Create & Configure PTO Subgroups - Knowledge Base | BerniePortal

Creating and Configuring PTO Subgroups

BerniePortal's flexible PTO feature allows you to create customized policies that perfectly match your organization's unique time-off requirements. Whether you need different policies for various departments, locations, or employee types, subgroups make it simple to manage diverse PTO needs within one system.

To access: 
  1. Log in to BerniePortal as the employer or a PTO feature administrator
  2. Select “PTO” in the top navigation menu
  3. Select “Subgroups” in the secondary navigation menu
  4. To add a new subgroup, enter the name in the “PTO Subgroup Name” text box, and select “Add” in blue
  5. Select the Subgroup name in blue to configure

Note: PTO configuration options vary based on the selected PTO approach. Learn more about PTO approaches in BerniePortal to choose the best method for your organization.

Configure page: 

  2. Subgroup Name
    1. To adjust the name of the subgroup, type in the ‘Subgroup Name’ field 
  3. PTO Calculation Method
    1. Use the dropdown menu to select your preferred calculation method (Annual Allotment or Accrual Bank approach)
  4. Work Day Length
    1. Configure your organization's standard work day hours using the dropdown menu
    2. This determines how many hours are deducted when employees request a "Whole Day" of PTO
  5. Description of PTO Policy
    1. Enter your organization's PTO policy details in the “Description of PTO Policy” text box
    2. This information will be visible to employees in their portals for easy reference
  6. Import Data From Another PTO Subgroup (Optional)
    1. If you have similar subgroups, click “Import PTO Data from Another Subgroup” in the top right corner to copy settings and modify as needed
  7. Save

PTO Amounts page:
  1. Subgroup holidays
    1. Toggle “Subgroup Holidays” to “ON”
    2. Enter holiday start and end dates- Click “Add” to save each holiday
    3. Remove holidays by hovering over the action wheel and selecting 'Remove'

  2. PTO Days, Vacation Days, Sick Days, and Personal Days
    1. Use the toggle icon next to each time off type to toggle the category on or off 
    2. Annual Allotment Approach
      1. Distribution Type
        1. Flat Amount: All employees receive the same annual PTO allocation
          1. If ‘Flat Amount,’ enter the annual accrual amount

        2. Based on Years of Service: Create tiered systems that reward tenure
          1. If ‘Based on Years of Service,’ enter the years of service range, specify annual accrual amounts for each tier, and click “Add” to build your accrual schedule

      2. Allotment Date
        1. Choose when the PTO year renews (calendar year, fiscal year, or anniversary dates)
        2. ​
      3. Accrual Timeframe
        1. Monthly: 1/12 of annual balance granted each month
        2. Quarterly: 1/4 of annual balance granted each quarter
        3. Annually: Full balance granted at year start

      4. Rollover Settings
        1. Enable/disable rollover functionality
        2. Set maximum days that can roll over to the next year

    3. Accrual Bank Approach
      1. Distribution Type
        1. Configure the same distribution options as the Annual Allotment approach, with the added flexibility of negative and positive balance limits 

        3. Click here for detailed information on negative and positive limits
      2. Accrual Timeframe
        1. Configure the same distribution options as the Annual Allotment approach
  3. Floating Holidays
    1. Floating holidays provide employees with flexible time off for personal, cultural, or religious observances
    2. Toggle 'Floating Holidays' to 'ON'
    3. Choose distribution type (flat amount or service-based)
    4. Set annual amounts, positive limits, and negative limits (if applicable)
    5. For service-based: Enter years of service ranges and corresponding allocations

  4. Save you configuration
    1. Remember to save your configuration once all settings are complete! Your new subgroup will be ready for employee assignment and immediate use.
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