Paid Time Off - Procedures

1. Log into Deltek.

2. Navigate to the Timesheets section in the sidebar.

3. Option 1: Click your name (blue text at the top) → your employee card will appear → select Absence Hours to view current PTO balances.

4. Option 2: Click Other Actions (right side) → select Request New Absence → choose the Type of absence to view your available balance.

5. Balances are updated in real time for all PTO accruals and previous transfers from Rippling.

1. Log into Deltek.

2. Navigate to Timesheets → Other Actions → Request New Absence.

3. Select the Type of Absence: PTO, Bereavement, Parental Leave, or Jury Duty.

4. Add Request Date(s) using the “+ Add Request Date” option.

5. Include a brief note (e.g., "Vacation," "Medical Appointment," "Jury Duty").

6. Submit your request for Supervisor approval.

7. For leave types that require documentation (e.g., Parental Leave, Jury Duty, Bereavement), attach supporting documents directly in Deltek or provide to HR as instructed.

8. Track approval status in Deltek under Timesheets → Requests.

PTO does not automatically populate on your Deltek timesheet. Employees must manually enter PTO hours.

To apply PTO:

1. Log into Deltek and navigate to Timesheets.

2. At the top of your timesheet, locate the project code PTO-GEN.

3. Navigate to the date or dates you are using PTO.

4. Enter the number of PTO hours you plan to use for each day.

Partial-Day PTO Use

If you work part of the day and use PTO for the remaining hours:

1. Ensure your start and end time reflect the total number of hours you want or need to account for that day.

2. Enter the hours worked under your regular project.

3. Enter the remaining hours on the PTO line.

Important Reminder

PTO should only be used to bring your total hours up to your scheduled requirement. PTO is not required for hours worked beyond your normal schedule.

To view previous PTO and leave requests:

1. Navigate to Timesheets.

2. Select Other Actions.

3. Click Previous Absence Requests.

4. Uncheck Only Show Upcoming Absence Requests.

This view allows employees to review historical leave submissions, approvals, and dates used.

For vacation, personal time, illness, appointments, or family care, use the general PTO project code.

• Project Code: ZZ03-00HOU

• Project Name: PTO General

Enter only the number of hours needed to meet your scheduled work hours for the day.

Important Reminder

Using the correct project code ensures accurate payroll processing, reporting, and compliance. If you are unsure which code to use, contact your Supervisor or HR before submitting your timesheet.

Holiday pay does not come from your PTO balance and does not require a PTO request for observed company holidays.

To record holiday pay:

1. Navigate to Timesheets in Deltek.

2. Locate the observed company holiday. Deltek will highlight the holiday date in blue.

3. Use the preloaded holiday project line already on your timesheet.

   1. If the holiday project line is not preloaded, manually enter project code ZZ03-01-HOL – PTO Holiday.

4. Enter the appropriate number of hours on the holiday date.

5. Add a brief comment noting the holiday name.

Holiday hours must be entered on the actual day the holiday is observed.

Important Reminder

Using the correct project code ensures accurate payroll processing, reporting, and compliance. If you are unsure which code to use, contact your Supervisor or HR before submitting your timesheet.

For bereavement leave, enter time using the project code that matches the family relationship.

Immediate Family

• Project Code: ZZ03-03-BER

• Project Name: PTO Bereavement Immediate

Extended Family

• Project Code: ZZ03-03-EXT

• Project Name: PTO Bereavement Extended

Enter the number of hours used for each applicable day. Additional PTO may be used if more time is needed beyond the paid allowance.

Important Reminder

Using the correct project code ensures accurate payroll processing, reporting, and compliance. If you are unsure which code to use, contact your Supervisor or HR before submitting your timesheet.

For approved parental leave, enter time using the appropriate parental leave project code.

General Parental Leave

• Project Code: ZZ03-02-PAR

• Project Name: PTO Parental General

Maternal Leave

• Project Code: ZZ03-02-MAT

• Project Name: PTO Parental Maternal

Enter hours on the dates approved for leave. Accrued PTO may be used to cover unpaid portions of parental leave if applicable.

Important Reminder

Using the correct project code ensures accurate payroll processing, reporting, and compliance. If you are unsure which code to use, contact your Supervisor or HR before submitting your timesheet.