Setting Up Paid Time Off (PTO) & Sick Leave in Aaniie Payroll

Overview

Managing Paid Time Off (PTO) and Sick Leave in Aaniie Payroll can be confusing because there are two separate systems that can manage time off.

These systems work independently of one another and do not communicate with each other.

Understanding the difference will help you decide which method best fits your agency's payroll process and state requirements.

Important: There is no single "correct" way to manage PTO or Sick Leave in Aaniie Payroll. Some agencies use the Aaniie scheduling settings, some use the Aaniie Payroll Time Off feature, and some use both.

Understanding the Two Time Off Systems

General Aaniie Sick Leave & PTO Settings

Navigation

Menu > Settings > Site Settings > Sick Leave / Paid Time Off

The Aaniie scheduling settings manage time off within the software and scheduling system.

When enabled:

• Workers can request Paid Time Off and Sick Leave through Aaniie.

• Managers can approve requests.

• PTO/Sick Leave is displayed on the Scheduling Dashboard.

• PTO automatically migrates to the Payroll Dashboard

• Sick Leave does not automatically migrate to the Payroll Dashboard - this feature is coming.

• Aaniie tracks accruals and balances through its own reporting.

Important Limitations

• These settings apply to all workers.

• Different PTO or Sick Leave policies cannot be assigned to different workers.

• PTO automatically migrates into Payroll.

• Sick Leave does not currently migrate into Payroll (this feature is planned for a future release).

• Accruals and balances from these settings do not appear on worker paystubs.

Screenshot

Sick Leave Workaround

Since Sick Leave does not currently migrate into the Aaniie Payroll Dashboard, agencies using only these settings should create a Pay Type called Sick Leave.

When processing payroll:

• Enter the Sick Leave hours.

• Enter the applicable pay rate.

This allows Sick Leave to be paid even though it does not automatically transfer into Payroll.

Aaniie Payroll Time Off Feature

Available only for agencies using Aaniie Payroll.

The Payroll Time Off feature is a completely separate system from the General Aaniie site settings for Sick Leave and PTO.

It allows agencies to:

• Create multiple PTO policies.

• Create multiple Sick Leave policies.

• Assign different policies to individual worker(s) or worker groups.

• Display accruals and balances on worker paystubs.

• Track balances using Aaniie Payroll reports.

This option is recommended for agencies that:

• Have different PTO policies by worker type.

• Have different Sick Leave requirements by state.

• Need accruals and balances displayed on paystubs.

• Need greater flexibility managing time off.

How to Setup Time Off in Aaniie Payroll

Step 1: Create a Time Off Policy

Navigation

Menu > Aaniie Payroll > Employer Profile > Time Off

• Select Add Time Off 

• Select what type of time off policy you are creating 

• Paid time off

• Sick pay

• Unpaid leave

• Rename the Policy (ie: Office Sick Pay)

• Use company default values

• Select how time off hours are accrued

• Follow instructions and save

Screenshot

Fixed Amount Each Year

Workers receive a predetermined amount of time off each year.

Example:

40 PTO hours annually.

Manual Balance (not recommended)

Balances are entered manually at a fixed amount.

Not recommended, creates a lot of manual work and mistakes can frequently happen.

Based on Hours Worked

Workers earn time off based on the number of hours worked. If a worker has a current balance, this can be entered in their worker profile. 

Example:

Earn 1 hour of PTO for every 30 hours worked.

No Accrual (Unlimited Time Off)

No balance is tracked.

This option is commonly used for unlimited PTO policies.

Step 2: Add Worker(s) to Time Off Policy

Navigation

Menu > Staff Management > Staff Profile > Worker Payroll Profile > Time Off

• Select Add Time Off.

• Select the policy to add them to

• Enter current balance, if applicable.

• Click Save

Repeat this process for each eligible worker.

Screenshot

Step 3: Processing Payroll

When processing payroll, Time Off hours are added manually for each worker.

How to Enter:

• Click on 3 dots on the far right of the worker name

• Select Manage time off

• Select Add new time off

• Select type of time off worker redeemed

• Enter number of hours worker redeemed

• System calculates a weighted average pay rate, you can edit this if needed.

• Click Save

On the second screen, you can view the worker details to see how this will be displayed on their paystub. After payroll is processed, the worker's paystub will display:

• Hours accrued.

• Hours used.

• Remaining balance.

These balances appear on every paystub, even if no PTO or Sick Leave was used during that payroll period.

Screenshot

Using Both Systems Together

Some agencies choose to use both the Aaniie scheduling settings and the Aaniie Payroll Time Off feature.

This allows workers to request PTO through Aaniie while Payroll maintains official accruals and balances for paystub reporting.

How It Works

• Approved PTO entered on the Scheduling Dashboard automatically migrates into the Payroll Dashboard.

• The Payroll Time Off feature separately tracks accruals and balances.

If both entries remain, the worker will be paid twice for the same PTO.

Best Practice

If using both systems:

1. Schedule and approve PTO within Aaniie.

2. Add the PTO through the Aaniie Payroll Time Off feature during payroll processing.

3. Delete the automatically migrated PTO entry from the Payroll Dashboard before processing payroll.

This ensures:

• Accurate paystub balances.

• Correct accrual tracking.

• No duplicate PTO payments.

Which Option Should You Use?

The best setup depends on your agency's policies and state requirements.

Use only the Aaniie Scheduling Settings if:

• You want workers to request PTO through Aaniie.

• All workers follow the same PTO and Sick Leave rules.

• You do not need accruals and balances displayed on paystubs.

Use only the Aaniie Payroll Time Off feature if:

• You need balances shown on paystubs.

• Workers have different PTO or Sick Leave policies.

• You need detailed payroll reporting.

• You want more flexibility managing accruals.

Use both systems if:

• You want workers to request PTO through Aaniie.

• You want Payroll to maintain official accruals and balances for paystub reporting.

• You are comfortable manually removing the migrated PTO entry during payroll processing to avoid duplicate payments.

Key Takeaways

• The Aaniie Scheduling Time Off settings and the Aaniie Payroll Time Off feature are separate systems and do not communicate with each other.

• PTO approved through the Scheduling Dashboard automatically migrates into the Payroll Dashboard.

• Sick Leave does not currently migrate into Payroll and must be entered separately if using only the scheduling settings.

• If using only the scheduling settings, create a Sick Leave Pay Type to pay Sick Leave through Payroll.

• The Aaniie Payroll Time Off feature allows agencies to create unique PTO and Sick Leave policies, assign them to individual workers, and display accruals and balances on worker paystubs.

• If using both systems together, manually remove the automatically migrated PTO entry after adding the Payroll Time Off entry to prevent duplicate payments.

• Every agency's payroll and time off requirements are different. Choose the option that best aligns with your policies and applicable state regulations.

Need Help?

If you need assistance, contact: support@aaniie.com