PrismHR Help · Public documentation for Microsoft 365 Copilot
This file is a combined export of PrismHR help topics in Time Off / PTO. Source help system: https://tech-docs.prismhr.com/SP_help/Default.htm Each topic is separated by a heading and includes its original URL.
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/PTO/ESS/Approve_Deny_PTO_Requests.htm
Path: PD/PTO/ESS/Approve_Deny_PTO_Requests.htm
After receiving notification of an employee’s request, managers can approve or deny the request from PrismHR.
Log in to PrismHR.
Open Approvals Pending (found in the Client menu under Client|Action).
Note: Note: Users might find it handy to save the form as a favorite so it is always easily accessible, or search for it when it is needed rather than using the menu.
[Image: screenshot]
Open the request by clicking Leave Request.
Review the details of the request and then click the appropriate button:
Approve: Approve the request. The request approval clears from the Approvals Pending form, and the employee receives notification that their request was approved.
Deny: Deny the request. You need to enter a reason for the denial and then press Tab, then you can select the checkbox and click the final Deny button. The reason you enter might be included in the e‑mail notification to the employee.
Close: Return to the Approvals Pending form.
[Image: screenshot]
Related Topics
Managers and Time Off in PrismHR
Working with Pending Approvals
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/PTO/ESS/ESS_Cancel_PTO_Request.htm
Path: PD/PTO/ESS/ESS_Cancel_PTO_Request.htm
Employees can cancel PTO requests in Employee Portal (EP) before they are approved by clicking the
[Image: screenshot]
button.
[Image: screenshot]
Related Topics
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/PTO/ESS/ESS_Login_Access_PTO.htm
Path: PD/PTO/ESS/ESS_Login_Access_PTO.htm
Employees log in to Employee Portal (EP) and access the paid time off (PTO) features.
Your organization determines the menu set up when creating the EP menus; see PTO in EP Menus.
The page displays:
The hours remaining, planned, and taken for each PTO benefit plan offered by the client
Upcoming Planned Time Off
The Time Off History
Employees can request time off by clicking the Request Time Off button, or delete unapproved requests by clicking the Cancel button.
[Image: screenshot]
Related Topics
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/PTO/ESS/ESS_Request_PTO.htm
Path: PD/PTO/ESS/ESS_Request_PTO.htm
Employees can submit requests for time off by clicking the
[Image: screenshot]
button in the Time Off page.
[Image: screenshot]
| a. | Select the Type of paid time off you want to request. |
|---|---|
| b. | Enter the Start Date of the time you want to request. |
| — | — |
| d. | You can enter a Comment regarding the request, if you want. |
|---|
If you need to specify the number of hours, select the Edit Hours tab and then enter the Hours for each day.
Click Submit.
Related Topics
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/PTO/ESS/Managers_and_Approvals.htm
Path: PD/PTO/ESS/Managers_and_Approvals.htm
If your organization wants worksite manager or trusted advisor users to approve leave requests as employee managers, there is some set up required. The user accounts must have the correct employee IDs and roles, and employees need to have the correct managers/supervisors assigned to them.
| a. | Enter the User ID. |
|---|---|
| b. | Make sure the appropriate Employee ID is assigned if the user is a worksite manager. |
| — | — |
| d. | Click Save. |
|---|---|
| e. | Repeat steps a through d for each user. |
| — | — |
Show me an example of the setup required for a worksite user account:
[Image: screenshot]
| b. | Select the Work tab. |
|---|
| d. | Click Save. |
|---|---|
| e. | Repeat steps a through d for each employee at the client. |
| — | — |
Show me an example of the Reports To field in the Employee Details Work tab:
[Image: screenshot]
Once employees make requests, the user reviews and approves them in Approvals Pending, the same as any other approval.
Related Topics
Editing a Worksite Manager User
Editing a Worksite Trusted Advisor
Employee Details Maintaining Work-related Employee Information
Working with Pending Approvals
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/PTO/ESS/PTO_Approval_Policies.htm
Path: PD/PTO/ESS/PTO_Approval_Policies.htm
Your organization must set up approval policies for paid time off.
Set up system- and client-level approval policies as needed. Select Leave Request from the Approval Type drop-down when creating the policy. (This is different from leave of absence, which is for absences that are not covered by any PTO register.)
[Image: screenshot]
[Image: screenshot]
Note: Note the following:
If you do not assign a PTO approver to an employee, all worksite managers/worksite trusted advisors with the H/R Action Approver H/R Role will receive the leave request approval.
See Setting Global Approval Policies for details on setting up system-level approval policies.
See Setting Approval Policies for details on setting up client-level approval policies.
Related Topic
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/PTO/ESS/PTO_in_ESS_Menus.htm
Path: PD/PTO/ESS/PTO_in_ESS_Menus.htm
In order for employees to submit requests using Employee Portal (EP), your organization needs to add the Time Off menu item to the menus for EP, either at the system level in the ESS Default Menu Builder in System Parameters or at the client level in the ESS Menu Builder in Client Details.
Show me an example of adding the Time Off menu item to the ESS menu:
[Image: screenshot]
Related Topics
Selecting Default Menus with ESS Menu Builder
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/PTO/ESS/View_Cancel_PTO_Requests.htm
Path: PD/PTO/ESS/View_Cancel_PTO_Requests.htm
You can review and make changes to employees’ time off (PTO) requests in the Planned Time Off Requests form.
Important! The system circumvents leave approval security configurations and workflows for users with access to this form, which can result in unexpected behavior.
Please note the following security used by this form:
Users with the PTO Administrator H/R Role and access to Manage Planned Time Off Requests can update leave for all employees in the client regardless of their Data Security access or the assigned PTO Approver.
Users without the PTO Administrator H/R Role and with access to Manage Planned Time Off Requests can update leave only for employees where the user has access via Data Security, regardless of the assigned PTO Approver.
The requests in the list are for employees at the active client who submitted them through Employee Portal (EP).
To view the planned time off requests for the client, do the following:
Go to the Planned Time Off Requests form. When the form opens, the following message displays, “Please wait while we get the leave requests.” (Note: This form defaults to the Display Pending and Display Approved options, so the system will display those entries.)
Use the filters at the top of the form to specify which requests to display.
If there is more than one page of results, the total number of pages displays above the results, and the Next Page and Previous Page buttons display at the bottom of the page. Long comments or multiple vouchers display additional lines on the form.
Note: Note: Each page displays up to 20 leave requests.
To make changes to an employee’s time off, you can:
Set an Approved request to Cancelled.
Set an Approved request to Paid. If you select Paid, then it is removed from this list and from any payrolls.
A yellow indicator [Image: screenshot] displays next to the start date if it is before the period end date of the last completed scheduled payroll batch for the employee’s pay group. The system considers it to be a “back dated” request.
The different statuses affect the system as follows:
| Status | Description |
|---|---|
| Pending | The Time Off request has not yet been approved, cancelled, or paid by the employee’s manager. Note: The request does not display on the timesheet in this status. |
| Approved | The Time Off request is approved and scheduled to be paid. > Note: Note the following: - If a manager cancels a Time Off request on this form and then the request is approved later on this form, the leave request indicator in the Summary Time Sheet Entry form is restored and the employee’s EP Time Off landing page displays the approved request. - The system does not record the user who approves a Time Off request as the leave approver in the Planned Time Off Requests form. Instead, the system displays the approver from the approval policy. |
To view a planned time off request’s changes, click the Audit Log icon
[Image: screenshot]
. The Audit Log Display opens, where you can click a log to display its changes. (See Viewing the Audit Log.)
Related Topic
Managers and Time Off in PrismHR
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/PTO/ESS/View_Cancel_PTO_Requests_WS.htm
Path: PD/PTO/ESS/View_Cancel_PTO_Requests_WS.htm
You can review and make changes to employees’ time off (PTO) requests in the Planned Time Off Requests form.
Important! The system circumvents leave approval security configurations and workflows for users with access to this form, which can result in unexpected behavior.
Please note the following security used by this form:
Users with the PTO Administrator H/R Role and access to Manage Planned Time Off Requests can update leave for all employees in the client regardless of their Data Security access or the assigned PTO Approver.
Users without the PTO Administrator H/R Role and with access to Manage Planned Time Off Requests can update leave only for employees where the user has access via Data Security, regardless of the assigned PTO Approver.
The requests in the list are for employees at the active client who submitted them through Employee Portal (EP).
To view the planned time off requests for the client, do the following:
Go to the Planned Time Off Requests form. When the form opens, the following message displays, “Please wait while we get the leave requests.” (Note: This form defaults to the Display Pending and Display Approved options, so the system will display those entries.)
Use the filters at the top of the form to specify which requests to display.
If there is more than one page of results, the total number of pages displays above the results, and the Next Page and Previous Page buttons display at the bottom of the page. Long comments or multiple vouchers display additional lines on the form.
Note: Note: Each page displays up to 20 leave requests.
To make changes to an employee’s time off, you can:
Set an Approved request to Cancelled.
Set an Approved request to Paid. If you select Paid, then it is removed from this list and from any payrolls.
A yellow indicator [Image: screenshot] displays next to the start date if it is before the period end date of the last completed scheduled payroll batch for the employee’s pay group. The system considers it to be a “back dated” request.
The different statuses affect the system as follows:
| Status | Description |
|---|---|
| Pending | The Time Off request has not yet been approved, cancelled, or paid by the employee’s manager. Note: The request does not display on the timesheet in this status. |
| Approved | The Time Off request is approved and scheduled to be paid. > Note: Note the following: - If a manager cancels a Time Off request on this form and then the request is approved later on this form, the leave request indicator in the Summary Time Sheet Entry form is restored and the employee’s EP Time Off landing page displays the approved request. - The system does not record the user who approves a Time Off request as the leave approver in the Planned Time Off Requests form. Instead, the system displays the approver from the approval policy. |
To view a planned time off request’s changes, click the Audit Log icon
[Image: screenshot]
. The Audit Log Display opens, where you can click a log to display its changes. (See Viewing the Audit Log.)
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/PTO/FrontMatter/PTO_UG_Chapter_EE_ESS.htm
Path: PD/PTO/FrontMatter/PTO_UG_Chapter_EE_ESS.htm
Employees can view, submit, and cancel PTO requests using Employee Portal (EP). They can access EP from a computer, tablet, or smartphone.
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/PTO/FrontMatter/PTO_UG_Chapter_Enroll.htm
Path: PD/PTO/FrontMatter/PTO_UG_Chapter_Enroll.htm
Your organization can manually enroll employees in Time Off plans, enter absences, and adjust Time Off registers.
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/PTO/FrontMatter/PTO_UG_Chapter_ESS_Setup.htm
Path: PD/PTO/FrontMatter/PTO_UG_Chapter_ESS_Setup.htm
Employees can submit paid time off (PTO) requests using Employee Portal (EP). Your organization needs to define a variety of settings to ensure that these process correctly.
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/PTO/FrontMatter/PTO_UG_Chapter_Inquiries_Reports.htm
Path:
PD/PTO/FrontMatter/PTO_UG_Chapter_Inquiries_Reports.htm
You can use different features to review employee PTO information.
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/PTO/FrontMatter/PTO_UG_Chapter_Managers.htm
Path: PD/PTO/FrontMatter/PTO_UG_Chapter_Managers.htm
When an employee submits a Time Off request, the manager/supervisor will receive in-product and e-mail notifications. The manager must log in to PrismHR (not Employee Portal (EP)) to manage their employees’ time off requests. Worksite managers and trusted advisors can view, approve, and cancel employee Time Off requests.
Make sure everything is set up so that worksite users can manage employee Time Off requests. For more information, see Managers and Approvals.
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/PTO/FrontMatter/PTO_UG_Chapter_Setup_PTO_Plans.htm
Path:
PD/PTO/FrontMatter/PTO_UG_Chapter_Setup_PTO_Plans.htm
Absence plans are unique to each client and can differ from the simple to the extremely complex. Once you set up the absence accrual files in PrismHR, the system automatically accrues paid time off benefits for each employee according to the parameters you establish.
Although it is important to understand how to establish these files, the real key to setting up the files correctly is understanding exactly how the client’s absence benefit plan works.
Use these instructions to learn how to:
Establish the absence benefit plan, including carryover rules and accrual rates
Determine how and when accrual calculations should occur
Set up codes to identify Time Off types, accrual schedules, and absences
[Image: screenshot]
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/PTO/FrontMatter/PTO_UG_How_System_Tracks_Absences.htm
Path:
PD/PTO/FrontMatter/PTO_UG_How_System_Tracks_Absences.htm
PrismHR tracks paid absences automatically during regular payroll processing. Users can manually enter unpaid absences and review them at any time on a number of different absence reports.
During Payroll calculation the system reviews the Pay Code record for each Pay Code entered on an employee’s timesheet.
If the Pay Code on the timesheet is associated with a Paid Absence Code and Updates Time Off Register is checked, the system updates the employee’s Time Off Register with the hours from the timesheet, deducting from the employee’s available Time Off balance.
If the number of Time Off hours exceeds the employee’s available Time Off balance, the system alerts the payroll processor with a warning, but allows processing to continue.
You can manually enter absences that are unpaid and other adjustments to the employee’s Time Off Register in the Time Off Adjustments form.
Note: Unpaid absences do not affect the Employee’s Time Off register totals, but they might be referenced in various reports and inquiries.
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/PTO/FrontMatter/PTO_UG_PTO_Benefit_Plans.htm
Path: PD/PTO/FrontMatter/PTO_UG_PTO_Benefit_Plans.htm
A Time Off plan, or absence plan, determines how much paid time off an employee can accrue. The employee Time Off register is the place where the system keeps track of how much has been accrued and taken by the employee.
The Time Off plan establishes limits on the amount of paid time off that may be earned. This is the number of hours that can be carried over from one plan period to the next, or the number of hours the employee can earn. Clients often have more than one Time Off plan, for example:
Vacation
Sick
Personal
Other plan types that represent time accrued and taken according to the client’s policy
You can also have more than one type of benefit plan, such as multiple vacation plans. The Benefit Plan is assigned to an employee at enrollment.
Note: Note: The Time Off accrual schedule indicates when employees accrue paid time off. The Time Off Plan indicates how much paid time off employees accrue.
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/PTO/Work-Center/GlobalPTO_AutoEnroll_Rpt.htm
Path: PD/PTO/Work-Center/GlobalPTO_AutoEnroll_Rpt.htm
Note: Note: You must activate the appropriate custom feature code to use global PTO features. For more information, see the Setting Up Global PTO Plans task sheet or contact PrismHR Customer Support.
Use the Global PTO Auto Enrollment Report to view a list of employee auto-enrollments in global PTO plans for a given payroll batch. You can also run this report directly during payroll batch processing.
This report can return data from initialized and posted batches.
To run the Global PTO Auto Enrollment Report:
Click Work Centers and select Work Centers|Time Off > Time Off Reporting. In the Time Off Reporting work center, select Global PTO Auto Enrollment Report.
Enter or select a payroll Batch ID.
Click Run.
The generated report includes the following data:
[Image: Example report output. The report displays the client, batch number, pay date, and total employees. The columns are: Client ID, Employee Name, Global PTO Benefit Plan ID, Worksite Location, Client PTO Benefit Plan? (Yes or No), Client PTO Benefit Plan ID, and Client PTO Benefit Plan Balance.]
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/PTO/Work-Center/Mass_Archive_Employee_PTO_Registers.htm
Path:
PD/PTO/Work-Center/Mass_Archive_Employee_PTO_Registers.htm
Use this feature to archive Time Off registers for multiple employees at once. For example:
[Image: screenshot]
Note: The Mass Archive Employee Time Off Registers form is only available for service providers.
To perform a mass archive of employee Time Off registers:
Field — Description
Accrual Schedule — Enter or select the Time Off accrual schedule for your active client. If you select this field, the Select Accrual Schedule form displays. You can either select from the list that displays or search for a specific accrual schedule by entering it in the field. After you select one of the accrual schedules, the form closes and it displays in the Accrual Schedule field back in the Mass Archive Employee Time Off Registers form. Note: The list of accrual schedules that display are the same as those available to the client in the Time Off Type Code field on the Time Off Types form.
Time Off Plan — Enter or select the Time Off plan for your active client. If you select this field, the Select Time Off Plans form displays. You can either select from the list that displays or search for a specific Time Off plan by entering it in the field. After you select one of the Time Off plans, the form closes and it displays in the Time Off Plan field back in the Mass Archive Employee Time Off Registers form. Note: The list of Time Off plans that display are the same as those available to the client in the Plan Code field on the Time Off Plans form.
Note: If you select a different Time Off type or Time Off plan after selecting Find Employees, the following message displays, “Selecting a new Time Off Type or Time Off Plan will clear the current list of employees. Do you wish to continue?” Click Yes to clear the list of employees or No to cancel.
Yes: Archives all Time Off registers for the selected employees. (Note: After you make this selection, the Employee Time Off Register form no longer contains any evidence of this record.)
No: Cancels the archive and returns to the form where the Accrual Schedule and Time Off Plan selections still display.
Note: Note the following before clicking Archive Registers:
Archiving an employee’s Time Off register moves this employee’s posted record of all accrued, used, and carryover Time Off for employees in this accrual schedule. (The employees will no longer be enrolled in this Accrual Schedule and Time Off Plan.)
Performing a mass archive does not include Global PTO.
If you click Archive Registers without selecting the Accrual Schedule or Time Off plan, the following message displays, “Registers can only be archived after selecting employees. Select an Accrual Schedule and Time Off Plan to list employees.”
If you click Archive Registers without selecting an employee, the following message displays, “Select at least one employee register to archive.”
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/PTO/Work-Center/PTO_Accrual_Recalculation_Form.htm
Path:
PD/PTO/Work-Center/PTO_Accrual_Recalculation_Form.htm
You can use the Time Off Accrual Recalculation form to recalculate time off accruals for the selected Time Off Type, Accrual Schedule, and Time Off Plan for the current plan year. (The date range automatically adjusts for each employee based on the year-end date in their register.)
Important! The Time Off Accrual Recalculation form does not work with Global PTO.
The Time Off Accrual Recalculation form is helpful in case the initial setup was incorrect or you need to make a bulk adjustment. However, you must first update the Time Off plan/register for a time off recalculation to appear. For example:
[Image: screenshot]
Note: This feature is only available for service providers.
Important! At this time, a note displays stating that using the accrual recalculation tool might adversely impact employees who have forced time off accrual on manual or special batches is a preparatory warning. The system functionality to force time off accruals on manual or special payrolls will be included in a future release.
To recalculate time off accruals:
Enter or select the Time Off Type.
Select the Accrual Schedule.
Enter or select the Time Off Plan.
Select Preview. The system processes the Time Off registers for that client, accrual schedule, and Time Off plan for the current plan year. (The date range automatically adjusts for each employee based on the year-end date in their register.)
Enter a Comment on Adjustment that will display on the time off adjustment.
Click Process Recalculation. A window opens that displays the processing steps.
Click Close. A message displays, “Update Completed.” Click OK to continue.
Click Download Report to view the time off accrual recalculation details on-screen. (You can save the file by clicking XLS.) The report displays on-screen. (You can also select Download Report to save this report.)
Note: Note the following:
Each employee has one written absence journal where the system writes the actual Time Off register once with the adjustment amount.
You can update accruals in the current plan year, but cannot close out the plan year or reset the YTD hours taken.
This process does not include carryover hours.
The adjustment effective date is based on the recalculation date.
Users whose role is set to INQUIRY for the Time Off Accrual Recalculation form cannot access this form.
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/PTO/Work-Center/PTO_Adjustments_and_Maintenance_Forms.htm
Path:
PD/PTO/Work-Center/PTO_Adjustments_and_Maintenance_Forms.htm
The Time Off Adjustments and Maintenance Center provides convenient access to the forms required to perform the following functions:
Adjustments
Employee Absence: Use the Employee Absence Entry form to enter employee absences from work. This is time off that will affect the employee’s Time Off register. (See Entering Employee Absences.)
Employee Time Off Register Adjustment: Use the Employee Time Off Register Adjustment form to adjust an employee’s number of accrued hours or carryover hours from a previous year. You can also adjust the accrued through date. (See Adjusting Accrued or Carryover Hours for Employees.)
Time Off Register Adjustment Import: Use the Time Off Register Adjustment Import process to import time off adjustment information and to generate an error report and a transaction report. (See Importing Time Off Adjustment Information.)
Time Off Accrual Recalculation: Use the Time Off Accrual Recalculation form to recalculate time off accruals for the selected Time Off Type, Accrual Schedule, and Time Off Plan for the current plan year. (The date range automatically adjusts for each employee based on the year-end date in their register.) This form is helpful in case the initial setup was incorrect or you need to make a bulk adjustment. However, you must first update the Time off plan/register for a time off recalculation to appear. (See Recalculating Time Off Accruals.)
Maintenance
Employee Time Off Register: Use the Employee Time Off Register form to view paid time off for an employee, including the details of time accrued and taken. (See Performing an Employee Time Off Register Inquiry.)
Employee Time Off Register Inquiry: Use the Employee Time Off Register Inquiry form to view an employee’s accrued paid time off and a list of time taken. (See Viewing Employee Time Off Register.)
Mass Delete Employee Time Off Registers: Use the Mass Delete Employee Time Off Registers form to delete Time Off registers for multiple employees at once. For example, you can use this process if your client restructures their time off (including the register) and wants to remove all terminated employees’ bank records. (See Deleting Mass Employee Time Off Registers.)
Note: If you do not have access to a form in the Time Off Adjustments and Maintenance Center, it does not display in the list.
To access the Time Off Adjustments and Maintenance Center:
On the Work Centers panel, click Time Off Adjustments and Maintenance.
Select the form you want to access. (You can still access the forms by entering the form name in the Search menu or selecting it from the regular menus.)
To get detailed instructions for using the open form:
To return to the Time Off Adjustments and Maintenance page:
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/PTO/Work-Center/PTO_Leave_Request_Management.htm
Path:
PD/PTO/Work-Center/PTO_Leave_Request_Management.htm
The Leave Request Management Center provides convenient access to the forms required to perform the following functions:
Note: This form is only available for service providers.
Note: If you do not have access to a form in the Leave Request Management Center, it does not display in the list. (See the Human Resources User Guide for more information about these forms.)
To access the Leave Request Management Center:
On the Work Centers panel, click Leave Request Management.
Select the form you want to access. (You can still access the forms by entering the form name in the Search menu or selecting it from the regular menus.)
To get detailed instructions for using the open form:
To return to the Leave Request Management page:
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/PTO/Work-Center/PTO_Plan_Setup_and_Enrollment_Forms.htm
Path:
PD/PTO/Work-Center/PTO_Plan_Setup_and_Enrollment_Forms.htm
The following forms display in the Time Off Dashboard after selecting Time Off Plan Setup and Enrollment on the Work Centers Quick Access panel:
[Image: screenshot]
The Time Off Plan Setup and Enrollment Center provides convenient access to the forms required to perform the following functions:
Plan Setup
Note: The Time Off Setup Workflow form is only available for service providers. For more information about the Time Off Setup Workflow process, see Using the Time Off Setup Workflow Process.
Maintenance
Time Off Plans (Plan Setup Step 1): Use the Time Off Plans form to define time off plans that determine employee paid time off accruals. (See Defining Time Off Plans.)
Time Off Types (Plan Setup Step 2): Use the Time Off Types form to restrict the number of register types that can be assigned to an employee to avoid employee time off register duplication. (See Defining Time Off Types.)
Time Off Accrual Schedules (Plan Setup Step 3): Use the Time Off Accrual Schedules form to create or update a Time Off accrual schedule. (See Creating Time Off Accrual Schedules.)
Time Off Pay (Plan Setup Step 4): Use the Time Off Pay form to create codes for all absences, paid and unpaid. (See Creating Time Off Absence Codes.)
Time Off Auto Enroll Rules (Plan Setup Optional): Use the Time Off Auto Enroll Rules form to specify plans that automatically enroll new employees. (See Specifying Time Off Auto-enroll Rules.)
Enrollment
Time Off Register Enrollment: Use the Time Off Register Enrollment form as a quick way to build up a list of employees in a plan and assign them their first Accrued Thru Date. (See Manually Enrolling Employees in Time Off Register.)
Time Off Auto Register Enrollment: Use the Time Off Register Enrollment form to manually enroll employees in paid time off register and set the starting hours. (See Processing Time Off Auto Register Enrollment.)
Note: If you do not have access to a form in the Time Off Plan Setup and Enrollment Center, it does not display in the list.
To access the Time Off Plan Setup and Enrollment Center:
On the Work Centers panel, click Time Off Plan Setup and Enrollment.
Select the form you want to access. (You can still access the forms by entering the form name in the Search menu or selecting it from the regular menus.)
To get detailed instructions for using the open form:
To return to the Time Off Plan Setup and Enrollment page:
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Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/PTO/Work-Center/PTO_Reporting_Forms.htm
Path: PD/PTO/Work-Center/PTO_Reporting_Forms.htm
The Time Off Reporting Center provides convenient access to the forms required to perform the following functions:
Reporting
Eligible Time Off Report: This report provides a listing of employees’ hours worked and employment dates to determine time off eligibility.
Employee Time Off Detail Report: This report provides information about employees’ paid time off.
Employee Time Off Summary Report: This report summarizes various types of time off for an employee.
Time Off Approval Report: This report displays a summary of all time off requests not yet approved, planned, or already taken for a given time for the organization’s employees.
Time Off Hours Taken Report: This report provides a listing of paid time off taken per employee.
Pay Period Time Off Report: This report provides a listing of employees’ time off by payroll and year-to-date.
Note: If you do not have access to a form in the Time Off Adjustments and Maintenance Center, it does not display in the list. (See the Payroll Reports Guide for more information about these reports.)
To access the Time Off Reporting Center:
On the Work Centers panel, click Time Off Reporting.
Select the form you want to access. (You can still access the forms by entering the form name in the Search menu or selecting it from the regular menus.)
To get detailed instructions for using the open form:
To return to the Time Off Reporting page:
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/PTO/Work-Center/PTO_Work_Center.htm
Path: PD/PTO/Work-Center/PTO_Work_Center.htm
The forms that you need to perform a Time Off process, change, or setup are available together in the Time Off Work Center, which is accessible from the Work Centers Quick Access panel. (Note: You can still access the individual Time Off forms from their respective menus on the menu bar.)
Important! This original Time Off Workflow process has been replaced by the enhanced Time Off Setup Workflow process (see Using the Time Off Setup Workflow Process), which provides user-friendly forms to process employee time off plans for your clients. (You can only edit existing plans in the legacy Time Off Work Center. Click
[Image: screenshot]
in the header area of the Time Off Setup Workflow form to access the legacy Time Off Work Center.)
Note: The Time Off Setup Workflow feature is only available for service providers.
The following centers display in the Time Off Work Center:
[Image: screenshot]
Note: This feature is only available for service providers. However, if you apply the service provider dashboard (HRPY.WORK_DASH or HRPY.WORK_ENHANCED.DASH) to a worksite manager/worksite trusted advisor role in the Global Configuration form, when you log in to one of the Time Off work centers as a WSM/WTA that has that center’s process ID added to their user role the menu displays on the dashboard in the Quick Access panel.
The Time Off Work Center provides access to the following:
Leave Request Management: Provides access to the forms where you can process approved, backdated leave requests for salaried employees by creating a manual check adjustment, and review and make changes to employees’ time off (PTO) requests. (See Accessing Leave Request Management Forms.)
Time Off Adjustments and Maintenance: Provides access to the forms where you can enter and maintain employee absences and the Time Off accrual schedules. (See Accessing Time Off Adjustments and Maintenance Forms.)
Time Off Plan Setup and Enrollment: Provides step-by-step access to the plan setup forms, and access to the Time Off enrollment forms. (See Accessing Time Off Plan Setup and Enrollment Forms.)
Time Off Reporting: Provides access to all the Time Off reports. (See Accessing Time Off Reporting Forms.)
Note: If you do not have access to a form in the Time Off Work Center, it does not display in the list.
When you select a center, another window opens that displays the forms you can access for that center. For example, selecting Leave Request Management opens the following window:
[Image: screenshot]
After you select an option from a center, the form associated with it displays. For example, if you select Backdated Leave Request Processing, the following form displays:
[Image: screenshot]
You can obtain instructions on how to use the form by clicking
[Image: screenshot]
(Help). You can also use the
[Image: screenshot]
option to open another form in the Time Off Work Center menu. For example, clicking
[Image: screenshot]
on the Planned Time Off Requests form opens the Leave Request Management Center.
[Image: screenshot]
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/PTO/Work-Center/Time_Off_Setup_Workflow_Process.htm
Path:
PD/PTO/Work-Center/Time_Off_Setup_Workflow_Process.htm
The forms that you need to set up time off are available together in the Time Off Setup Workflow process, where you begin by selecting Time Off Setup Workflow on the Client|Change menu. When you access this menu option, the Time Off Setup Workflow form displays. For example:
[Image: screenshot]
Important! This process only applies to setting up new time off plans, not editing existing plans. (You can only edit existing plans in the legacy Time Off Work Center. Click
[Image: screenshot]
in the header area of the Time Off Setup Workflow form to access the legacy Time Off Work Center. See Using the Time Off Work Center.)
Note: Note the following:
The Time Off Setup Workflow feature is only available for service providers.
You can also access the Time Off Setup Workflow form either by entering the form name in the Search menu or by selecting Time Off Setup Workflow in the Plan Setup column, which you can access on the Work Centers Quick Access panel after selecting Time Off Plan Setup and Enrollment.
You can use the Time Off Setup Workflow form to continue setting up in-progress time off plans or create new time off plans. (See Setting Up Time Off Plans.)
Note: To set up a new time off plan, click New Setup, which displays the Add Time Off Setup Batch form, where you can name the batch.
The Time Off Setup Workflow process provides access to the following:
Step 1, Time Off Type: Begin the time off setup process using the Time Off Type form, which you can access from the Time Off Setup Workflow form (see Setting Up Time Off Plans). In this step, you will set the type for the time off plan. (See Setting Time Off Plan Type.)
Step 2, Set Up Plans: Create or update the employee time off accrual schedule, plan, pay, and portal configuration. (See Setting Up Employee Time Off.)
Step 3, Time Off Confirmation: Review the saved information from steps 1 and 2 and make updates. (See Confirming Time Off Plan Settings.)
Finalizing the information: After confirming that the information is correct click Finish Setup, which commits the saved time off plans to the system.
Important! Clicking Finish Setup finalizes the time off plan information that you made in this workflow. If you need to make more updates, you must now make them in the legacy Time Off Work Center.
A message displays, “After finishing the setup all future updates will take place outside of this workflow. Do you wish to continue?” Click Yes to continue the process. The Creating Time Off Setups progress window displays. Click Close to return to the Time Off Setup Workflow form.
Note: Note the following:
If any errors display, close the progress window to return to the workflow and adjust the plan.
The time off plans you create display in the appropriate forms: PTO Classes, PTO Register Types, PTO Benefit Plans, and PTO Absence Codes.
Note: If you do not have access to a form in the Time Off Setup Workflow, it does not display in the list.
To help familiarize yourself with the new Time Off Setup Workflow terminology, note the following terms now in use when compared to the legacy Time Off Work Center terminology:
| Legacy Time Off Work Center Term | Time Off Setup Workflow Process Term |
|---|---|
| PTO Class | Time Off Type |
| PTO Register Type | Accrual Schedule |
| PTO Benefit Plan | Time Off Plan |
| PTO Absence Codes | Time Off Pay |
Note: For a detailed comparison of terminology changes, see Understanding Time Off Setup Workflow Process Terminology.
========================================================================
Source:
https://tech-docs.prismhr.com/SP_help/Content/PD/PTO/Work-Center/Time_Off_Setup_Workflow_Process_Terminology.htm
Path:
PD/PTO/Work-Center/Time_Off_Setup_Workflow_Process_Terminology.htm
The forms that you need to set up time off are available together in the Time Off Setup Workflow process, where you begin by selecting Time Off Setup Workflow on the Client|Change menu. When you access this menu option, the Time Off Setup Workflow form displays.
Note: This feature is only available for service providers.
Important! This process only applies to setting up new time off plans, not editing existing plans. (You can only edit existing plans in the legacy Time Off Work Center. Click
[Image: screenshot]
in the header area of the Time Off Setup Workflow form to access the legacy Time Off Work Center. See Using the Time Off Work Center.)
To ensure whether you have access to the Time Off Setup Workflow form, update your setting on the User Roles form. For example:
[Image: screenshot]
To help familiarize yourself with the new Time Off Setup Workflow terminology, note the following terms now in use when compared to the legacy Time Off Work Center terminology:
| Legacy Time Off Work Center Term | Time Off Setup Workflow Process Term |
|---|---|
| PTO Class | Time Off Type |
| PTO Register Type | Accrual Schedule |
| PTO Benefit Plan | Time Off Plan |
| PTO Absence Codes | Time Off Pay |
A comparison of the terminology used in the legacy PrismHR Time Off Work Center against its counterpart Time Off Setup Workflow process displays below:
| Legacy Form | New Form Name | Legacy Field/Option Name | New Field/Option Name |
|---|---|---|---|
| Employee PTO Detail Report | Employee Time Off Detail Report | Register Type | Accrual Schedule |
| Employee PTO Detail Report | Employee Time Off Detail Report | Class Description | Description |
| Employee PTO Detail Report | Employee Time Off Detail Report | PTO YTD Detail Report | Time Off YTD Detail Report |
| Employee PTO Detail Report | Employee Time Off Detail Report | PTO Absence Summary Report | Time Off Absence Summary Report |
| Employee PTO Detail Report | Employee Time Off Detail Report | PTO Absence Summary Report by Department | Time Off Absence Summary Report by Department |
| Employee PTO Detail Report | Employee Time Off Detail Report | PTO Absence Summary Report with Accrual Level | Time Off Absence Summary Report with Accrual Level |
| Employee PTO Detail Report | Employee Time Off Detail Report | PTO Absence Summary Report with Accrual Level by Location | Time Off Absence Summary Report with Accrual Level by Location |
| Employee PTO Detail Report | Employee Time Off Detail Report | PTO Absence Summary Report with Buyback | Time Off Absence Summary Report with Buyback |
| Employee PTO Detail Report | Employee Time Off Detail Report | PTO Absence Summary Report with Buyback by Department | Time Off Absence Summary Report with Buyback by Department |
| Employee PTO Detail Report | Employee Time Off Detail Report | PTO Absence Summary Report with Buyback by Location | Time Off Absence Summary Report with Buyback by Location |
| Employee PTO Detail Report | Employee Time Off Detail Report | PTO Absence Summary Report with Buyback by Pay Group | Time Off Absence Summary Report with Buyback by Pay Group |
| Employee PTO Detail Report | Employee Time Off Detail Report | PTO YTD Absence Report by Hours Used | Time Off YTD Absence Report by Hours Used |
| Employee PTO Detail Report | Employee Time Off Detail Report | PTO Payroll Equivalent Report For Current Year | Time Off Payroll Equivalent Report For Current Year |
| Employee PTO Detail Report | Employee Time Off Detail Report | PTO Payroll Equivalent Report For Previous Year | Time Off Payroll Equivalent Report For Previous Year |
| Employee PTO Register Adjustment | Employee Time Off Register Adjustment | PTO Register Type | Accrual Schedule |
| Employee PTO Register Adjustment | Employee Time Off Register Adjustment | PTO Benefit Plan | Time Off Plan |
| Employee PTO Register Adjustment | Employee Time Off Register Adjustment | PTO Absence Code | Time Off Pay Code |
| Employee PTO Register | Employee Time Off Register | Register Type | Accrual Schedule |
| Employee PTO Register | Employee Time Off Register | PTO Benefit Plan | Time Off Plan |
| Employee PTO Register | Employee Time Off Register | Stop PTO Accruals | Stop Time Off Accruals |
| Employee PTO Register | Employee Time Off Register | PTO Date | Time Off Date |
| Employee PTO Register | Employee Time Off Register | No PTO Details are recorded for this employee | No Time Off Details are recorded for this employee |
| Employee PTO Register Inquiry | Employee Time Off Register Inquiry | Register Type | Accrual Schedule |
| Employee PTO Register Inquiry | Employee Time Off Register Inquiry | PTO Benefit Plan | Time Off Plan |
| Employee PTO Register Inquiry | Employee Time Off Register Inquiry | PTO Detail | Time Off Detail |
| Employee PTO Summary Report | Employee Time Off Summary Report | PTO Plan Delimiter | Time Off Plan |
| Employee Voucher PTO | Employee Voucher Time Off | PTO Date | Time Off Date |
| Employee Voucher PTO | Employee Voucher Time Off | Absence Code | Time Off Pay |
| Employee Voucher PTO | Employee Voucher Time Off | Register Type | Accrual Schedule (taken time off) |
| Employee Voucher PTO | Employee Voucher Time Off | PTO Type | Accrual Schedule (accrued time off) |
| Employee Voucher PTO | Employee Voucher Time Off | Trigger Method | Accrual Frequency |
| Mass Archive Employee PTO Registers | Mass Archive Employee Time Off Registers | PTO Benefit Plan | Time Off Plan |
| Mass Archive Employee PTO Registers | Mass Archive Employee Time Off Registers | PTO Register Type | Accrual Schedule |
| Mass Delete Employee PTO Registers | Mass Delete Employee Time Off Registers | PTO Register Type | Accrual Schedule |
| Mass Delete Employee PTO Registers | Mass Delete Employee Time Off Registers | PTO Benefit Plan | Time Off Plan |
| PTO Accrual Recalculation | Time Off Accrual Recalculation | PTO Class | Time Off Type |
| PTO Accrual Recalculation | Time Off Accrual Recalculation | Register Type | Accrual Schedule |
| PTO Accrual Recalculation | Time Off Accrual Recalculation | Benefit Plan | Time Off Plan |
| PTO Approval Report | Time Off Approval Report | PTO Status | Time Off Status |
| PTO Approval Report | Time Off Approval Report | Display PTO Comments | Display Time Off Comments |
| PTO Auto Enroll Rules | Time Off Auto Enroll Rules | Date to use as the PTO Start Date | Date to use as the Time Off Start Date |
| PTO Carryover Loss Report | Time Off Carryover Loss Report | Register Type | Accrual Schedule |
| PTO Carryover Loss Report | Time Off Carryover Loss Report | PTO Benefit Plan | Time Off Plan |
| PTO Classes | Time Off Types | Class Code | Time Off Type Code |
| PTO Classes | Time Off Types | Class Description | Type Description |
| PTO Hours Taken Report | Time Off Hours Taken Report | PTO Code | Time Off Type |
| PTO Register Type | Time Off Accrual Schedules | PTO Type Code | Schedule Code |
| PTO Register Type | Time Off Accrual Schedules | Description | Description |
| PTO Register Type | Time Off Accrual Schedules | PTO Class | Time Off Type Code |
| PTO Register Type | Time Off Accrual Schedules | Year End Basis | Plan Year Based On |
| PTO Register Type | Time Off Accrual Schedules | Fiscal End Month/Day | Last Day of Fiscal Year |
| PTO Register Type | Time Off Accrual Schedules | Trigger Method | Accrual Frequency |
| PTO Register Type | Time Off Accrual Schedules | Trigger Date | On |
| PTO Register Type | Time Off Accrual Schedules | Print On Check | Print On Pay Stub |
| PTO Register Type | Time Off Accrual Schedules | Pay Stub Name | Description for Pay Stub |
| PTO Register Type | Time Off Accrual Schedules | Inactive Register | Inactive Register |
| PTO Register Type | Time Off Accrual Schedules | Paid Absence | Paid Absence |
| PTO Register Type | Time Off Accrual Schedules | Auto-enroll Through-Date is Day Before Start Date | Auto-enroll Thru Date is Day Before Start Date |
| PTO Register Type | Time Off Accrual Schedules | Display a Warning if Employee Uses More Hours Than Available | Payroll Warning if More Hours Used Than Available |
| PTO Auto-Enrollment Rules Maintenance | Time Off Auto-Enrollment Rules Maintenance | PTO Register Type | Accrual Schedule |
| PTO Auto-Enrollment Rules Maintenance | Time Off Auto-Enrollment Rules Maintenance | PTO Benefit Plan | Time Off Plan |
| PTO Benefit Plans | Time Off Plans | PTO Plan | Plan Code |
| PTO Benefit Plans | Time Off Plans | Plan Description | Description |
| PTO Benefit Plans | Time Off Plans | Calculation Basis | Accrual Method |
| PTO Benefit Plans | Time Off Plans | Annual Carryover | Annual Carryover |
| PTO Benefit Plans | Time Off Plans | Lifetime Maximum Carryover | Lifetime Carryover |
| PTO Benefit Plans | Time Off Plans | Negative Carryover | Alllow Negative Carryover |
| PTO Benefit Plans | Time Off Plans | Carryover Expiration | Carryover Expiration |
| PTO Benefit Plans | Time Off Plans | Suppress Print Period | Suppress Pay Stub Printing For |
| PTO Benefit Plans | Time Off Plans | Accrue on Arrears | Accrue On Arrear Voucher |
| PTO Benefit Plans | Time Off Plans | Add to Balance On First Accrual | Add Hours To Balance on First Accrual |
| PTO Benefit Plans | Time Off Plans | Plan Expires | Obsolete Date |
| PTO Benefit Plans | Time Off Plans | Usage Waiting Period | Usage Waiting Period |
| PTO Benefit Plans | Time Off Plans | Max Usage Limit Per Plan Year | Maximum Usage Limit Per Plan Year |
| PTO Benefit Plans | Time Off Plans | Stop Init If Exceed Limit | Display Payroll Warning when Maximum Usage Limit Exceeded |
| PTO Benefit Plans | Time Off Plans | Display Used Amt on Check Stub Memo | Display Used Amount on Pay Stub |
| PTO Absence Codes | Time Off Pay | Absence Code | Absence Code |
| PTO Absence Codes | Time Off Pay | Reason | Reason |
| PTO Absence Codes | Time Off Pay | Updates PTO Register | Updates Time Off Register |
| PTO Absence Codes | Time Off Pay | FMLA Leave | FMLA Leave |
| PTO Absence Codes | Time Off Pay | Global PTO | Use Global PTO |
| PTO Absence Codes | Time Off Pay | Pay Code | Pay Code |
| PTO Absence Codes | Time Off Pay | Pay Description | Pay Description |
| PTO Absence Codes | Time Off Pay | Register Types | Accrual Schedule |
| PTO Absence Codes | Time Off Pay | Description | Description |
| PTO Absence Codes | Time Off Pay | PTO Class | Time Off Type |
| PTO Absence Codes / Leave Request Processing | Set Up Plans (Portal Configuration panel) | Enable in Employee Portal | Can Request This Time Off Type in Portal |
| PTO Absence Codes / Leave Request Processing | Set Up Plans (Portal Configuration panel) | Minimum Hours per request | Minimum Hours Per Request |
| PTO Absence Codes / Leave Request Processing | Set Up Plans (Portal Configuration panel) | Maximum hours per request | Maximum Hours Per Request |
| PTO Absence Codes / Leave Request Processing | Set Up Plans (Portal Configuration panel) | Can request this many days in advance | Can Request This Many Days in Advance |
| PTO Absence Codes / Leave Request Processing | Set Up Plans (Portal Configuration panel) | May request with a negative balance | May Request With a Negative Balance |
| PTO Absence Codes / Leave Request Processing | Set Up Plans (Portal Configuration panel) | Maximum Negative Hours | Maximum Negative Hours |
| PTO Absence Codes / Leave Request Processing | Set Up Plans (Portal Configuration panel) | After leave is taken, requests can be made | After Leave is Taken, Requests Can Be Made: |
| PTO Absence Codes / Leave Request Processing | Set Up Plans (Portal Configuration panel) | Up to this many days in the past | Up to this many days in the past |
| PTO Absence Codes / Leave Request Processing | Set Up Plans (Portal Configuration panel) | Don not allow requests that occurred prior to the payroll in progress | Do not allow requests that occurred prior to the payroll in progress |
| PTO Absence Codes / Leave Request Processing | Set Up Plans (Portal Configuration panel) | At Any time | At any time |
| PTO Absence Codes / Leave Request Processing | Set Up Plans (Portal Configuration panel) | Suppress Notifications for Leave Requests | Suppress Notifications for Leave Requests |
| PTO Absence Codes / Leave Request Processing | Set Up Plans (Portal Configuration panel) | Auto-accept Leave Requests on time sheet | Auto-accept Leave Requests on Time Sheet |
| PTO Absence Codes / Leave Request Processing | Set Up Plans (Portal Configuration panel) | Leave Pay Code | Leave Pay Code |
| PTO Absence Codes / Leave Request Processing | Set Up Plans (Portal Configuration panel) | Pay Method | Pay Method |
| PTO Absence Codes / Leave Request Processing | Set Up Plans (Portal Configuration panel) | Leave Offset Pay Code | Leave Offset Pay Code |