Skip to main content

PTO (Basic)

Worksana's feature set to handle basic PTO and Sick Pay tracking needs

Z
Written by Zack Pierce
Updated over 7 months ago

Worksana offers a full PTO Suite (available as an add-on at an additional cost), but not every company needs the full workflow for requests, approvals, and balances. Many companies already manage PTO through their payroll provider or handle it offline. For those cases, Worksana includes a basic way to track PTO and other types of paid-but-not-worked time in its base subscription.

We call these Adjustments.

What Are Adjustments?

Adjustments let you record time entries that aren’t tied to hours actively worked. Examples include:

  • PTO

  • Vacation

  • Sick Pay

  • Jury Duty

  • Meal Premiums

Adjustments appear in Worksana reports and exports alongside regular hours, keeping your team and payroll aligned.

How to Set Up Adjustment Types

  1. Open System Settings

    • Click your company logo at the bottom of the left-hand navigation menu.

    • Select System Settings.

  2. Go to Adjustment Types

    • Click the Adjustment Types tab.

  3. Add a New Type

    • Click the Add button.

    • Enter a name (e.g., PTO, Vacation, Sick Pay).

    • Save.

How to Use Adjustments

  1. Open an Employee Timecard

    • Go to Timecards.

    • From the Timecards Overview screen, click on the employee’s first name.

  2. Add an Adjustment

    • Find the date you’d like to add an Adjustment to.

    • Hover over the row and click the ADJ button.

    • A window will open showing your available Adjustment Types.

    • Enter the number of hours needed and click Save.

  3. Remove an Adjustment

    • Click the ADJ button again.

    • Change the value back to 0.

    • Save.

How Adjustments Display

  • Adjustments appear on their own row in the timecard.

  • Totals are calculated independently of hours worked.

  • Adjustments do not count toward overtime accruals.

Reporting on Adjustments

To get a summary over a date range

  • In Timecards, use the Custom Date Range selector (e.g., year-to-date).

  • Run the appropriate export.

Exports that include Adjustments

  • Employee Timecards (XLS and PDF): Shows all shifts and adjustments, employee by employee. Good for detailed review.

  • Audit Summary (XLS, XLS 2, XLS 3, and PDF): Shows one employee per row with totals by column. Includes both worked time and adjustments.

  • Adjustment Summary (XLS): Shows one employee per row with totals by column. Displays adjustments only.

Worksana does offer a full PTO Accrual/Tracking/Request suite. This is an additional $2.50/month per employee with a $100/minimum. It is currently in open beta. Contact your support representative to learn more if interested.

Suggested Article: How to apply a rate multiplier for hours worked on a Holiday

Did this answer your question?