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      Understanding PTO Balances on Pay Stubs in Embedded Payroll

      Why PTO Balances May Differ

      Admins often notice discrepancies between PTO balances shown in GoCo’s Time Off module and the balances reflected on pay stubs generated by embedded payroll providers. This is due to how these systems manage and display balances:

      • GoCo Time Off Balances:
        GoCo manages PTO balances based on approved time-off requests. When an employee submits a time-off request, and it’s approved, the balance is updated in GoCo.Screenshot 2024-12-30 at 12.35.40 PM

      • Pay Stub Balances:
        Pay stubs reflect the balances maintained by the payroll provider, which may not always sync directly with GoCo.

      Key Reasons for Discrepancies

      1. Two Separate Systems:

        • GoCo tracks time off requests and updates balances accordingly.
        • Embedded payroll providers, like Execupay, manage their own balance calculations independently.

      2. Timing Delays:

        • Pay stub balances may reflect data that is a pay period behind, as they rely on information processed at the time payroll is run.

      3. Manual Adjustments in Payroll:

        • If PTO is paid out directly in the payroll system (e.g., an off-cycle payroll), the balance may not sync back to GoCo unless a corresponding time-off request exists in GoCo.

      How PTO Balances Are Handled

      1. With Gusto:

        • GoCo appends an additional page to pay stubs showing PTO balances based on GoCo’s Time Off module.
          Screenshot 2024-12-30 at 12.22.39 PM
        • These balances are updated from GoCo data but may still reflect a pay period lag.

      2. With Execupay:

        • Pay stubs display the PTO balances maintained by Execupay.
        • GoCo’s balances do not retroactively sync with Execupay adjustments unless the PTO request originates from GoCo.

      Best Practices to Avoid Discrepancies

      • Always Submit PTO Requests in GoCo:
        Ensure all time-off requests are logged and approved in GoCo to maintain accurate balances.

      • Avoid Manual Adjustments in Payroll:
        Avoid making PTO payouts directly in the payroll system without corresponding time-off requests in GoCo.

      • Educate Employees:
        Help employees understand the differences in balance reporting between GoCo and their pay stubs.

      What You Can Do.

      • For Gusto Users:
        If discrepancies persist, contact GoCo support to explore potential enhancements for real-time balance updates.

      • For Execupay Users:
        Discrepancies are expected due to Execupay managing pay stub balances. Consider educating employees on how GoCo balances differ from what’s displayed on pay stubs

       If you have additional questions contact GoCo support. 💚