Solve small business PTO accrual problems.

Problem #1 Managing PTO with spreadsheets takes too much time.

Solution: A small business PTO accrual app tracks accruals as your employees clock in and out.

It’s accurate and automatic. It can save you several hours every month. It syncs to payroll so you don’t have to transfer hours manually from spreadsheets.

Online Timecards

Plus—it creates virtual time cards so you don’t need to track down paper timesheets every pay period.

Problem #2 It’s hard to keep track of vacation requests.

Solution: A small business PTO accrual app allows employees to request vacation time from their smartphone.

Employees log into the app on a mobile device to request vacation time. Managers approve or deny PTO requests in the app. Managers can see all requests in a centralized location. This makes it easy to see if there are conflicts.

Automated Notifications to Employees

When a manager approves or denies a request, the app sends an automated message to the employee.

Problem #3 PTO causes scheduling confusion.

Solution: A timekeeping/scheduling/PTO app syncs PTO to scheduling.

If you try to schedule an employee when they’re on PTO, it will alert you. You won’t have to scramble to find someone to cover a shift because you didn’t realize an employee was on leave.

A Better Way to Track Small Business PTO Accruals

Spreadsheets don’t make sense when there are inexpensive PTO tracking apps. Cloud-based solutions are plug-and-play.

How Do I Buy a Timekeeping/PTO Tracking App?

This is how a cloud-based timekeeping/PTO app works:

  1. Choose an app online
  2. Start an account
  3. Enter your employees
  4. Choose your PTO policy from pre-programmed defaults
  5. Enter your settings—for example, your company might allow PTO to rollover
  6. Employees clock in and out in the app
  7. The app tracks PTO with employee hours
  8. Employees can start clocking in immediately after you set up your account


  • Employees request PTO in the app
  • Managers approve/deny PTO requests in the app
  • PTO syncs with employee scheduling
  • The app sends automated notifications
  • The app stores historical data for compliance and reporting

Keep Your Employees Happy

Don’t  mess up vacation requests.

PTO is very important to all employees. If a PTO request is forgotten, it erodes employee trust and satisfaction.

With an app, busy managers won’t forget a verbal PTO request. The system is objective and transparent. It lets managers outsource their memory to an infallible system.

Clear Up PTO Confusion

Mismanaged PTO ALWAYS lowers employee satisfaction. It’s a common reason employees quit. Don’t risk losing your best employees because of PTO confusion.

TimeWorksExpress is an inexpensive timekeeping/scheduling/PTO app from SwipeClock.

What do TimeWorksExpress users have to say?

“Our ability to automate our time, attendance, and scheduling processes
gives us the visibility, efficiency, and lower labor costs we need to succeed today and tomorrow.” Charles Fortney, Co-owner of OHP Work Care and SouthernCare Walk-In Clinic

There are benefits for everyone—employees, managers, payroll personnel—and execs:

“Our employees like being able to easily access their PTO and send in requests for their time off as well. The time clock feature is good too because it is accessible online anywhere.” Kim T., CEO

Do Small Business Owners Have To Provide PTO?

Not at the federal level. The Family and Medical Leave Act (FMLA) requires employers to provide unpaid leave. FMLA prohibits employers from terminating an employee who uses unpaid leave that qualifies under FMLA.


Your state may require it. Many jurisdictions (states and cities) mandate employers to provide a minimum amount of PTO. Some regulate whether employers must compensate employees for unused paid leave upon termination. This type of regulation is called a ‘PTO pay-out’ law. The size of your business and the type of leave may come into play. To be safe, consult legal counsel. Regarding pay-out laws, when in doubt, pay it out.

6 Types of Leave

  1. Sick Time: When the employee or family member is ill, recovering from surgery, or otherwise doesn’t come to work because of a medical issue.
  2. Vacation: When an employee takes time off for a trip or recreational activity.
  3. Holidays: Days recognized at the federal level as a holiday. Also called ‘company holidays.’ Government offices and banks are generally closed as well. Some companies give employees a day off for a state holiday.
  4. Bereavement Leave: The employee is paid for leave taken immediately after the death of a family member.
  5. Floating Holidays: This is another name for a random paid day off of the employee’s choosing.
  6. Jury Duty: Employers are required to permit employees to miss work for jury duty.

The concept of PTO (Paid Time Off) generally refers to leave that isn’t categorized. Small business owners can create their own PTO policies.

Manage Small Business PTO in 8 Steps

  1. Create a PTO policy and include it in your employee handbook
  2. Train managers on your policy and approval system
  3. Track employee time accurately
  4. Calculate employee PTO accruals
  5. Allow for year-end rollover if applicable
  6. Adjust for tenure if applicable
  7. Answer employee questions about their PTO
  8. Notify employees of soon-to-expire earned PTO if applicable

By Liz Strikwerda