Viewing Employee PTO Balances (Admin) - Knowledge Base | BerniePortal

Viewing Employee PTO Balances - Admin

View an employee's PTO details, including requests, balances, and approvers via the employee's "PTO" tab of their profile. 

To access:
  1. Log in to BerniePortal as the employer or a PTO feature administrator
  2. Navigate to the "Employees" tab in the top menu, locate the employee, and select their name to open their profile
  3. Select the "PTO" tab within the Employee Profile



Balances
The “Balances” section provides a real-time view of an employee's current PTO balances across all policy types.

Manual Adjustments:
  1. Need to modify a balance? PTO balances can be manually adjusted directly from this section
  2. Check out the video at the end of this article for step-by-step instructions!
Future PTO Estimator: 
  1. This helpful tool calculates estimated PTO balances for any future date, assuming no additional time off is taken from the date of calculation


Requests
The “Requests” section organizes all PTO requests into three clear categories for easy management.

Pending Requests:

  2. Displays currently open PTO requests awaiting approval or denial
  3. Administrators can manage these requests directly in the Employee Profile
  4. Hover over the action wheel at the end of any request
  5. Select “Approve” or “Deny” to process the request
Approved Requests:

  2. Displays approved PTO requests scheduled for future dates
  3. Administrators can “Rescind” approved future PTO from this area
  4. Hover over the action wheel at the end of any request
  5. Select “Rescind” to cancel approved future time off as needed
Used Requests:

  2. Displays approved PTO requests that have already occurred
  3. Administrators can “Rescind” PTO from this area: 
  4. Hover over the action wheel at the end of any request
  5. Select “Rescind” to  reverse previously approved time off when necessary


Accrual History 
The “Accrual History” section provides a complete chronological record of all PTO accruals, including both automated policy accruals and manual administrator adjustments.


Understanding Accrual History table:
  1. PTO Type- The type of time off (PTO, Vacation, Sick, Personal, Floating Holiday)
  2. Date- When the accrual occurred
  3. Amount- Hours added to or deducted from the balance
  4. New Balance- Updated balance after the accrual
  5. Old Balance- Previous balance before the accrual
  6. Approver- Administrator who processed the adjustment, or "System Generated" for automated policy accrual


Approvers
The "Approvers" section manages who has permission to review and approve PTO requests for this employee. 

To add a PTO Approver: 
  1. Enter the approver's name in the "Add a New PTO Approver" field, select it when it appears, then select "Add”

  3. Once assigned, the approver will be able to review and process PTO requests for all employees under their management

Directions below on how to make manual adjustments to PTO balances:
 

Note: Want to review a report of all employee time information in one place? Check out the below reports to learn more. 
  1. Paid Time Off Report
  2. Payroll - Time & PTO
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