{ "media_type": "text", "post_content": "We have a fixed PTO time plan (very generous) but leftover rates by now are enormous. It’s gonna be about 160 hours of unused PTO per employee in the end of the year, and we only rollover 80. We thought about rolling over everything, but then accruals get too high. Does anyone have creative ideas how we can roll over excessive hours and don’t make them wages at the same time...", "post_id": "5f8f4814723c7900219c9021", "reply_count": 14, "vote_count": 2, "bowl_id": "5682e6afd55b9e0f00fce669", "bowl_name": "Human Resources" }

We have a fixed PTO time plan (very generous) but leftover rates by now are enormous. It’s gonna be about 160 hours of unused PTO per employee in the end of the year, and we only rollover 80. We thought about rolling over everything, but then accruals get too high. Does anyone have creative ideas how we can roll over excessive hours and don’t make them wages at the same time...

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Go to an unlimited policy next year. Pay out accruals to those in states that require. This way you take the accrual off the books into the new year.

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It’s a great idea, but we can’t go unlimited, employees are against it. We put it on vote. The thing is we give 19 days on the start and then it grows with seniority up to 27 days. We have many veterans who are scared they won’t be able to take 25-27 days a year as they do now.

We’ve had that situation before. You can do a one-time roll to be used by x date, only grandfathering in the tenure employees. There is a slight risk of everyone using vacation, but that should be approved by the manager anyway...and contingent on business need. That way it’s fair for everyone. If you do not use it, you lose it (unless required by law, of course).

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Thanks! It’s a good idea!

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In many states accused PTO is considered wages, no matter your rollover policy. I don’t see any avoiding that. Were I you, I’d increase the max rollover for the year and figure out a way to encourage - or even force - people to take a week off at the end of the year...

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HRM1, it’s a good idea, thanks! I’ll explore it.

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My firm made employees take half the ato they will accrue for the year, by a fixed date. Any unused time in that half would be lost after that. It was to make people take time off now, since covid drastically reduced vacations so that the holiday season isn't understaffed

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Honestly, managers should be watching their employees more closely throughout the year, and not just in the last quarter, when it’s a mad scramble to get it off the books. Our policy is very generous, with accrual rates starting at almost 23 days a year, not including around 15 days of holiday a year. We often have this issue, to the point that upper management is considering changing the rollover policy from 80 to 40. Our company does not pay out unused balances, so it’s use it or lose it. When I coach management on this issue, I tell them to come from a place of people first, meaning they should encourage the employee to take time off to ensure better work life balance, mental health etc. Employees very rarely care about the financial reasons a company doesn’t want the accruals getting out of control, but they do care if their boss has their best interest at heart.

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Yes, it’s absolutely a special year. Our company did a couple of furlough weeks here and there, due to lack of business (we’re in aviation), so that’s helped with balance issues this year. My previous reply was more advice for when things are “normal”. If anyone remembers what that’s like 😂.

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One year our company allowed employees a choice. They could either bank hours that were over the rollover amount, they could get a buy-out for the extra hours or they could utilize both (bank some hours and get paid out for others). When the employee put the initial hours in the paid leave bank, those hours were worth a certain dollar amount and that is what was really frozen. As they received pay increases, the dollar amount didn’t change but the # of hours did. As their pay goes up, the hours go down but the dollar amount associated with the original hours stays the same. Then they could use the banked hours at their discretion and the cost remained the same for the company.

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We ended up pushing out the cap on PTO for employees by 20 additional hours who reached the initial cap - they were given a deadline to use the delta of PTO accrued and if they do not use the PTO by said deadline then we would notify them we are paying out the unused, accrued PTO to bring it down to the original cap. However, we roll over any amount of PTO into the new year. Maybe you could rollover a higher amount than 80 hours so people don't feel like they are losing so much PTO due to circumstances outside of their control. If they don't use the delta PTO amount by a certain date, then they lose it? Unless your company would like to rollover higher PTO amounts each year moving forward and use a solution as noted above for those who near the limit.

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