We have been keeping track (somewhat) of everyone's PTO's for the past two years.?

My question is: how do I handle employees that disagree with their PTO balance? We accrue by payperiod and run from anniversary date to anniversary date. If you don't use it, you lose it. How do I convince our employees of these policies? (Which by the way, are stated clearly in our handbook!) I need an answer soon, as these hours will appear on everyone's check stubs this week.

There is no convincing anyone. You have to make it YOURS and tell them that this is how it is. If you want to allow for debate, you may as well let them dictate to you what is available. You need to tell them that this is what is available and if there are any questions, they need to asked before the next period end. Keep constant tracking of the hours and posting of any used or lost for quick review, and leave it at that. Do the same across the board with all employees. Explain that this is a benefit, not a requirement. We used to do the same thing with vacation hours, sick leave, and floating holidays.

Remind them of the policy. You don't have to convince them of anything if the policy is in writing. It is what it is.

Unless they have a compelling case (like a clear mistake on the pay stub) tell them to take it up with their managers.

Most companies will list PTO's accrued and PTO's used on their pay-stubs. If yours does not have that policy implemented, you should suggest it.

Also, what I used to do is tell people verbally and tell them that if their days are not used by such and such a date (pay period cut offs- if you need further explanation of this just email me and I'll explain in more detail) then they loose them. This only worked because it was a small company - if yours is large you'll grow very weary of doing this.

You will always have some employees that will disagree with something. You can't please all of the people all of the time.

Show them the policy in the handbook again. If you think it is necessary, include a photocopy of the policy in each of their paycheck envelopes this week.

You may have to show the records to those that still insist on complaining. If they disagree with your recordkeeping, there is not much else you can do to convince them.

Good luck!