Issue/Symptom/Question

The Balance and Hours Available are always the same but something recently has changed for one of our PTO codes.  This is happening to almost everyone where the available is less than the balance and it is causing problems with payroll processing.  

Applies To

Penta for Windows

Payroll > Employees > Employee Payroll Information > PTO Summary

Payroll > Setup > PTO, Hours Classification and Overtime Rules > Paid Time Off Categories > Check Stub Info

Resolution/Fix/Answer

Penta version 22.1 introduced the "Manage PTO Hours Available for Use in the Current PTO Year."  Modifications support showing available hours rather than remaining hours on check stubs and in the Employee Portal. Modifications displaying available hours in addition to hours balance on reports and in query windows. 

“Available Hours Limit per PTO year” was added to Paid Time Off Categories window > Check Stub Info popup screen. Edits are done within all Timecard entry windows against available hours as well as remaining hours for when balance would be < 0 and the PTO Code has an Error/Warning message indicator set up. 

• An update to PTO Processing for when a value is entered in the available hours field.
• Accrued PTO hours increases the PTO Balance.
• Taken PTO hours decreases the employee’s PTO Balance and the PTO Available.
• The PTO available prints on checks (provided printing is enabled).

PENTA re-labels the ‘Remaining Hrs’ column to ‘Available Hrs’ on the check stub when all the following apply:

• The ‘Print Remaining PTO Hours on PENTAChecks Check Stub’ flag is Y (Pay Groups > Check Stub Information > Other).
• Any PTO Code has Print Summary on PostScript Check Stub = Y.
• New ‘Available Hours Limit Per PTO Year’ field is not null on any PTO Code.

PENTA determines the number of available hours to print for each PTO code:

• When new field value is null then Prints employee’s current hour balance for that PTO code.
• When new field value is zero then Prints 0 (no hours available). NOTE – This could go negative if the employee takes more than the zero available.
• When new field value is > zero AND Available Limit < (YTD accrual + carry over) then prints Available limit – YTD taken.
• When new field value is > zero AND Available Limit > (YTD accrual + carry over) then prints the remaining hours (current balance of unused hours across all years).