Here's the updated final article:
When an employee's PTO request is approved, their timesheet doesn't update automatically. PTO Factor does that for you — in one click. It scans all approved PTO for the selected week and inserts the correct hours into timesheet records so your payroll reflects the full picture without manual entry.
📌 Important: PTO hours are treated as regular hours. They do not count toward overtime calculations.
Who Does What
Action | Who Can Do It |
Submit a PTO request | Employees/Contractors |
Approve or reject a PTO request | Workspace Admin & Ops Admin |
Factor PTO into timesheets | All Timesheet Approvers |
Before You Begin
⚠️ PTO must be approved before factoring. Pending or rejected requests will be ignored.
📅 PTO can be submitted for any date — past, current, or future. Once approved, it is eligible to be factored.
How to Factor PTO
Option 1 — Factor for All Clients at Once (Recommended)
Go to the Timesheets page
Ensure no company is selected in the dropdown
Click the three dots (⋯) top right
Click Factor PTO
Jombone factors all approved PTO across all clients for the week automatically.
💡 Best practice: Do this for all clients at the end of every week before processing payroll.
Option 2 — Factor for One Specific Client
Go to the Timesheets page
Select the client from the dropdown
Click the three dots (⋯) top right
Click Factor PTO
Only that client's PTO will be factored.
What You'll See After Factoring
The timesheet will display a breakdown of regular hours and PTO hours side by side.
Visual Indicator | What It Means |
🔵 Light blue row with clock icon | PTO has been factored |
⬜ Greyed out | PTO is for a future date |
Standard display | Historical factored PTO |
Making Corrections
If a PTO was approved in error or any adjustment is needed, do not manually edit the timesheet. Simply run Factor PTO again — it recalculates everything from scratch based on current approved PTO.
⚠️ If you override a factored PTO entry it will be removed from the timesheet automatically. Did it by accident? Click Factor PTO again and it will be restored — provided the PTO request is still approved.
Important Limitations
🔒 Locked timesheets cannot be refactored. Always run PTO Factor before locking timesheets for the week.
Quick Reference
✅ Do | ❌ Don't |
Factor PTO at end of every week for all clients | Factor before the PTO request is approved |
Refactor if any approval changes are made | Manually edit timesheet hours when PTO changes |
Factor before locking timesheets | Lock timesheets before running PTO Factor |
💬 Questions? Reach out to your Jombone Customer Success Manager.