Recording External PTO Balances on Check Pay Stubs

To accommodate service providers whose clients use time and labor systems with their own built-in PTO capabilities that are maintained outside of PrismHR, the system provides a process to record external PTO balances on check pay stubs for regularly scheduled, manual, and special payrolls.

Important! This feature does not apply to checks created using the Manual Check Entry process or the On Demand Check creation process.

Enabling the External PTO Feature

You can enable the External PTO feature using the External PTO used field, which displays on the Other tab in the Client Details form. For example:

The following message displays when you select the External PTO used field, "Selecting this option will ignore any PTO setup in Prism and should only be set when PTO is being tracked externally. Do you want to continue?" Selecting Yes keeps the External PTO used field enabled and ignores any PTO set up in PrismHR. (Select No to disable this field.)

When you enable the External PTO used field, the following PTO set up in PrismHR is ignored during the payroll calculation process, including:

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PTO accruals

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PTO requests, including leave requests

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PTO set up in the following forms: PTO Benefit Plans, PTO Register Types, PTO Classes, PTO Absence Codes, Employee PTO Register, and Planned Time Off Requests

In addition, any PTO set up in PrismHR does not display on payroll vouchers or on PTO reports.

Note: After you enable the External PTO used field and then save the form, if you try to disable this field the following message displays, "Warning: this setting should only be unchecked if PTO is no longer being tracked externally, and any PTO that is set up in Prism should be used. Are you sure you want to continue?" Selecting Yes disables the External PTO used field and reverts to using PTO set up in PrismHR. (Select No to keep the field enabled.)

Processing Payroll

When processing payroll with the External PTO feature enabled, the system retrieves the following data from an external PTO file that the client provides to display on the check pay stub:

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Plan description

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PTO balance

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Accrued plan year (total plan year total; not per pay period)

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Used plan year (PTO taken)

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Carryover PTO

Note: The data that displays on the check pay stub matches the external PTO file by payroll number and employee ID. (If the employee does not have a check pay stub or is not in the payroll, the system ignores the data.)

During the payroll process, the system attaches each external PTO file to a specific payroll in PrismHR, which displays the most current PTO data on the check pay stub and maintains compliance with state requirements. (If the client does not submit an external PTO file for each payroll they process, the check pay stubs will not display any PTO balances.)

Note the following:

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The system can retrieve the external PTO file multiple times before the payroll posts.

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The system reads all data sent in the external PTO file. However, it does not validate the data. (The data is the client's responsibility.)

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After the payroll finalizes, no additional PTO data can post to that payroll.

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Each employee is allowed up to 20 different PTO plans listed on their check pay stub.

Reprinting External Employee PTO Information on Check Pay Stubs

When you reprint a check pay stub on the Reprint Payroll Checks form, either with or without selecting the Rebuild field, while using the External PTO feature, the check pay stub displays the external PTO file data that corresponds with the payroll number and employee ID.

During this process, the system retrieves the most recent file data that was submitted prior to the payroll being finalized and posted.

Note the following:

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If there is no external PTO file that matches the payroll number and employee ID, no data displays on the check stub.

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If you reprint a check stub for inclusion in the check print file for an employee who did not originally have a check stub produced in the check file, the external PTO data displays on this check stub as well.

Post-Payroll Processing

Once you enable the External PTO used field, do not disable it after processing payroll.

After processing, the system locks the payroll and verifies if the client has finished submitting the current PTO file associated with the payroll's number (applies to regularly scheduled, manual, and special payrolls). If the file is still uploading the system displays the following error message in the Process Payroll or SuperBatch forms, "External PTO data is currently being uploaded and must be completed before payroll finalization can continue." (This applies to any user type finalizing payroll, including self-service worksite managers/worksite trusted advisors.)