Instructions

Choose this option if you mainly care about tracking time off rather than a vacation pay money balance. This is a common fit for clinics that offer more vacation time than the minimum requirements, allow staff to take time off before they've completed a full year, or want staff to see a clear time off balance on their pay stubs.

1. Go to Billing > Payroll > Account.
2. Click Edit next to Time Off.

3. Click + Add time off.
4. Select Paid Time Off (PTO).
5. Choose how time off hours should accrue:
   • Fixed amount each year
   • Manually setting the hours balance
   • Based on hours worked
   • No accrual, with unlimited time off
6. Click Save.

Assigning the policy to staff

Once you've created your time off policy, you'll need to assign it to each staff member it applies to.

1. Go to the Staff tab and select a staff member.
2. Click Payroll.
3. Scroll to Time Off and click Edit.

4. Click + Add Time Off > Select the Time Off Type > Select the Time Off Policy.
5. If you're setting this up mid-year or switching from another payroll system, enter any existing balances here.
6. Click Save.

Recording time off during payroll

With this option, you'll need to record each instance of paid time off so Jane can process the payment.

1. Start running payroll as usual.
2. Find the staff member in the payroll list.
3. Click the three vertical dots on the far right of their row.
4. Select Manage Time Off.

5. Click + Add a New Time Off.
6. Select the time off policy.
7. Enter the number of hours taken in that pay period. Jane will show the employee's pay rate for those hours. Adjust the rate if needed before submitting payroll.

🩵 Jane Tip: If you don't see Manage Time Off when running payroll, it usually means the staff member hasn't been assigned a time off policy yet.

What to Expect

Jane tracks time off hours for each staff member. When you record paid time off during payroll, Jane deducts the hours from the employee's balance and includes the payment in that payroll run. The time off balance is visible to staff on their pay stubs.

Important Notes

• Recording time off during payroll is required with this option. If you don't record time off, the hours balance won't update and the payment won't be included in the payroll run.
• This option tracks time off hours only. It does not manage a separate vacation pay money balance.
• Your clinic is still responsible for ensuring staff receive the vacation time they're entitled to, even if you track hours outside of Jane.

You're all set! If you have questions about your time off setup, reach out to the payroll support team at [email protected].

Related Guides

• Jane Payroll: Managing Vacation Pay and Vacation Time
• Jane Payroll: Paying Vacation Pay Every Pay Cheque
• Jane Payroll: Accruing Vacation Pay and Paying It Out When Time Is Taken