Do you love paid time off? I know I certainly do.
But if you’re trying to calculate and manage a team’s PTO, that love no doubt dwindles. Then throw a mixture of full-time and part-time employees in the mix… how do you even keep up? Do they get the same amount of vacation? How do you calculate PTO days? So many questions, so much confusion!
It’s not as chaotic as it sounds, we’ll break it down nice and easy for you. We’ll get into the different employment types and how that impacts their PTO, then we’ll look at some factors you should keep in mind when managing PTO. Let’s get into it.
What is the difference between full-time and part-time employees?
Nice and easy start with what a full-time employee and a part-time employee are. It’s pretty straightforward, but just so we’re all on the same page.
The full-time folks
These are your people clocking in around 30 or more hours a week, part of the furniture, really. They’re generally the backbone of your team and those holding down the fort day in day out.
These are the people who generally receive a comprehensive benefits package, which often includes health insurance, retirement plans, and a well-defined PTO policy. Of course, depending on the company.
The part-time pals
Then you've got the part-timers, working fewer hours, keeping things flexible. Their work schedules offer adaptability, and that can be an advantage for the employee and the employer.
This flexibility can help businesses manage workloads that are chopping and changing. For employees, this option can offer a better work-life balance. What about their benefits and PTO? Well, that can be more varied.
How does PTO differ for full-time and part-time employees?
Now that we have a good idea of what full-time and part-time employment means, let's get to answering the question you came for. How does the employment type impact PTO? Well, there are actually a few factors that will impact PTO, which are:
Hours worked
The most obvious thing, of course, is the hours. Full-timers? They're putting in those consistent, longer shifts, day after day. Like we mentioned earlier, this is usually around 30+ hours a week. Because their hours are usually more structured, so are their PTO packages. In most cases, for full-timers, it's usually a set number of days per year, no fuss.
Part-timers? They're rocking a more flexible schedule, which is fantastic, but it also means benefits and PTO can look totally different. Their PTO is often pro-rated, meaning it's calculated based on the number of hours they actually work.
Simply put, you can look at it like “you worked X hours, so you get Y amount of PTO.” This is simple in theory, but it can get messy in practice. If your business has fluctuating hours for part-time employees, it can be even more complex. This is where using something like dedicated PTO tracking software can be a huge time saver.
Employment packages
Full-timers often get more generous benefits, such as health insurance and retirement plans, in their employment packages. That usually means a more generous PTO policy. Companies tend to invest more in their full-time employees, recognizing their commitment.
Part-timers, on the other hand, might get a more basic package, or even just the bare minimum. It's not always bad, but it impacts their PTO. They might not get as many days or have stricter rules about when they can take them. With the benefit of great flexibility, they tend to have to give up more on the benefits side of things.
Tenure and seniority
This one's pretty straightforward. The longer you stick around, the more you get. For full-timers, years of service often translate to more PTO days. It's a way of rewarding loyalty. Most companies, not all, tend to throw in a few extra days of leave every few years—a pretty sweet deal.
Of course, it's more varied for the part-time employees. Some companies might offer the same perk, but it's not always a given. Some employers offer a pro-rata increase based on length of service.
Again, when it comes to seniority, full-time workers have a bit of an advantage. In most cases, companies favor full-time employees when it comes to promotions and moving up the corporate ladder. And that seniority sometimes comes with greater PTO packages. It is not uncommon for part-time workers to get senior roles, but it's more common for full-time employees to get those roles first.
Company policies
We’ve touched on this briefly, but this is where things can get a little unpredictable. Every company has its own rules about PTO. Some are super generous, and some are more like, "Let's stick to the minimum."
Full-timers usually have a clear policy spelled out in their employment contract. Part-timers? It may be more vague. To avoid any confusion, it's crucial to get this in writing, either in an employee handbook or contract.
Flexibility and usage
Full-timers often have more freedom when they can take their PTO. They can take longer vacations, or use it for those random days off. Again, their employment is fixed; it’s usually a bit easier for them to plan in advance. That makes it a bit easier for companies to approve leave for them.
Part-timers? They might have more restrictions, especially if they're working during peak times. In some cases, part-time workers are only brought in to help ease the workload while full-time employees are off. For that reason, it’s trickier for part-time employees to use their leave days as freely as full-time employees.
This is where the “part-time” can be a benefit, though, since they are not working set hours or days, these workers probably have a bit more free time or flexibility between working hours, and that’s a trade-off worth considering.
Accrual methods
Full-timers usually get a set number of days upfront, or they accrue it evenly throughout the year. This set number can increase over time, which we mentioned above.
Part-time employees often accrue it based on hours worked, which can get complicated. Especially if they are not working set hours each week/month/year, some companies will offer them set days, but that’s not always the case.
If you’re looking to have part-time employees in your crew, you might want to consider teaming up with a dedicated vacation tracking software to make things a bit smoother.
Factors to consider for each
With all the above to consider, we get that PTO might be something that seems complex to manage. The good news is it doesn't have to be a headache. With the right approach and the right tools, you can transform PTO from a source of stress into a smooth, seamless part of your workplace culture.
Clear PTO policies
First off, clarity is your best friend. Make sure your PTO policies are crystal clear, written down, and easily accessible to everyone. Don't leave any room for ambiguity. This means clearly defining how PTO is accrued, who's eligible, how requests are made, and any restrictions on when time off can be taken.
This goes for both your full-time and part-time employees. Make sure that you have set clear policies, no matter what their working arrangement is. There’ll be cases where you may need to introduce special policies, but if you can set standards for most of your team, you can save a lot of your time (and sanity!)
Remember, the more upfront you are, the fewer questions you'll have to answer later. And let’s be real, fewer questions mean less work for you.
Fair treatment for all
Consistency is another key ingredient. Treat everyone fairly, no matter their employment status. Don't let personal biases or gut feelings influence your decisions. Stick to the policy, and apply it evenly across the board.
You may feel closer to your full-time employees simply because you’re with them more often than your part-time employees. This doesn’t mean that you should be favoring full-timers for promotions or raises and leaving the part-time workers out to dry. Treat everyone equally!
It’ll only build trust and show your team that you value fairness and transparency.
Open communication
Speaking of transparency, keep everyone in the loop. Use open communication channels to share PTO information, updates, and policy changes. This could be through team meetings, internal newsletters, or a dedicated online portal. The more informed your employees are, the less likely they are to feel confused or frustrated.
Use technology to your advantage
Now, on to tools. Because let's face it, manually tracking PTO with spreadsheets and paper forms is a recipe for disaster. Luckily, there are options for us to use software that can automatically calculate accruals, track balances, and send reminders, so you don't have to.
Whether you’re dealing with a part-time pal or the full-time folks, absence management software can make your life a whole lot easier. Not just that, it also makes the lives of your employees easier!
With most software, employees can see their balances, request time off, and know exactly where they stand. Less back and forth queries about time off and more time doing the important bits that keep the business ticking.
Ultimately, managing PTO shouldn't be a source of stress. It should be a simple, straightforward process that benefits both your employees and your business. With the right approach and the right tools, you can create a positive and productive workplace culture where everyone feels valued and respected.
Making PTO work for everyone
We've taken you through the world of PTO for full-time and part-time employees. And while it can seem like a lot to juggle, the core of it all boils down to fairness, clarity, and good communication. Treat everyone with respect, make your policies easy to understand, and keep those lines of communication open.
And let's be real, you've got enough on your plate without wrestling with PTO spreadsheets and endless email chains. That's where Timetastic can be your secret weapon. By taking the headache out of time-off management, we free up your time so you can focus on what you do best, growing your business and supporting your team.
Timetastic is designed to simplify everything. From automated accrual calculations to easy-to-use request and approval processes, we've got you covered. So why not try it for FREE? That's a win-win.