Paid Time Off (PTO) Language Appears in the non-exempt offer template without placeholder but does not appear in exempt letter
The PTO language in offer letters is controlled by Word Mailmerge conditional statements in the templates. This allows the document to show or hide text based on specific offer details, such as the Time Type of the job.
For non-exempt employees, the PTO language appears automatically when the Time Type is set to Full Time. For exempt employees, adding or updating placeholders like the California Communication Allowance may cause the PTO language to stop appearing if the Mailmerge code for PTO is overwritten or removed.
Audience
All users
Prerequisites
Before editing or troubleshooting templates, ensure you have:
- Access to the current offer letter templates (Exempt and Non-Exempt).
- MS Word is installed on your computer.
- Familiarity with Word Mailmerge and toggling field codes using Alt + F9.
How to Restore or Update PTO Language
1. Download Templates
- Download both the Exempt and Non-Exempt templates for reference.
2. Compare Templates
- Open both templates side by side in MS Word.
- Identify the Mailmerge codes related to PTO in the Non-Exempt template.
3. Edit Exempt Template
- Enter Edit Mode in MS Word (documents may open in Protected Mode).
- Press Alt + F9 to display field codes instead of the standard text.
- Locate the conditional statement for PTO (appears as a code string tied to Time Type = Full Time).
- Copy the PTO Mailmerge code from the Non-Exempt template and insert it into the corresponding section of the Exempt template (as required).
4. Verify Other Mailmerge Fields
- Check for other conditional text or placeholders that may have been accidentally deleted or overwritten.
- Make sure all necessary text codes are consistent between Exempt and Non-Exempt templates.
5. Re-upload Updated Template
- Save the updated Exempt template.
- Upload it back to Jobvite to restore PTO functionality.
FAQs
Q: Why does PTO appear in Non-Exempt but not Exempt templates?
A. The PTO text is tied to a conditional Mailmerge statement. If the statement is missing or overwritten in the Exempt template, it will not be displayed.
Q: Do I need to configure anything in Jobvite?
A. No. This is entirely controlled by the Word template itself. Jobvite simply merges the offer details into the document.
Q: Can I remove the PTO text completely?
A. Yes. Editing the template and removing the Mailmerge statement will prevent the PTO text from appearing in all offer letters.
Q: How do I view hidden Mailmerge codes in Word?
A. Open the template in Edit Mode and press Alt + F9 to toggle the field codes. This will reveal all conditional statements and formulas in the document.