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How Automated Paid Time-Off Tracking Can Save Your Company Money

Carol Evenson Oct 24, 2019
Have you ever tried to reach your best staff person for a particular job, only to find out she is on vacation? Accurately managing employee paid time off has long been a headache for most management and Human Resources personnel. Here are a few reasons why making the switch is worth for your company.


You can say goodbye to manual calculations, hard copy requests and multiple spreadsheets. Paid time-off management software is designed to allow managers to easily input paid leave entitlements and automatically calculate the amount of eligible time remaining for each employee. All requests are submitted, evaluated and retained electronically.
The structured methods and standardized format ensure that anyone sanctioned to use the system can easily communicate with managers, employees and Human Resources personnel across the platform. Most automated systems support a centralized paid time-off calendar that will populate approved requests, so all managers can access the same information at any time.
This prevents inconvenient surprises about employees on leave and allows managers to easily schedule agency-wide activities and trainings. Many automated systems have mobile applications that allow users to access the database from their phones.


Every company has a different business structure, which is why most automated paid time-off systems are customizable. You can set up custom policies for specific teams, departments or individuals. For example, this allows a manager to easily add a time bonus to the team that earned it without having to alter each individual employee’s policy.


Employee accruals are generally based on length of service with your organization. Automated systems provide accrual calculation formulas that instantly determine each employee’s paid time off per pay period. Users can also access instant calculations of paid time off they will have accrued by a specified date in the future, allowing for easier planning.


The time it takes to manually report on multiple sources of data may be costing your organization time and productivity. Because of the nature of automated time-off tracking, everyone involved will be able to instantly input and access information.
Managers will be able to use the database to enter requests, find approved time off, and consult calendars.
The centralized system allows HR managers to independently track accrual and remaining time. Managers and HR departments can free up considerable time that was once allotted to managing paid time off. This enables your organization to function more efficiently and focus more on revenue-producing activities.
If you are feeling the weight and inefficiency of your manual paid time-off tracking methods, you might benefit from an automated system.
A centralized, electronic method for managing paid time off can streamline the time-off management process so that requests and reports reach the right person quickly and managers have the information they need instantly.