Paid Time Off (PTO) and Company Holidays in Rhumbix

Rhumbix's Paid Time Off (PTO) feature lets you manage PTO information alongside your regular timekeeping. You can track employee PTO balances, record scheduled time off, set up company holidays, and use that information when creating timecards.

PTO is available to all Rhumbix customers and can be configured by users with an Admin Role under Company Settings.

PTO Buckets define the types of paid time off your company uses. For example, you might create buckets for:

There are no default PTO Buckets, so you can create the categories that match your company's PTO policies and timekeeping process.

Each PTO Bucket also determines how that type of time will be recorded in Rhumbix. A bucket can be associated with either a:

For example, Vacation could be recorded against a PTO Cost Code, while Sick Leave could be recorded as an absence.

If a PTO Bucket uses a Cost Code, that Cost Code must be included in the applicable Project's Budget. This can be done manually for existing Projects or configured in Group Settings so the Cost Code is automatically added to the Budget when new Projects are created.

Once PTO Buckets have been created, employee PTO balances can be viewed under Accrued PTO in the employee's Team Member profile.

These balances show how much PTO is currently available to the employee and can be:

This allows supervisors and administrators to reference an employee's available PTO when needed.

Rhumbix does not calculate PTO accruals or automatically deduct PTO from an employee's balance.

For example, if an employee has 40 hours of Vacation available and uses 8 hours, Rhumbix does not automatically reduce the displayed balance to 32 hours.

If another system is your source of truth for PTO balances, the updated balance can be sent to Rhumbix through the public API or adjusted manually by an Admin user.

The balance displayed in Rhumbix is informational and does not prevent PTO from being entered if an employee does not have enough hours available.

PTO Requests in Rhumbix are used to record an employee's scheduled time off so it can be included when creating their timecard.

Your company can continue using its existing process or system for requesting and approving time off. Employees do not request PTO through Rhumbix, and Rhumbix does not provide an approval workflow.

Once a time off request is approved through your normal PTO request and approval process, the PTO Request can be added to Rhumbix manually by an Admin or sent to Rhumbix through the Public API. See Use the Rhumbix Public API with PTO and Company Holidays for more information.

A PTO Request includes:

When the scheduled date arrives, the PTO Request appears in Weekly View and can be used to add the appropriate PTO hours to the employee's timecard.

When an employee has a PTO Request in Rhumbix, an outlined palm tree icon appears for the applicable date in Weekly View to indicate that the PTO has not yet been fulfilled. Once the PTO is fulfilled and added to the employee's timecard, the palm tree icon appears solid.

💡 Tip: For a larger view of any screenshot in this article, right-click the image and select Open image in new tab.

When you fulfill a PTO Request, Rhumbix creates a Timekeeping entry for the PTO. If Rhumbix has enough information to determine where the PTO should be recorded, it automatically fills in the applicable Timekeeping details.

For example, if you use Create Timecard and select a Project with the Cost Code associated with the PTO Bucket, Rhumbix can use that information to populate the PTO entry. If Rhumbix can't determine the appropriate Timecard, Project, or Cost Code, you'll need to complete the missing information in the Timekeeping tab before saving.

A PTO Request does not prevent you from entering other time for the employee. For example, if an employee was scheduled for PTO but worked that day instead, you can still enter their worked hours.

Company Holidays let you define paid holidays that apply to your employees.

For each holiday, you can configure information such as:

Holiday hours are configurable and do not have to be eight hours.

Company Holidays can apply to everyone, or you can use matching criteria to create different holiday schedules based on:

For example, employees covered by different union agreements can have different holiday schedules.

If no matching criteria are configured, the holiday applies to all eligible employees.

When an employee qualifies for a Company Holiday, the outlined palm tree icon appears in Weekly View, just as it does for an individual PTO Request. Rhumbix then uses the Holiday configuration to help populate the appropriate details when the timecard is created.

You don't have to maintain all of your PTO information manually in Rhumbix.

The Rhumbix public API supports PTO-related workflows, allowing your HR, payroll, or other source system to send PTO information to Rhumbix.

For example, your existing system can remain the source of truth for PTO approvals and balances while Rhumbix uses that information during timekeeping.

A typical workflow might look like this:

This allows you to use PTO information in Rhumbix without changing the system or process your company already uses to manage PTO.

➡ For more information about managing PTO through the public API, see Use the Rhumbix Public API with PTO and Company Holidays.

Depending on what you need to do:

If you have questions about setting up or using PTO, contact Rhumbix Support at support@rhumbix.com for assistance.