Time-off management is a constant challenge for large companies, especially in industries with a mix of full-time and seasonal workers. According to a recent survey, 42% of employees say they don’t fully understand their PTO policies, and 63% of HR professionals report spending too much time handling time-off requests and disputes.

For one of the largest berry producers in the US, managing accrual balances and time-off requests was becoming overwhelming. With thousands of employees across multiple locations, their HR team struggled to keep up with manual PTO tracking, leading to payroll discrepancies, employee confusion, and a flood of HR inquiries. That’s when they turned to CloudApper hrPad HR Service Delivery solution for UKG to simplify and automate their process.

We sat down with the company’s HR operations lead to learn how they transformed their time-off management using CloudApper AI for UKG.

“Employees Were Constantly Asking About Their PTO Balances”

“Before CloudApper, our HR team was constantly answering questions like, ‘How much PTO do I have left?’ or ‘Why is my balance different than last week?’” – the HR Lead 

Employees had difficulty accessing their accrual balances in real time. Many would wait until payday to check, leading to last-minute disputes and confusion. The HR team, already managing payroll, compliance, and scheduling, was overwhelmed with these repetitive questions.

“It wasn’t just about employees being unsure,” the HR Lead explains. “We had cases where employees took more time off than they had, simply because they misunderstood their balances. That led to payroll corrections, frustrated employees, and unnecessary back-and-forth.”

Real-Time Accrual Tracking at Their Fingertips

After implementing CloudApper HR Service Delivery Solution, employees could instantly check their accrual balances using a simple self-service kiosk placed in break rooms and entry points.

“Employees can now walk up to the kiosk, scan their badge or use face recognition, and immediately see their PTO balance—no more waiting for payroll to process it or logging into multiple systems,” says the HR Lead.

With automated time-off tracking and direct UKG integration, employees could:

  • See their updated accrual balance in real time
  • Submit time-off requests directly from the kiosk
  • Receive instant approvals or pending status updates

“What used to take days of emails and back-and-forth is now done in seconds,” the HR Lead adds.

Fewer Payroll Errors, Happier Employees

One of the biggest impacts of CloudApper hrPad was the reduction in payroll errors. Before, employees might miscalculate their time off, leading to overpayments or underpayments. With real-time tracking, the berry firm reduced PTO-related payroll discrepancies by 60%.

“That’s a huge deal for us. When you have thousands of employees, even small mistakes add up,” says the HR Lead.

Employees also felt more in control of their time off. Instead of HR being the middleman, they could plan their vacations, sick days, or personal leaves without confusion or delays.

“We actually saw a drop in last-minute call-offs because employees could better plan their PTO,” the HR Lead notes.

“It’s a Win-Win for Employees and HR”

For the HR team, CloudApper hrPad eliminated hours of administrative work each week. They no longer had to manually track accrual balances, process requests via email, or deal with PTO disputes.

“It’s been a game-changer. Our HR team is less stressed, employees are happier, and everything runs smoother. If you’re struggling with accrual tracking, this is the solution,” the HR Lead explains.

For companies using UKG, CloudApper hrPad isn’t just a tool—it’s a smarter way to manage time-off, improve transparency, and boost employee satisfaction.

Want to see how it works? Schedule a demo today!