Set up paid time off requests

After enrolling your employees in a time off policy, enable the Time Off Requests feature to allow your employees to submit vacation and sick time off requests through their own Gusto accounts.

  1. If you haven’t done so already, grant your employees online access so that they are able to submit time off requests.
  2. Click the Settings tab.
  3. Click the Customization tab.
  4. Next to Time Off Requests, click Edit.
  5. Click Enabled.
  6. Click Save.
  7. We'll immediately send an email notification to your employees that they can start making paid time off requests. 

What's next? Manage employee paid time off requests in your Gusto account to view, approve, or decline vacation and sick time. You can also assign managers to your employees to handle time off requests.

Questions and Answers

Q: What types of time off requests are not supported?
A: The following common types of time off requests are not supported if you are managing PTO requests through Gusto:

  • Unpaid time off
  • Vacation or sick hours managed in another system.
  • Vacation or sick hours synced from one of Gusto's time tracking integrations. If using a time tracking integration, please make sure no PTO info is set to export to Gusto when syncing.

Q: I use a time and attendance integration. How does this affect time off requests in Gusto?
A: You can still sync regular hours from your time and attendance integration when running payroll. However if you also track vacation and/or sick hours through the time and attendance integration, Gusto will not sync these time off hours. Instead, vacation and sick hours will only be pulled from the requests made through Gusto.

Q: What are "paid" hours?
A: Employees can request time off that spans over multiple pay periods. Once you run payroll for one of these pay periods, the time off request will show those processed time off hours as paid.

Q: Why can only salaried employees request PTO in past/processed payrolls (historical payrolls), but hourly employees can’t?
A: Salaried employees are paid the same amount every pay period, and a set amount of taxes are taken out from each paycheck. If salaried employees submit a historical PTO request, there are no tax implications.

Taxes for hourly employees depend on the actual amount of hours worked in the pay period. If an hourly employee submits a historical PTO request, this changes the amount paid to the employee and therefore causes tax implications. To avoid any penalties with this scenario, hourly employees will not have the ability to submit historical PTO requests.



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