How much can I save on paid time-off tracking with an HRMS?

HRMS PTO Tracking Savings 

$37,385/yr

# of employees: 50    |    # of managers: 7

Annual PTO Tracking Savings with HR Software

For companies still juggling time-off requests with spreadsheets, paper forms, and endless back-and-forth emails, it’s no surprise that PTO tracking is a headache. But with an HRMS, the process is streamlined, saving everyone time and hassle. Here’s how:

Eliminating Inflated Time-Off Benefits

When time off isn’t automated, things can easily slip through the cracks. Vacation, sick leave, and other paid time off benefits often aren’t properly recorded as taken, meaning employees’ paid time-off entitlements aren’t accurately reduced. This leads to inflated time-off balances, with employees taking unearned time off, which reduces productivity and inflates payouts at year-end or upon termination. A conservative estimate suggests that around 25% of employee records are mismanaged by at least 1 day per year when PTO isn’t automated.

This issue is completely eliminated when time-off accruals and time taken are automated, leading to accurate, real-time balances and reducing the risk of errors.

HR Admin

HR admins save about 5 hours per month by automating PTO tracking. No more recording time off in a spreadsheet, manually calculating entitlements, updating records, or tracking down requests. The HRMS handles it all—automatically updating balances, logging requests, and sending out reminders. It also means no more "what's my vacation balance?" questions. HR can now literally remove this admin task from their job description. 

Managers

Managers save about 2 hours per month with an HRMS. No more hunting down time-off requests documents, or manually approving them. They no longer have to ask payroll for a vacation or sick days report for their team. With automation, managers can quickly approve or deny requests, and all the data is automatically updated in real-time. Managers can access up-to-date time-off balances with a click, leaving them more time to focus on team leadership and less time on admin.

Employees

Employees save about 1 hour per month with an HRMS. Instead of sending endless document-based requests to HR or managers, employees can easily submit time-off requests and track their own balances. No more waiting for HR to send updates or asking for time-off status. Everything is available in one place, making it quicker and easier for employees to plan time off without the hassle.

With an HRMS, tracking PTO is seamless, accurate, and headache-free, saving everyone valuable time and ensuring that time off is properly recorded and managed. No more wasted hours—just efficient, streamlined time-off management.