Managing time off can be tricky and time consuming. HR professionals and managers are expected to handle time off requests, pay employees accurately based on policies, show consistency in holding employees accountable for absences, and comply with laws. While software shouldn’t be a substitute for training, a HRIS can be helpful in managing a company’s time off needs.
Managing Paid Time Off
Paid time off (PTO) often contains many moving parts. Employees may accumulate PTO week by week, or may become eligible for a certain amount of PTO at the beginning of a new year. As employees use PTO, it may come from different categories (such as sick or vacation time) or it may be deducted from a single balance.
In addition to managing the debits and credits to PTO balances, HR professionals and managers are often charged with managing employee time off requests. This can be messy if a system isn’t organized and employees may become disheartened if their time off requests are lost, forgotten, or otherwise not honored.
A HRIS can be used to automate the management of PTO. The system can be set to automatically add time to PTO balances and to send alerts to management when there is a request for time off or a question about which type of PTO is being used. A HRIS can also set reminders for time off requests in scheduling modules to minimize the potential for errors or forgotten time off requests.
Holidays and Scheduled Time Off
Remembering to factor in paid holidays and other scheduled time off can be tough with all of the other obligations that often accompany these periods. An HRIS can be easily set up to automatically pay employees for scheduled days off, while also recording those paid days off appropriately.
Absences due to illness and personal needs must be managed at every organization. Managers and HR professionals should show compassion for employees requiring time off for these needs, but should also act according to policies. If a doctor’s note or other documentation is required, it’s important that consistency is maintained and each employee is held to the same accountability standards.
A library of policies and procedures housed within a HRIS can help both employees and managers to keep track of existing guidelines. If an absence doesn’t meet the standards for an excused absence, a HRIS can be instrumental in docking the employee’s pay and/or communicating applicable disciplinary action. If an employee habitually accumulates unexcused absences, a HRIS will also be helpful in tracking absences to spot patterns and provide documentation.
If an employee needs to take an extended period of leave due to an injury or life change, a HRIS can help an employer stay in compliance with laws and track the leave. A HRIS may be set up to record the time differently than time worked if the leave is paid, or to send alerts when a leave period has gone beyond time allowances. This could help an employer to avoid penalties while also setting precedence for how to manage future occurrences.
Managing various types of time off can be made easier with a HRIS. If you feel that a HRIS could help you with time off management, we can assist you with finding the perfect software. Call 866-629-1227 to speak with one of our professionals.