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Payroll question
Benefits & Compensation
Payroll question
Exchange ideas about health plans, retirement, work/life benefits, and employee assistance.
Hello,
If anyone does payroll here, what are the problems you encounter in tracking and recording vacation?
We use Paychex as our payroll provider and I'm thinking of implementing vacation track
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Forums » Topic Forums » Benefits & Compensation » Payroll question
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Payroll question
posted at 11/18/2008 10:01 AM EST
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Posts: 59
First: 9/5/2008 Last: 9/4/2009 |
Hello,
If anyone does payroll here, what are the problems you encounter in tracking and recording vacation? We use Paychex as our payroll provider and I'm thinking of implementing vacation tracking through Paychex but we do not have a policy in place where EEs would give us enough time in advance to know when they'll take vacation thus making tracking extremely difficult. Thanks. |
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Payroll question
posted at 11/19/2008 6:02 AM EST
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Posts: 1771
First: 10/24/2002 Last: 9/14/2011 |
First of all, you only record ("track") vacation time taken AFTER it's actually been taken - so whether or not you know about it in advance is moot, as long as you know about during or right after.
Second, are you saying that employees just take off on vacation without approval or even telling anyone? If that's the case, I for one will weigh in and say that's really not a good practice. You should have a vacation policy that says (at minimum) that employees must request vacation time from their bosses at least a month prior to taking said vacations, and they cannot take vacations without their bosses' written approval. And that their bosses must notfy you every time they approvce a requested vacation. If you don't have such a policy, you should write one. |
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Payroll question
posted at 11/19/2008 8:08 AM EST
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Posts: 2146
First: 2/15/2006 Last: 9/14/2011 |
The biggest problem is getting employees to communicate that they have/are taking vacation especially if they don't take a full day.
Actually my non-exempts report much better (because they want to get paid for those non-worked hours) then my exempts (who get paid regardless). Our policy is that any timeoff (even less than a whole day) counts against their vacation/sick bank of paid timeoff. But we don't track timeoff in our payroll system since we give the whole bank for the year at the beginning of the year (or date of hire). I have a separate excel spreadsheet that I track it on. Otherwise, my payroll numbers would never be correct...because of the lack of communication. |
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Payroll question
posted at 11/19/2008 10:39 AM EST
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Posts: 59
First: 9/5/2008 Last: 9/4/2009 |
Thank you.
Yes, that's what i'm afraid of. The lack of communication is big and i'm afraid i will have to chase people and their supervisors to find out who took what days. Our Vacation policy states that we accumulate 25 days in a year and that EEs must get supervisors approval but they do not want to make it in a written form (to avoid bureaucracy as i've been told) |
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Payroll question
posted at 11/20/2008 6:43 AM EST
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Posts: 2146
First: 2/15/2006 Last: 9/14/2011 |
If you cashout at the end of the year OR if you payout at termination, you could be facing a huge liability due to the lack of communication. Could you sell the idea of more documentation based on the cost to the company?
At the very minimum, I would have the manager email a note to you that the employee took paid timeoff. The documentation can also help if an employee is abusing timeoff (lack of notice, etc). But with 25 days, I would think that would be hard to do. I can understand how exempt employees don't track it, mostly because with 25 days, does anyone ever go over or even come close? |
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