Tracking Internal PTO

Overview

Many Bullhorn Back Office customers use the PTO tracker for both external contractors and internal Recruiters and Account Managers. This article describes the steps needed to track Internal PTO.

Before You Begin

All Employees that you wish to track PTO for need to be first set up as Employees in Bullhorn Back Office

Note: If you are going to be accumulating PTO per Pay Period (see the next step for more details) then you will want to decide on the Payroll Cycle that would match the accumulation frequency for PTO. So, if you want your Employees to accumulate 5 hours of PTO every two weeks, you would set the Payroll Cycle to be Bimonthly.

Enter the desired PTO set up for the Employee in the Benefits Information section of the Employee tab

A few notes about this section:

1. Each Employee can have up to 4 PTO types. The names of the PTO types can be set up in the Control Panel.

2. Once you check the box on the PTO section(s) desired, the boxes next to the PTO type become enabled.

- If there is a Current Balance of PTO for the Employee, enter that in the Current Balance section (note: these sections are all based on Hours)

- Enter the amount of hours that the Employee will earn per period (if applicable)

- If their PTO should never accumulate beyond a certain number of hours, then enter that amount in the Maximum Balance. If there is no Maximum Balance, leave this at 0.

3. Change the PTO Accrual Type to Per Pay Period

If you do not wish to set an accrual function, then you can simply leave the Earned Period section blank. In that case, you can then just manually adjust the Current Balance as needed. So, if your Vacation policy states that all Employees receive 2 weeks Vacation at January 1 each year, you would just need to go into each Employee's record and add 80 hours to the Current Balance.

Save the Employee record once complete.

Next, you will create an Assignment for each Internal Employee

You will need to create an Assignment just like the normal process. This will mean that the Employee needs a Company and Department. So, you may need to create a new Company and Department that would be based on your Company.

Manager is only required if you want the PTO to be approved prior to the Employee taking the time off.

Please note a few changes for an Internal Assignment.

1. Most likely, you will want to uncheck "Receive Notices" on the Assignment level for the Employee. That way they are not reminded weekly about submitting their timesheet.

2. If you are not exporting internal Employees via a payroll export, simply keep their Pay amounts at $0.

3. Uncheck Billable under Bill Information so that the Assignment doesn't show up on the Receivables tab.

Modify the Time Entry section as listed below.

1. Uncheck "Show in Dashboard"

2. Make sure that Time Entry method is Hours and that Simple Mode is not checked.

As an Administrator, you will be able to then see the History of the Internal Employee's PTO balance.

You can see this by clicking on the Employee's record, going to the History Tab and scrolling down to the PTO History section.

You will see a column for "Add" and Deduct. All values are in Hours.

The Internal Employee will request PTO by creating a Timesheet and entering in PTO Hours.

This is the same process for Internal or External Employees. Simply have the Internal Employee create a Timesheet and section the PTO type as the Hours Type in the block of time.

The Employee will then Submit their Timesheet for approval by their Manager. If the Employee does not have a Manager, then the PTO will become Approved once the Timesheet is Submitted.