Easily see how much time off employees' have taken and feel confident in your response to employee requests. Available on our Plus plan.
Creating a Company PTO Policy
Step 1: Set Your Paid Time Off Categories
- From your Homebase web dashboard, visit PTO policies tab by clicking on Schedule, then Time Off
- Before you create a new policy, click the Edit Time Off Settings link at the bottom of the policy list table.
- Select the time off categories that you want to count towards PTO; these determine which employee time off requests will be counted against any PTO policies you have created.
- Click the green Save Changes button to save your settings.
- Click the Create and edit company PTO policies link to return back to the PTO manager
Step 2: Create a PTO Policy
- From the PTO policies tab, click Create a New Policy
- Name your policy
- Select how you'd like employee's hours to accrue - fixed or hourly
- For a fixed policy: Enter the total amount of time off per year. At this point, we only support the time being earned all at once, at the beginning of each year. We plan to add more accrual options
- For an hourly policy: Enter the hours employees should earn per worked
- Choose if you want to assign a max balance to the policy (optional). Leaving this field blank will create an unlimited PTO policy.
- Click the Save & Continue button
- Add employees to the policy. Note: employees can only be added to one policy at a time. Click the Save & Continue button.
- Set employee starting balances if employees have already accrued hours elsewhere. Click the Save & Continue button.
Editing or Deleting a PTO Policy
- From the PTO policies tab, click the policy you want to edit or delete
- To edit the policy details, click the Edit and pencil icon
- To edit the employees that are enrolled in a policy, click the Edit and pencil icon in the Policy Employees section on the right. You can also edit their starting balances.
- To delete a policy, click the red Delete Policy link
- Click Save & Continue to save any changes
Note: If you delete a PTO policy, any employees added to the policy will have their starting balance reset to 0.
Tracking Employees' Time Off Balances
- From your Homebase web dashboard, visit the Time Off manager page, by clicking the Schedule tab in the top navigation menu, then the Time Off tab.
- The Requests tab shows all employee time off requests by month, including different statuses (to review, approved, declined, or all)
- The Employee Time Off tab shows how much time off employee's have been approved for by time off category. If you have added an employee to a PTO policy, you can also view their Current PTO Balance and how many PTO hours they've used for the year-to-date.
Editing Employees' PTO Balances
We do not allow an employee's current balance to be edited directly. However, you can edit the employee's starting balance from the policy itself, which will update the employee's current balance.
To edit an employee's starting balance:
- From the PTO policies page, select the policy the employee belongs to
- From the policy page, click the blue Edit link above the Policy Employees section
- Click the '2. Employee Starting Balances' tab
- Update the employee's starting balance
- Make sure to click save
PTO and Payroll
Any employee's PTO hours will appear in the PTO column of Timesheets. This is what you can enter into payroll for each period.
Which PTO accrual methods does Homebase support?
Currently, we support:
- A fixed amount earned at the beginning of the year
- An hourly amount earner per hour worked
We do plan to support more accrual methods in the future, like employee anniversary dates and by each pay period.
How is an employee's PTO balance calculated?
Once an employee is added to a PTO policy with a set starting balance, if the employee requests time off for a category that counts towards PTO and the request is approved, the employee's PTO balance will be deducted by the number of hours requested.
For example, Mia is added to a PTO policy of 120 hours for the year and her starting balance is also 120 hours. Mia requests and is approved for 8 hours time off for Vacation (Paid) that does count towards PTO. Mia's used PTO balance will be 8 hours and her remaining PTO balance will be 112 hours. The 8 hours of PTO requested/approved will appear on Timesheets in the PTO column.
Can an employee go into a negative balance for paid time off?
A negative PTO balance means that the employee took PTO before they had accrued it. In Homebase, the balance will go negative if an employee is approved for more time off than their allocated balance.
Employees are expected to pay back a negative balance by either continuing to work until their balance is positive or by having their employer deduct a small amount from their paycheck until the PTO salary advance is paid back (this should be agreed to by the employee in writing).
Does an employee's PTO balance carry over to the new year?
Yes, employee's PTO balance will automatically carry over into a new calendar year. For example, if an employee received 80 hours per year, with a max balance of 320 hours. The employee's PTO balance will continue to accrue until 320 available hours is reached.
Can employees cash out their PTO without requesting time off?
Homebase does not handle cashing out of PTO in any way - this is expected to be managed directly with employees. We track an employee's balance and we allow their starting balance to be edited, which can be used to account for any manual deductions.