Create measures to control who takes PTO
Creating validations to prevent workers from exceeding time-off limits has always been an important step in setting up time-off plans; these measures can serve to protect your workforce numbers from depleting. You can prevent workers from requesting more time off than they are allotted through:
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Time Off Plan Balance Upper Limit
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Time Off Consecutive Day Maximum
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Time Off Maximum Time Off Units Allowed per Day
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Business Process Condition Rules - Maximum Time Off Units Allowed in Request
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Monitoring how many employees are taking PTO in real-time
Monitor your workforce globally with a custom Workday report
You can create a custom report that shows the Time Off and Leave Reasons for a worker at the country level and organizational level to ensure you are able to stay on top of your workforce count as employees begin to take PTO. This information is useful when revising company policies around vacation and holiday entitlements, as well as allowing managers and leadership to have a good understanding of their workforce capacity at any given time.
Considerations around approvals for time off
If your organization does not feel prepared for a large amount of PTO requests, you may want to review your Request Time Off business process design. Best practice recommends one level of approval for time off that routes to the worker’s manager. Your organization should also consider the mass approval action as an option in the event of large quantities of PTO requests flooding in to alleviate concerns around timely approvals for payroll processing.
If your Request Time Off business process is set up in a manner where requests are being sent to a role other than a manager, then the likelihood of large numbers of approvals sitting in a single person’s inbox is increased. This may impact the timely processing of payroll, so it is important to review your organization’s process for efficiency.