Beginning Balance / New Year

•If you are manually managing employee PTO balances, make sure to check and adjust the beginning balance after creating the first check for an employee in a year.

•Check the beginning balances if you delete all of an employee's checks for a year, if you edit or delete an employee's only (first) check of the year, or you enter/edit/delete a check from a prior year.

PTO 'Year'

•Medlin Payroll Software uses Jan 1 through Dec 31 as the PTO 'year'.

•We do not offer an option to track and award PTO for any other 'year'.

Awarding and calculating PTO when a pay period covers dates in two years

•If you award PTO by the hour (instead of awarding the full amount at the start of the year) and you have an employee who wants to 'use up' their PTO at the end of the year, you may have some manual adjustments to make.

•The best way to explain is to use an example.

•You will have to consider your own payroll process and make adjustments to fit your specific situation.

•For this example, we will use a weekly pay period.

•The week will be December 31 through January 6.

•Your pay date for that week is January 7.

•The employee has 2 hours of PTO available, and elects to go home sick 2 hours before closing on Dec 31.

•First issue

•The January 7 check stub will not have the proper PTO balances for the new year.

•A separate note to the employee will be needed, showing the 2 hours of PTO came from their prior year balance, as well as their proper balance for the new year.

•You may also want to strike through the PTO information on the January 7 check stub.

•Second issue

•Once you get the January 7 payroll done, you will need to increase that employee's beginning PTO balance by the 2 hours, since the January 7 check will have reduced their balance for the new year by the 2 hours the employee was able to use from the prior year.