to submit the PTO request.<br><br><img loading=\"lazy\" decoding=\"async\" width=\"1135\" height=\"522\" class=\"wp-image-1652\" style=\"width: 1000px\" src=\"https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Employee-Calendar.png\" alt=\"\" srcset=\"https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Employee-Calendar.png 1135w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Employee-Calendar-300x138.png 300w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Employee-Calendar-1024x471.png 1024w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Employee-Calendar-768x353.png 768w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Employee-Calendar-50x23.png 50w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Employee-Calendar-60x28.png 60w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Employee-Calendar-100x46.png 100w\" sizes=\"auto, (max-width: 1135px) 100vw, 1135px\" \/><br><img loading=\"lazy\" decoding=\"async\" width=\"1095\" height=\"1012\" class=\"wp-image-1651\" style=\"width: 1000px\" src=\"https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Request-Detail.png\" alt=\"\" srcset=\"https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Request-Detail.png 1095w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Request-Detail-300x277.png 300w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Request-Detail-1024x946.png 1024w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Request-Detail-768x710.png 768w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Request-Detail-50x46.png 50w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Request-Detail-60x55.png 60w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Request-Detail-100x92.png 100w\" sizes=\"auto, (max-width: 1095px) 100vw, 1095px\" \/><\/div><\/div><\/div>\n\n\n\n<p><\/p>\n\n\n\n<div class=\"wp-block-ht-blocks-toggle wp-block-hb-toggle\"><div class=\"wp-block-hb-toggle__title\"><span><mark style=\"color:#0071a1\" class=\"has-inline-color\">Entering PTO as <strong>Employee Absences<\/strong><\/mark><\/span><\/div><div class=\"wp-block-hb-toggle__content\"><div class=\"wp-block-hb-toggle__contentwrap\">1. Navigate to Employee Self-Service &gt; Time &gt; <strong>Employee Absences<\/strong>.<br><br>2. Click <strong>Add New<\/strong> to enter a new PTO hours record. Each day of PTO must be entered as a separate absence record.<br><br>3. Enter the absence.<br>    a.  Enter the date of the absence in the <strong>Absence Date<\/strong> field.<br>    b.  Select the PTO type in the <strong>Absence<\/strong> field.<br>    c. Enter the number of PTO hours in the <strong>Hours<\/strong> field.<br>    d. To display the time off requests at a specific starting time on the time card, enter the <strong>Start Time<\/strong>.<br>    e.  If this absence should not reduce the PTO balance, check <strong>Do Not Adjust Accrual Balance<\/strong>.<br>    f.  If you are recording an absence that was already paid for historical purposes and do not want to pay the employee for these PTO hours in the current pay period, check <strong>Do Not Pay to Employee<\/strong>.<br>    g. To record comments with the absence, enter them in the <strong>Comments<\/strong> field.<br><br>4. Click <strong>Save<\/strong>.<br><br><img loading=\"lazy\" decoding=\"async\" width=\"1861\" height=\"965\" class=\"wp-image-1682\" style=\"width: 1000px\" src=\"https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Employee-Absences-1.png\" alt=\"\" srcset=\"https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Employee-Absences-1.png 1861w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Employee-Absences-1-300x156.png 300w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Employee-Absences-1-1024x531.png 1024w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Employee-Absences-1-768x398.png 768w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Employee-Absences-1-50x26.png 50w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Employee-Absences-1-1536x796.png 1536w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Employee-Absences-1-60x31.png 60w, https:\/\/help.insperity.com\/hcm\/wp-content\/uploads\/sites\/2\/2021\/08\/Employee-Absences-1-100x52.png 100w\" sizes=\"auto, (max-width: 1861px) 100vw, 1861px\" \/><\/div><\/div><\/div>\n\n\n\n<h2 class=\"has-text-color wp-block-heading\" style=\"color:#004c97\">Related Articles<\/h2>\n\n\n\n<p>This article only discusses requesting and entering paid time off. For more information about approving or deleting submitted requests, review these articles:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li><a href=\"https:\/\/help.insperity.com\/hcm\/knowledge-base\/approving-or-rejecting-a-pending-time-off-request\/\">Approving or rejecting a pending time off request<\/a><\/li><li><a href=\"https:\/\/help.insperity.com\/hcm\/knowledge-base\/deleting-an-approved-time-off-request\/\">Deleting an approved time off request<\/a><\/li><\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Overview In isolved, there are two separate workflows for entering paid time off (PTO): Employee workflowIn the employee workflow, employees use the Time Off Request or Absences screens in Employee Self-Service (ESS) to submit time off. This method fully automates the request and approval process in isolved. Administrator workflowIn the&#8230;<\/p>\n","protected":false},"author":8,"comment_status":"open","ping_status":"closed","template":"","format":"standard","meta":{"footnotes":""},"ht-kb-category":[140],"ht-kb-tag":[],"class_list":["post-1641","ht_kb","type-ht_kb","status-publish","format-standard","hentry","ht_kb_category-pto-vacation-sick"],"_links":{"self":[{"href":"https:\/\/help.insperity.com\/hcm\/wp-json\/wp\/v2\/ht-kb\/1641","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.insperity.com\/hcm\/wp-json\/wp\/v2\/ht-kb"}],"about":[{"href":"https:\/\/help.insperity.com\/hcm\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/help.insperity.com\/hcm\/wp-json\/wp\/v2\/users\/8"}],"replies":[{"embeddable":true,"href":"https:\/\/help.insperity.com\/hcm\/wp-json\/wp\/v2\/comments?post=1641"}],"version-history":[{"count":19,"href":"https:\/\/help.insperity.com\/hcm\/wp-json\/wp\/v2\/ht-kb\/1641\/revisions"}],"predecessor-version":[{"id":3822,"href":"https:\/\/help.insperity.com\/hcm\/wp-json\/wp\/v2\/ht-kb\/1641\/revisions\/3822"}],"wp:attachment":[{"href":"https:\/\/help.insperity.com\/hcm\/wp-json\/wp\/v2\/media?parent=1641"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/help.insperity.com\/hcm\/wp-json\/wp\/v2\/ht-kb-category?post=1641"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/help.insperity.com\/hcm\/wp-json\/wp\/v2\/ht-kb-tag?post=1641"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}