Paid Time Off for Small Businesses
Tracking Paid Time Off is important! Allowing or tolerating PTO abuse is a common mistake among businesses, and one that costs you money! Every extra day that is taken costs your company hundreds of dollars in direct labor costs. Tracking and managing PTO, when left to managers’ discretion, is error prone, time consuming, cumbersome, and often ignored. But you already know this, or you wouldn’t be here…
TrackStar PTO Small Business Software is a comprehensive and affordable system for managing and tracking Paid Time Off for employees. Using TrackStar, managing PTO is fast, easy and accurate. The system is a 100% web based ASP solution that is hosted by Internal Systems. All you need is a browser to run the software!
To fit the needs of the broadest range of customers, TrackStar is available in two editions. The Enterprise Edition is used by employees and managers alike, to enter requests, check balances, and to review PTO history. Approvals are performed online, with email notifications of pending work.
The Small Business Edition offers many of the Enterprise features, but is used centrally by a manager or administrator to enter time for employees, rather than employees entering it themselves.
The sections that follow describe features of TrackStar PTO/SB product, and show sample screens to help you understand its’ capabilities.
Getting Started Entering Paid Time Off Balance Calculations Leave Management Determining Department Coverage Making Balance Adjustments Formula Builder Reporting Administration Tools Outstanding Support Paid Time Off Software Attributes Paid Time Off Software Features Licensing Options Benefits/Justification TrackStar Pricing Next Steps
You access TrackStar by clicking on a browser link. The system provides multiple levels of security and encryption, so your data is safe and secure.
Administrators log on to TrackStar using their unique ID and password. Once signed on, a menu system is presented that reflects the capabilities that have been granted to them. Though simple to use, multiple levels of help are provided to assist users if needed.
Administrators use this form to enter time taken by employees. For example, if an employee calls in sick, you would want to track the event by entering unscheduled time off. Once time has been entered, a permanent record is created and balances are adjusted.
Time can be entered as a full or half day, or by system preference, in hours. Defining the event types, such as Vacation or Sick time, is a system setup function.
The information immediately affects employee balances when entered.
The system calculates and maintains balances on multiple HR categories that you setup. Employees and managers use the system to display balances online. The balance form includes historical information, showing every credit or debit to the balance. The system also supports balance adjustments, which can be used to make adjustments when needed.
The balance form is configurable at installation time. You can choose from numerous “buckets” that are maintained on each account, such as Current Balance, Year End Balance, etc. You can choose to display information in hours or days, and choose various other totals for display.
Extended leaves are another type of time off. The system supports tracking of extended leaves, such as Military leave or FMLA, by entering the start and end dates of the leave period. During leaves, you may choose to suspend accruals of PTO earnings, as defined by your company policy.
TrackStar is a comprehensive PTO tracking software, and includes features not found in many competitive products!
Often managers need to know who will be in (or out) for a specific period, such as Thanksgiving holidays, or other times when many employees are requesting time off. TrackStar provides forms to check for conflicts, and to display employees who are requesting time off for a selected month. Managers use this to determine if adequate employee coverage is available for selected dates.
It is sometimes helpful to make adjustments to employee balances when special events occur. For example, if an employee worked a regularly scheduled company holiday, you could compensate them by giving them an extra day of vacation time.
The adjustment tool can be used for this purpose, as well as handling other similar events that require balance adjustments.
The system includes a formula builder, which is used to define your company policies to the system. Once defined, the system tracks accruals on one or more categories, such as PTO, Vacation, Sick, etc. You are free to define as many categories as are needed to implement your policy. Also, you may define different accrual rules or formulas, and assign them to employees as needed. For example, a Standard Policy might grant 10 days per year for the first 5 years of employment. An Executive policy might grant 15 days over the same period. You use the system to create the policies, and then link the policy to employees. This extremely flexible and adaptable solution can be tailored to your business rules without coding!
Numerous reports are included in the Paid Time Off Tracking module to assist managers and administrators in tracking balances, and various other statistics. All reports are exportable to Excel, and can be further manipulated, distributed, or archived. Reports can also be scheduled to run on planned intervals, and are delivered via email to specified recipients.
In the event that a special view of the data is needed, TrackStar includes a report writer that you can use to develop reports. User defined reports are automatically integrated with the system, and appear in menus as standard reports do. ISC also offers customization services, if you prefer to contract for custom reports.
TrackStar includes a robust set of administration tools to help you configure and tailor the system. You use the admin tools to load and maintain employee, department, and various other data tables in the system. It also includes a scheduling tool that can be used to generate background jobs or tasks, such as data extracts and reports. For example, you can setup a job so that balance information is automatically sent to your payroll vendor monthly.
Tool
Use
Department Maintenance
Used to define your company's organizational structure.
Employee Maintenance
Used to enter and maintain the employees who use will be tracked.
Holiday Maintenance
Used to define your company holidays.
HR Balance Maintenance
Used to enter starting balances for HR “accounts”.
HR Event Maintenance
Used to define HR categories.
HR Formula Maintenance
Used to define your business rules related to accruals.
Report Maintenance
Used to create custom reports.
Schedule Maintenance
Used to setup jobs to run at preset intervals.
Security Maintenance
Used to define employee access to system functions.
System Preferences Maintenance
Used to setup operational preferences.
User Field Maintenance
Used to define custom fields to extend TrackStar.
User Code Maintenance
Used to enter coded fields for choice lists.
ISC provides world-class support for its software. When you have a question or problem, our staff provides the answers you need, when you need them. For PTO/Small Business customers, the support fees are charged on a per-incident basis. Incidents include questions, updates, bug fixes, and periodic enhancements.
TrackStar PTO is priced on a per Active user basis. An active user is one who has been entered in to the software who the administrator can enter data for. Employees who terminate can be marked inactive, and no longer consume one of your licenses.
Administrative user licenses are assigned to the administrators who enter data into the system. These are the only employees who can log on.
Sample Pricing
PTO Users
Admin Users
Monthly ASP Price
75
1
$100
100
2
$150
Other
* Prices are for the Small Business Edition only. Enterprise pricing will be quoted on request. * Pricing is based upon approximately $1 per PTO user per month, and $25 per administrative user per month. * A one-time setup fee of $250 is required, which includes up to two hours of phone-based training.
* Prices are for the Small Business Edition only. Enterprise pricing will be quoted on request.
* Pricing is based upon approximately $1 per PTO user per month, and $25 per administrative user per month.
* A one-time setup fee of $250 is required, which includes up to two hours of phone-based training.
1. Fill out an information request form by following the Request Information link. A sales representative will contact you and can provide additional information, and pricing specific to your configuration.
2. Request demonstration access so you can experience the system first hand. ISC will guide you through the system, and point out its features and capabilities.
3. Confirm configuration, pricing and obtain approvals.
4. Review and execute our standard ASP or License agreement.
5. Begin using TrackStar!
ISC makes getting started fast and easy. A complete planning guide is provided to assist you with your data collection and policy definition tasks. Once information has been gathered, you use the administration functions of TrackStar to enter/import data. Excel templates are provided to help you organize your data and to simplify import. You can be up-and-running in a few days!
Request Information Learn about ISC Learn about other ISC Products Visit ISC's home page
Internal Systems Corporation 4600 Touchton Road East Building 100, Suite 150 Jacksonville, Florida 32246 sales@InternalSystems.com, 800-952-0057
Delivering high quality tracking solutions since 1996. ©Copyright Internal Systems Corp. 2008