(CA) Set up your company and manage plans

Luna is Wagepoint's own paid time off (PTO) management system. It easily integrates with your payroll and will help you and your employees request leave, approve leave, track balances and establish accruals.

Log into Luna

1. Go to http://luna.wagepoint.com.

2. Enter your Wagepoint username and password.

3. Click “Log in.”

If this is your first time logging into Luna as an Administrator, you will need to set up your company. The Company Setup includes three main areas — Manage Plans, Company Settings and Employee Settings.

Manage plans

1. Navigate to Configure > Manage Plans. This is where you will begin setting up your plans. Note: You can have multiple plans and each plan can have multiple seniority levels.

2. Click “Add plan.” Note: If you have existing leave plans, they will be listed in the Leave Plan Table.

3. Choose your Leave Plan type.

• Accruable — Time off will be accrued during each pay cycle.
• Trackable — For tracking purposes only. It will not be accrued during each pay cycle.

4. Edit your Plan Details.

• General information — These are the basics we need to set up this plan.
• Plan Name — This is the name your employees will choose when requesting leave.
• Plan Type — Vacation, Personal or Sick. Note: If you choose Vacation, the year-end rollover process will include payouts of any time exceeding the carryover amount.

• Hours set up — Here you will set up the different hours needed for this plan to work and make sense to your employees.
  • Hours per year — This is the maximum number of hours a new employee can accrue in a single year.
  • Maximum number of hours — This is the maximum number of hours a person can hold during a year. Note: This is often called the “Use it or lose it” point — in other words, the employee cannot accrue more hours so they must use the PTO or lose it.
  • Allow Negative Balances — If you allow employees to take PTO they have not yet earned, select “YES” and enter the maximum number of hours an employee is able to go into the negative. Otherwise, select “NO.”
  • Allow Carry Overs — If you allow employees to maintain a balance greater than the leave they can earn in a single year, select “YES” and enter the amount of hours over the yearly total in the Maximum Carry-Over field. Otherwise, select “NO.”
  • Plan Reset Date — This is the one year time frame for accrual rates and maximum hours. If it is the same for all employees in the company, you can choose “Beginning of the year.” If it varies for each employee, choose the “Employee’s anniversary date” or “Custom date.”

• Seniority — Seniority levels allow you to have multiple accrual rates based on how long an employee has been with the company. For example: If you have been with the company for 2 years or less, you earn 80 hours of leave for each year. Once you start your third year, you earn 88 hours of leave for each year.
  
  • Notes: 
    • You do not have to use Seniority Levels.
    • If you are using the Seniority Levels, the time frame is in months and the accrual rate is in hours per year. You can add up to 9 Seniority levels as necessary.

5. Review your information and click “Save” when you’re ready.