Flexible PTO allows employees to accrue PTO based how many hours they work.
- Employees must request PTO from the Everee mobile app or Admins can create the request on behalf of the employee
- Admins will receive an email notification regarding each PTO request
- Admins have the option of approving or denying this request
- Admins can view and manage all PTO requests (pending approval, approved and denied)
- Employees can see the status of any request from the Everee mobile app
Establishing your PTO policy
Everee admins have a choice when it comes to PTO. They can offer Unlimited PTO or Flexible PTO. To create a policy admins can do this from "Policies" in the left-hand navigation, then clicking "Create PTO Policy."
Everee admins can set the date on which they want the PTO policy to be active. Currently, only 1 policy can be active at a time. The new policy will become effective on the date the admins set, whether that date is the current day or in the future.
Flexible PTO Eligibility
Flexible PTO is eligible for all employees, all full-time employees, or only salaried employees. For hourly employees you can set company policies which determine how many hours qualify as "full-time" as well as the expected hours for each individual employee. If an employee's typical hours are below the full time hours threshold, the employee is considered part-time.
Everee admins are able to establish the default accrual rate for their company.
Additionally, limits can be set on how much PTO any employee can accrue.
If necessary, this setting can be overridden on a per-employee basis by entering those values in the Policies section of the Employee Details screen. Overridden settings take effect on the next accrual, which is the next payroll payment made to that employee. It’s also possible to override the employee's current PTO balance by simply entering the new desired balance. This balance adjustment will be reflected immediately and on the employee's next pay stub.
Requesting and viewing PTO (for employees)
When an employee is enrolled in a Flexible PTO policy, they will see their available PTO balance on the Time Off screen in the Everee mobile app. There, employees can check their accrued PTO balance, the total of any future PTO requests that have been created, and the available hours that they can request based on the current day's balance. They can also review or delete any future PTO requests.
When an employee is requesting PTO, they can choose the dates for the request, input the number of hours being requested for each day (if the same hours for all days, employees can tap the "copy to all" button), see the total hours requested, and see the hours they have available to request, as well as add a note to the request approver.
Employees are not prevented from requesting PTO that exceeds their available PTO balance. In this situation admins will see a warning message, and can decide how to proceed. Admins can modify the PTO request to only pay out an amount of PTO the employee has actually earned, or simply accept the request and allow the EE’s PTO balance to fall below zero.
Negative PTO balances are permitted, and are treated just like positive balances. If an employee's PTO balance is below zero, accruals or manual adjustments may raise the balance until it is above zero, at which point the warning messages will no longer appear.
Employees are also warned if their request will put their balance below 0, based on the current day's accrued balance.
Managing PTO for your team
For any PTO requests admins will receive an email regarding the request with the ability to view details and approve or deny. Admins can also manage all employee PTO from Time>Time Off. Requests can be approved and denied.
Creating PTO for a teammate
In the event the employee can't request PTO from the Everee mobile app, Admins can create PTO for employees as a backup.
PTO Termination Payout
An employee's PTO balance is not automatically paid-out upon termination. When this is necessary, the Everee admin should create a custom payment for the appropriate amount and manually adjust the employee's PTO balance to zero. If the balance is not adjusted to zero, the terminated employee's PTO balance may still appear as a liability.