How I track PTO
I think Paid Time Off should be taken, and tracked, by the hour. I used a ‘rule of 3’ for taking Time Off. Give notice of your intention to take Time Off three times the amount of Time Off beforehand.
Leaving an hour early? Let me know by 1:00 PM. Taking off for a month? Let me know three months ahead of time.
You might think this is too short of a notice. Change it. I found that we could always work around someone’s absence.
We tracked Paid Time Off (PTO) by the hour to give staff as much flexibility as possible.
Paid Time Off is usually thought of as having three components - vacation time, holidays, and personal (or sick) days. I think the only value in this distinction it to arrive at the total number of days, which I would immediately convert to hours.
So in the system we used, the most common PTO allowance was 160 hours - two weeks vacation, seven holidays, three personal days.
An additional 8 hours were added to the allowance every year after the second year.
Here’s how you track PTO in MyCorbu. It is really easy. You can login to the ‘Test Drive’ account to see it first hand.
From the Admin page, click the “Staff Details” button.
On the table of staff members you can add their PTO Allowance by clicking in the cell and completing the pop up form.
From there, choose the “detail” link for the individual.
Scroll down to the Overhead Time table where you will find the PTO hours taken by the individual for the timeframe that you select. Their allowance is shown in the details at the top of the page.
Each year adjust their allowance according to your policy for carrying over unused hours (or deficit), and any changes in their overall allowance.
To set up this system, you only need a single PTO Project-Phase that everyone uses; and PTO Allowances.