You only have to enter "P, S, HV, FP or FS" in the days they were used and the spreadsheet will calculate hours used.
Do not delete or cut multiple cells within the body of the PTO chart as there are hidden formulas between the rows that should not be deleted.
I suggested that you enter the PTO days you anticipate using through the year and change your projections later if needed once the time comes to use the time off
An caution message will automatically pop up if you are going to lose paid time off due to exceeding you annual PTO carryover balance.
An caution message will automatically pop up if you are going to use more PTO days in a year than what you have earned in that year.
(You may want to delete this message if FMLA is involved which would allow using more that your annual accrual amount)
A password is assigned to each PTO chart so that only the employee, their supervisor(s) and the Fiscal Officer can access the information.
We usually set the sizing of the spreadsheet to 75% so all the days of the month can be seen on the screen at one time.
Need to have a space before names to prevent the auto fill function from filling in names in the body of the chart
In the year that you go over 5 years you will need to make adjustments to the earned column for the months prior to switching to the 24 hours per month.
Enter final balance of PTO, Sick and Holiday Carryover hours from previous year PTO chart to the top of the chart for this year
The "Transfer to sick" balance will default to the maximum allowable days to prevent loss of any unused PTO days.
(The employee can increase this amount to a maximum of 96 hours per year.)
If the employee doesn't have any Honorary Vacation time then the two columns for HV can be hidden to increase print size.
List the name of any holidays taken in the comment section for that month. List unused holidays from the previous year as "carryover" holidays
List the names of the unused holidays in the cells below the monthly comments. List hours in the top section of the form for 2004 unused holiday hours.
The final column was added as an option for others (supervisors) to review and initial using hard copy or
the supervisor can just add comment boxes on the electronic copy of this form to help verify that the information has been reviewed and approved for that month
When the supervisor is signed on the system then their name will show at the top of the comment boxes when inserted
You will find most of the instructions listed above as comment boxes on the PTO chart as reminders
8e1ba89a-055f-47f8-891a-09d2800d3271.xls Instructions 11/15/2010 3:40 PM
DEPARTMENT PAID TIME OFF RECORD (PTO) FOR THE PURPOSE OF REPORTING FULL DAY ABSENCES - EXEMPT STAFF EMPLOYEES
Name: Last, First, MI Employee ID# : 1234567890 University Service Date: mm/dd/yy
Department: Name of Department Account Number: 12-345-67 PA Service Date: mm/dd/yy FTE: 100%
Appointment Term: 10 Mo. 12 Mo. X Rank: PA??
Record All Columns in Hours Unused Holiday Hours:
Hours Earned Each Month: 20 Date five years completed: mm/dd/yy Paid Sick Hon Vac 2003 = 0
Time Off Hours Hours 2004 = 0
For Calendar Year: 2004 Beginning Balances (from prior year) . . . . . . 0 0 0 Initials
Mo. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 *U *E *B *U *B *U *B
PTO sick HV Comments:
H H 0 20 20 0 0 0 0 New Year's Day & MLK
0 20 40 0 0 0 0
H 0 20 60 0 0 0 0 Campus Holiday
0 20 80 0 0 0 0
H 0 20 100 0 0 0 0 Memorial Day
0 20 120 0 0 0 0
H 0 20 140 0 0 0 0 Independence Day
0 20 160 0 0 0 0
H 0 20 180 0 0 0 0 Labor Day
0 20 200 0 0 0 0
H H 0 20 220 0 0 0 0 Thanksgiving & day after
H H 0 20 240 0 0 0 0 Christmas & New Year's Day
Totals 0 240 240 0 0 0 0 *U = Used
For further information on the Paid Time Off (PTO) policies go to:
http://www.indiana.edu/~uhrs/policies/nonunion/10.0/10.6.html Transfer to sick 0 0 *E = Earned
Record time off in hours with appropriate code: Final Balances 240 0 0 *B = Balance
P Paid Time Off I Injury FP FMLA using PTO (Total of PTO used can not exceed the amount earned in the year. This limit does not apply to FMLA.) Names of Unused Holidays:
H Holiday A Absent Without Pay FS FMLA using Sick
S Sick Time ML Military Training FU FMLA unpaid time
HV Honorary Vac CD Court Duty SWP Suspension with Pay
Employee Supervisor Fiscal Officer Department Head
Printed: 11/15/2010 3:40 PM