On the PTO (Paid Time Off) page, you can do the following:

  • For Employees: View your paid time off requests.

  • For Admins and Managers: Approve or reject the paid time off requests. If there are any pending PTO requests, the PTO page will open with the Approve/Deny tab. For each request, you have three options: Approve, Edit, and Reject. The Edit option allows you to change the start and end dates as well as the PTO type, total hours, and reason.


  • For Employees: Request time off. In the form that opens, enter the start and end dates, choose the PTO type - Vacation, Sick, or Personal, enter the reason for the request, and specify the total PTO hours. When ready, click Request PTO.

  • For Admins and Managers: Record time off for other employees. Select an employee for whom you are adding time off, choose the PTO type - Vacation, Sick, or Personal, enter the reason for the PTO, and specify the total PTO hours. When ready, click Create PTO.

  • For Employees: View your PTO policy.

  • For Admins: View the PTO policies of the company or add new PTO policies.

  • For Employees: View the holiday calendar for the current year.

  • For Admins and Managers: View vacation requests, personal time off requests, and sick leave requests of employees together with their PTO policies. It is possible to filter the list by policy type.



  • For Admins and Managers: Export PTO data to an Excel file.

        


Adding PTO Policies


To add a new PTO policy record, do the following:


  1. On the Policies tab, click Add Policy.
  2. In the dialog that opens, enter the name of the policy, and then click Create.

        

  1. Now you need to fill in the data under three subtabs that appear. On the Basic Policy tab, enter a short description of your new policy and get an overview of accounts, i.e. the pools of paid time off that are available to your employees - vacation, sick leave, and personal leave. 

        

  1. Here you can also edit the vacation account and add new policies for the sick leave and personal leave accounts. To edit the vacation account:
    1. In the Action column for the vacation account record, click Edit.
    2. In the form that opens, select whether this policy can limit the number of vacation days that your employees can take off.
    3. Enter your base PTO accrual rate, i.e. the number of 8-hours PTO days that your employees earn annually.
    4. Choose your PTO accrual period: weekly, bi-weekly, monthly, bi-montly, or yearly.
    5. Select whether you allow your employees to hold a negative PTO balance.
    6. Set the carryover and balance cap for your employees, i.e. the maximum amount of hours that the employees can rollover from year to year or accumulate over the course of their employment.
    7. When ready, click Save and Continue.

        

  1. To add or edit the sick leave account:
    1. In the Action column for the sick leave account record, click Add for a new account or Edit for the existing account.
    2. In the form that opens, specify whether you want to have a separate policy for sick leave, and NextHR will treat these days separately from vacation. Here you can also specify the number of sick leave days that is allowed per year.

        

  1. To add or edit the personal leave account:
    1. In the Action column for the personal leave account record, click Add for a new account or Edit for the existing account.
    2. In the form that opens, specify whether you want to have a separate policy for personal leave, and NextHR will treat these days separately from vacation. Here you can also specify the number of personal leave days that is allowed per year.
    3. When ready, click Save and Continue.

        

  1. When ready with the settings on the Basic Policy tab, click Save and Continue.
  2. On the Time Off Labels tab, you can create as many labels for time off types as you wish, such as volunteering, religious holiday, family medical leave, etc. To do it, click Add Category, enter the category name, and choose which account it counts against.

        


        

  1. When ready with the settings on the Time Off Labels tab, click Save and Continue.
  2. The Holidays tab contains a list of company holidays, for which NextHR will not deduct vacation hours from your employees. You can remove the holiday records from the list and add new custom holiday records.

        

  1. When ready with the settings on the Holidays tab, click Save and Finish. The policy will be added to the list on the Policies tab.


Exporting PTO Data


To export the PTO data to an Excel file, do the following:


  1. Go to the Reports tab.
  2. You can select either a year and a period within it, e.g. the first quarter, or a month. You can also generate a PTO report based on a specific time period by selecting the start date and end date.
  3. When ready with the settings, click Export XSLX.