Manager, PTO Data Systems

Manager, PTO Data Systems

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Job Overview

The Manager, PTO Data Systems leads a highly technical, data-driven function responsible for end-to-end research, analysis, and processing of Paid Time Off (PTO), Vacation Pay, Holiday Pay, Personal Pay, and Sick Safe Pay eligibility, grants, and adjustments. The Manager plays a critical role in system readiness, data conversion validation, and cross-system reconciliation, including active participation in the transition to new Absence Management system functionality.

The Manager leverages advanced analytical skills, enterprise-level systems thinking, and a deep understanding of interconnected HRIS environments to ensure the accuracy of time-off data across PTO, absence management, and timekeeping systems. The Manager supports the implementation, stabilization, and postgo-live evaluation of new absence and time-off system configurations by assessing system performance, data integrity, and operational efficiency. The role includes complex data analysis, discrepancy resolution, system testing, compliance support, and collaboration with HRIS, Payroll, Labor Relations, and Total Rewards to improve system reliability and enhance the end-user experience.

What You Will Do

Technical Data Analysis & System Maintenance

• Execute, interpret, and troubleshoot data-driven reports to identify changes in PTO and Sick Safe Pay eligibility, entitlements, and balances with a high level of precision.
• Conduct cross-system data analysis to identify discrepancies, diagnose root cause issues, and surface configuration gaps across PTO, absence management, and timekeeping systems.
• Update and maintain time-off grants in PeopleSoft using advanced knowledge of HRIS data structures, dependencies, and business rules.
• Initiate, validate, and reconcile PTO and absence-related updates, assessing upstream and downstream impacts and executing corrective actions.
• Run and troubleshoot annual and monthly PTO grant processes, ensuring data accuracy and system stability during large-scale updates.

Advanced Research, Troubleshooting & Inquiry Resolution

• Investigate complex and escalated issues related to PTO calculations, Sick Safe Pay rules, IYT Days, Average Hours, carve-outs, and union-specific requirements.
• Perform in-depth data audits using system logs, audit trails, and configuration tables to diagnose issues and recommend solutions.
• Provide clear, policy-aligned technical explanations to internal partners, HR teams, and contact center agents.
• Process union-related updates requiring adjustments to PTO, Vacation, Personal Days, and Sick Pay, ensuring compliance with collective bargaining agreements and system logic.

Compliance, System Testing & Continuous Improvement

• Support system configuration, data validation, regression testing, and scenario-based testing for PTO and Absence Management system implementations, enhancements, and regulatory updates.
• Support the transition to a new Absence Management system, including data mapping, conversion validation, parallel testing, and cross-system reconciliation.
• Evaluate post-implementation performance by analyzing system outputs, processing timelines, error rates, and end-user impact.
• Identify configuration gaps, process inefficiencies, and automation opportunities, and partner with HRIS and stakeholders to drive improvements.
• Validate system logic, accrual rules, eligibility criteria, and integrations to ensure consistent performance across HRIS, absence management, and timekeeping platforms.
• Contribute to continuous improvement efforts by documenting processes, strengthening data controls, supporting audits, and participating in special projects.

General Expectations

• Maintain high standards of accuracy, data governance, confidentiality, and compliance with all HR policies.
• Demonstrate reliable attendance and consistently deliver results in a high-volume, deadline-driven environment.
• Foster an environment of acceptance and respect that strengthens relationships, and ensures authentic connections with colleagues, customers, and communities.
• In addition to the essential duties mentioned above, other duties may be assigned.

Skills You Will Need

Advanced Data Analysis & Insight Generation: Strong analytical capability to interpret complex, high-volume datasets, identify anomalies, and deliver structured, data-driven insights that improve accuracy and inform decision-making.

HRIS & Systems Expertise: Deep functional expertise in enterprise HRIS and timekeeping platforms (e.g., PeopleSoft, Absence Management, Kronos/UKG), including system configuration, data structures, integrations, and end-to-end data flow.

Data Integrity & Governance: High attention to detail with a strong focus on data accuracy, validation, and governance controls to ensure consistent, compliant outcomes across PTO, absence, and timekeeping systems.

Root Cause Analysis & Problem Solving: Proven ability to diagnose complex system and data issues using logs, audit trails, and configuration tables, and implement targeted, sustainable solutions.

PTO, Absence & Pay Rules Expertise: Strong understanding of PTO accruals, eligibility rules, Sick Safe Pay, union provisions, and time-off calculations, with the ability to interpret and operationalize business rules within system logic.

System Testing & Implementation Support: Experience supporting system implementations and enhancements, including data validation, regression testing, scenario-based testing, and postgo-live stabilization.

Cross-System Thinking & Impact Assessment: Ability to assess upstream and downstream impacts of system changes across HRIS, payroll, and timekeeping platforms to ensure seamless, end-to-end data integrity.

Process Improvement & Automation: Demonstrated ability to identify inefficiencies, close configuration gaps, and drive process simplification and automation to improve system performance and user experience.

Technical Communication & Stakeholder Enablement: Ability to translate complex technical concepts into clear, policy-aligned guidance for non-technical stakeholders, including HR teams and contact center partners.

Compliance & Regulatory Acumen: Strong understanding of labor agreements, HR policies, and regulatory requirements, ensuring accurate processing and audit-ready compliance across all time-off programs.

Execution & Operational Discipline: Ability to manage multiple priorities in a fast-paced, high-volume environment while maintaining accuracy, meeting deadlines, and delivering consistent results.

Who You Are

• Candidates with a bachelor's degree or equivalent work experience in a related field are encouraged to apply.
• Regularly required to sit, talk, hear; use hands/fingers to touch, handle, and feel. Occasionally required to move about the workplace and reach with hands and arms. Requires close vision.
• Able to work a flexible schedule based on department and company needs.

What We Can Offer You

Join a team where work is as rewarding as it is fun! We offer a dynamic, inclusive environment with competitive pay and benefits. Enjoy comprehensive health and wellness coverage and a 401(k) match to invest in your future. Prioritize your well-being with paid time off and eight paid holidays. Grow your career with continuous learning and leadership development. Plus, build community by joining one of our Colleague Resource Groups and make a difference through our volunteer opportunities.

Some additional benefits we offer include:

• Merchandise discounts
• Performance-based incentives
• Annual merit review
• Employee Assistance Program with mental health counseling and legal/financial advice
• Tuition reimbursement

Access the full menu of benefits offerings here.

This job description is not all-inclusive. Macy's, Inc. reserves the right to amend this job description at any time. Macy's, Inc. is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.