Leave & Time Tracking — Setup Questionnaire

Thanks for the details you've shared so far! Below is a quick summary of what we understood, followed by a handful of questions. Short answers are perfectly fine. When you're done, click Finish & Copy My Answers at the bottom and paste the result into a reply email.

What we understood so far

Please skim this list — if anything is wrong, tell us in the box below.

Part 1 · Most important

Five questions we need before we start building

These shape the foundation of the system.

1. How should employees record their time?
2. Are all employees hourly, or are some salaried?

If some are salaried, how should we count their "hours worked" for PTO and Vacation?

3. Can you tell us a bit more about DAP?

What does it stand for, is it paid time, and how much do employees get? You mentioned it's "determined at Payday" — who decides it and how?

4. About the March 31 deadline

Using your example: if someone still has 10 leftover vacation hours from 2026 and hasn't used them by March 31, 2027 —

5. Which state(s) do your employees work in?

Leave rules (especially sick time and unused-vacation rules) vary by state, so we want the system to match your state's requirements.

And is sick time meant to come out of PTO, or is it separate?

Part 2 · Day-to-day details answer now or later

These shape approvals and everyday use. Feel free to skip and answer in a later round.

6. When employees request time off, will you and Lisa be the ones approving? Is one approval enough?
7. Can employees take time off in hours, or only half / full days?
8. How often should PTO and Vacation balances update?
9. Once someone passes 1,200 hours for the year, they get the full 40 PTO hours. Should the extra hours appear right away, or at year-end?
10. If you or Lisa correct someone's time from a few weeks back — after payroll already ran — should that be allowed, or should older entries lock?
Part 3 · Fine-tuning optional — we have sensible defaults

Feel free to answer "whatever you recommend" on any of these.

11. Can new employees use PTO/Vacation right away, or after a waiting period (e.g., 90 days)?
12. Can someone take more time off than they've earned so far (borrowing against the rest of the year)?
13. Do paid holidays count toward "hours worked" for earning PTO/Vacation? What about PTO/Vacation hours themselves?
14. If someone works more than 2,080 hours in a year, should Vacation keep growing past 80 hours, or cap at 80?
15. If a paid holiday falls in the middle of someone's vacation week, does that day still use a vacation hour, or is it just the holiday?

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