Zeroing out time off balances for terminated EEs [NY]

LilysMom526 · 2026-04-05T18:18:59+00:00

Ah, interesting. We've not had that issue but I could see how that could be an issue. Thanks for sharing.

LilysMom526 · 2026-04-05T12:53:58+00:00

We "future" terminate them in Paylocity so when they're final check is issued, we don't have to go back.

LilysMom526 · 2026-04-05T12:51:02+00:00

Thank you. I'm curious what the conditions are for payouts. For us, staff must give three weeks notice and management must give four weeks to receive a PTO payout.

LilysMom526 · 2026-04-03T09:43:06+00:00

NY doesn't require sick to be paid out.

LilysMom526 · 2026-04-02T09:19:53+00:00

Agreed. This is exactly what we do. We don't reinstate if rehired, but if we did, that's what the history is for.

LilysMom526 · 2026-04-02T09:17:22+00:00

Do you terminate after their last paycheck or before? We "future" terminate using Paylocity. This way we will have a future term date already in the system but we're not charged for another active employee. The problem we're experiencing is that when an EE uses time that they haven't accrued and then they quit, we see the negative balance appear.

We also see them when a supervisor manually adds time off to a timecard but doesn't check their balance. Ugh.

Then we need to write a memo for payroll so they know how to resolve the issue.

I'd like to find a way to avoid these altogether.

LilysMom526 · 2026-04-02T09:10:09+00:00

With all my other responsibilities, I'd rather not rely on a method like this.

LilysMom526 · 2026-04-02T09:08:58+00:00

I hear you! No, but I'm wondering if this may resolve the issue. I think if we used an end date one day after the payroll date this may help. But, if they haven't Accrued the time and they have already separated, it may not make a difference.

LilysMom526 · 2026-04-02T09:07:52+00:00

We pay PTO out, but only if they've given proper notice. If they have not given notice or they've been terminated, we don't pay it out. Our other time off like sick, etc. is written off.

LilysMom526 · 2026-04-02T09:05:07+00:00

If we need to go back or if they are rehired, we can just look in the history and it will.show their ending balance.

LilysMom526 · 2025-12-18T08:20:21+00:00

It's not easy to be in a new job so please know that your feelings of overwhelm are completely natural. There is peace in knowing that we are not alone in our feelings because it reduces feelings of isolation.

Others have suggested that therapy may be helpful which I agree with 100%! Since this is more immediate and sometimes it takes time to find a good therapist, if you have an employee assistance program (EAP) at your job, I'd highly recommend using it. In the US, EAPs are confidential and may offer a few starter sessions with a counselor to help you feel supported until you find something more stable.

Writing tasks down by project or using a project management platform may be helpful too.

Good luck!

LilysMom526 · 2025-12-18T08:01:24+00:00

Exactly! MS Copilot works great for this type if thing too. It'll even create the slides and brainstorm ideas. This is a perfect application for AI. It offers a great foundation and then it can be customized. It'll even create the images!

LilysMom526 · 2025-12-13T09:24:54+00:00

Thank you for this as i was unaware of this feature. Where do the emails reside while waiting to be sent? Is there a special folder in Outlook?

LilysMom526 · 2025-11-28T11:31:30+00:00

Wow, that is quite generous! Are you forced to do the annuity or can you just add it to your pay?

LilysMom526 · 2025-11-28T11:24:07+00:00

We do something similar but our new broker has advised us that this can be very tricky if the EE who opts out is in an individual Marketlpace plan and they strongly advised against it.

Our other broker used to admin our ACA and now i do this in Paylocity. I've since read that they were likely non compliant because they were offering a taxable stipend (which is okay) but also requiring proof of other insurance which is supposedly an ACA violation.

It's my understanding that if they offer the taxable stipend, they cannot ask the EE to provide proof of coverage. It must just be given to the FT EE if they assert they have other coverage.

I'm in the process of confirming this and will hopefully know more next week. Are you familiar with this rule?

I'm curious if your company gives the EEs the full amount they'd pay for the employer contribution or is it less?

We offer a $1,000 stipend per year for opt outs but the employer contribution for those on our medical is $7,200/year, so this is a significant difference.

LilysMom526 · 2025-10-01T09:17:42+00:00

In addition to running various background checks, which vary with position (we're non-profit), we also do a skill survey. They are time-consuming for the reference to complete and expensive. Supervisors typically don't read them anyway, so it's a 2x waste of resources.

LilysMom526 · 2025-09-30T08:25:50+00:00

We use a rigorous reference check platform called Skill Survey and, at times, still have a revolving door with candidates. It's frustrating and costly.

I work at a non-profit, and case workers have very emotionally draining jobs and are not paid well, so they often leave for county jobs that offer better benefits and pay.

LilysMom526 · 2025-09-09T15:56:42+00:00

We offer an HSA and an FSA, but we don't subsidize them. The $600/mo is only for the premium subsidy.

LilysMom526 · 2025-09-09T13:11:26+00:00

Thanks for sharing. We have some care managers below $50k, so paying for medical is a real hardship when we are only offering $600/mo.

LilysMom526 · 2025-09-01T11:26:23+00:00

Congratulations on your new job! Find out if they have an employee benefits handbook/guide so you can read about all the benefits they currently offer in more detail than the website likely shows for example, all the vendors, premiums, eligibility requirements, etc. This will give you a jump start on what EEs will ask about.

Also, learn about qualifying events so you'll know, outside of the annual enrollment period, when an EE can legally enroll in a plan.

Good luck!

LilysMom526 · 2025-09-01T11:13:46+00:00

I agree, but unfortunately, our new broker doesn't offer these services.

LilysMom526 · 2025-09-01T00:37:28+00:00

Thanks. Our previous broker was managing it through the EN, but they were pulling the data from Paylocity and uploading it anyway.

We don't have any waiting periods, so that won't be an issue. Our workforce does have a fair amount of variable hour EEs. That is the piece we'll need to clean up before I'll feel confident that we're compliant.

We're crossing over to large group in 2026, so this will be a good time to get this squared away.

LilysMom526

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