My employee requested time off and I approved it. When their approved PTO day arrived their plans changed and they did not take the time off OR they only took a portion of the planned time off. What happens next?

The employee who requested time off but did not take it is responsible for letting the admin know of the change.
​
Once the admin is informed, they can then edit or delete the approved Time Off request at any time. If they do this the hours will be restored to the employees balance and removed from Timesheets, Staffing and other reports.
​

​How can I make edits to time off requests after they’ve been submitted? For example, I would like to edit the note or amount of time requested.

You can edit time off requests from the Your Time Off page. Admins and users with "Manage time off" permissions can edit time off requests on behalf of others from the Team Time Off page. Learn more about editing time off requests in this article.

​I recently switched an employee from one policy to another, which resulted in her requested PTO being deleted. Is this expected behavior?

Yes, this is how it should function. The requested PTO was deleted because that employee was no longer associated with the policy. For instance, if they request 8 hours from a paid time off policy, and the admin removed them from this paid time off policy their requested PTO will be deleted. The employee would need to request the time off again under the new policy.
​
​

How should I setup parental leave/sabbatical policy since this isn’t accrued time off.

We would recommend setting this up as a policy with unlimited time off.

Can I edit policy details without deactivating the policy and starting over?

You can only edit the Policy Name, Approval Type, Approvers and Description without deactivating a policy:

Can I set a policy to auto-approve requests, or to have specific approvers to receive notifications & approve the requests?

Yes, you can set policies to auto-approve requests as well as require specific approvers to review. Learn more about either option in this article.

We offer our employees 12 hours PTO that can be used for training per year, plus a $1000 budget that can be spent towards that training. How can I track what has been used by employee of the $1000 budget?

Currently this is not supported and would need to be done outside the software.
​

​When an employee opts for overhead PTO or overhead sick time, it does not deduct from their allocated time. Deductions only occur when the employee requests time off. Is there a way to only have one option?

Once employees have been added to a policy, they will no longer be able to choose the overhead categories associated with that policy on their timesheet.
​

​When our employees work more hours than expected during a week, we allow them to “bank” those hours and apply them for future time off. How can I create a Time Bank policy for this use case?

Currently time banking is not supported by the feature directly. Our suggestion would be for an admin to manually add those extra hours directly into that employee’s PTO balance.
​

​Do the notes for when you add or subtract hours show up as a list accessible for both the employee and admin?

Yes, these notes are visible to both on Time Off page.

​

How do you handle prorated vacation for someone starting mid-year?

You can use the starting balance to account for this when adding them to the policy.

What happens to the accrual numbers when time off is approved and then deleted by admin?

Note that there was a bug affecting this workflow initially, but it’s now fixed. The hours will be restored - if this is not happening for you please reach out to us.

Can you have a different accrual date for each employee on the policy? All of our employees acrue time based on their first day so every employee is acruing at different times.

No, we don’t support anniversary accrual.
​

​We grant a portion of PTO on day one of hire and then renew on their anniversary. Is there a way to grant the time on a given date.

No, we don’t support anniversary accrual.

​Can you back log vacation time used/remaining from last year? Or should we start fresh?
Yes, you can use the starting balance for this purpose when first using Monograph Time Off. And in subsequent years, the hours will roll over up to the maximum you choose when creating a policy.

When setting up the PTO policy I added the employees balance from 2023 and we have a fixed 120 hours starting at the beginning of the year. However when I set this up the 120 isn't added to their balance. How do I get the added 120 added - do I do that manually and then next year it will auto update?

If you start a policy with a once a year accrual after January 1, then yes you would need to enter a starting balance for that year when you first assign the employee or manually add those hours to their balance if you didn’t include the starting balance. In subsequent years, all hours will be accrued on January 1.

​

​Is it possible to assign Holidays to actual calendar days? These days are the same for every employee and are not elective.

Yes! You can set up company holidays for the current year, as well as future years. You can learn more here about setting up company holidays.

​
​
​
​
​
​
​
​
​
​
​
​
​
​
​
​
​
​
​