Posted by Lise' Cummings
Many times when talking with clients about their need for a more flexible PTO feature, they don't realize the robustness of the PTO Manager they already have within Microsoft Dynamics GP. GP's PTO Manager has the ability to do most any calculation for accruals that I come across. Believe it or not, you can combine two or more calculation factors to get one result. In some cases, you can even eliminate the need for multiple schedules to accommodate different accrual rates based on years of service. Below you will find an example of using multiple schedules to accommodate a single calculation that is based on hours worked and years of service.
| Let's say that an employee can earn PTO regardless of their employment status (full or part time) as long as they work a minimum of 72 hours per pay period. With each level of seniority, a different accrual rate is earned. For example, 0 to 2 years they will earn 5 hours per pay period (calculation factor is 5.00/72=0.06900), 2.01 to 5 years they earn 7 hours per pay period (calculation factor is 7.00/72=0.09700) and 5.01 years and beyond they will earn 9 hours per pay period (calculation factor is 9.00/72=0.12500). For this example seniority is based on their original hire date, carryover is allowed and there is no anytime maximum. Here are three pictures that show what the set up looks like in PTO Manager: |  |
| Schedule 2  | Schedule 1  |
The PTO Setup window below is where the PTO code is setup and will be the default that can be assigned to the employees. It is important to note that the schedules need to be assigned in a specific order in order for the calculation to work.
Once you have set up your schedules, then you can assign them to the employee in the employee PTO maintenance window. The Schedule 1 and Schedule 2 fields will be used to combine the two different calculation factors for determining whether the employee is eligible to earn PTO for that pay period. This will be based on if they worked at least 72 hours, their seniority level and what accrual rate they will earn. If the employee works below 70 hours no accrual will be calculated. When payroll is processed, PTO Manager will look at each employee’s original hire date to determine how many years of service they have and will automatically calculate their correct accrual rate without any human intervention. Here is how that set up looks for the employee:
