Managing time-off requests and PTO balances can be a major challenge for organizations with large, diverse workforces. This is especially true in industries like agriculture, where companies employ thousands of full-time and seasonal workers across multiple locations.

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According to recent research, 42% of employees don’t fully understand their PTO policies, while 63% of HR professionals say they spend too much time handling time-off disputes. Lack of clarity creates frustration for employees and drains valuable time from HR teams.

One of the nation’s largest berry producers faced this exact challenge. Their HR team was overwhelmed with PTO inquiries and payroll corrections. The turning point came when they implemented CloudApper hrPad with UKG Pro WFM, a UKG Technology Partner solution designed to simplify accrual tracking and streamline time-off management.

Manual PTO Tracking in a Seasonal Workforce

With thousands of employees across multiple farms and distribution centers, the company’s HR team struggled to keep up with:

  • Accrual balance inquiries → Employees constantly asked, “How much PTO do I have left?”

  • Payroll discrepancies → Misunderstandings about balances led to underpayments and overpayments.

  • Last-minute call-offs → Without visibility, employees often misplanned time off.

  • Administrative overload → HR staff spent hours manually handling PTO requests and disputes.

As the HR lead explained:

“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.”

The Solution: CloudApper hrPad for UKG PTO Tracking

To solve the problem, the berry firm deployed CloudApper hrPad, an employee self-service kiosk that integrates seamlessly with UKG Pro WFM.

Placed in break rooms and facility entry points, hrPad kiosks gave employees direct, real-time access to their PTO data. Using a badge scan or facial recognition, workers could:

  • View up-to-date accrual balances instantly.
  • Submit PTO requests directly from the kiosk.
  • Receive approvals or pending updates in seconds.

No more waiting for payday, no more logging into multiple systems, and no more constant emails to HR.

As the HR lead put it:

“What used to take days of emails and back-and-forth is now done in seconds.”

Real-Time Visibility, Fewer Payroll Errors

One of the most significant impacts was the reduction in payroll errors. With CloudApper hrPad ensuring real-time accrual balance updates synced with UKG:

  • PTO-related payroll discrepancies dropped by 60%.

  • HR helpdesk requests about balances decreased dramatically.

  • Employees felt more confident planning vacations, sick days, and personal leave.

“When you have thousands of employees, even small mistakes add up. Having accurate, real-time data changed everything,” the HR lead explained.

Employee Experience: Transparency Builds Trust

Beyond accuracy, hrPad transformed how employees experienced PTO management:

  • They no longer relied on HR as the middleman.

  • They planned time off proactively instead of reacting at the last minute.

  • Last-minute call-offs decreased, as employees had visibility into their balances.

“We actually saw fewer unexpected absences because employees could better plan their PTO,” the HR lead noted.

HR Team Benefits: From Reactive to Strategic

For HR staff, the shift was equally powerful:

  • Hours of admin work saved weekly by automating accrual updates and approvals.

  • Less stress from disputes and corrections.

  • More time for strategic priorities like compliance, engagement, and workforce planning.

“It’s been a game-changer. Our HR team is less stressed, employees are happier, and everything runs smoother,” the HR lead shared.

Broader Lessons for UKG Users

This berry producer’s journey highlights lessons that apply across industries:

  • Self-service matters → Employees want transparency and control.

  • Automation reduces risk → Real-time syncing with UKG prevents errors.

  • Visibility improves planning → Both employees and managers benefit from better foresight.

  • Scalability is key → hrPad supports seasonal spikes in workforce size without overwhelming HR.

Whether in retail, healthcare, manufacturing, or agriculture, PTO clarity is a universal need — and CloudApper hrPad delivers it.

ROI Snapshot

After implementing CloudApper hrPad with UKG, the berry firm reported:

  • 60% fewer payroll discrepancies related to PTO.

  • 40% reduction in HR inquiries about time-off balances.

  • Drop in last-minute call-offs, improving shift coverage.

  • Higher employee satisfaction scores in post-rollout surveys.

FAQs

Q1: Can UKG manage PTO without hrPad?
Yes, UKG handles PTO policies well. CloudApper hrPad enhances UKG by making balances more transparent and requests more automated through employee self-service kiosks.

Q2: Does hrPad support seasonal or hourly workers?
Absolutely. hrPad is built for large, distributed workforces, including seasonal employees.

Q3: How does hrPad reduce payroll disputes?
By syncing directly with UKG, balances are always up to date. Employees see exactly what HR sees, reducing misunderstandings.

Q4: Is hrPad customizable?
Yes. Companies can tailor workflows to match PTO policies, union rules, and approval hierarchies.

Q5: What devices run hrPad?
Any iOS, Android, or Windows device — making it a cost-effective option compared to proprietary time clocks.

Smarter PTO Tracking in UKG

For one of the US’s leading berry producers, CloudApper hrPad turned PTO tracking from a headache into a streamlined, transparent process. Employees gained control and confidence in managing their time off, while HR saved hours each week and reduced payroll errors dramatically.

For organizations using UKG, CloudApper hrPad isn’t just an add-on — it’s a transformative HR service delivery solution that empowers employees, simplifies HR operations, and strengthens compliance.

Ready to simplify PTO tracking in UKG? Contact CloudApper today to see how hrPad can transform your workforce management.  Schedule a demo today!