Family Leave or an Extended Leave
- Andrea Boehm
- Lori Nye
The options below assist with handling situations when an employee is on a leave of absence and not paid for a period of time.
Option 1: Using Two Separate Compensations - One Before the Leave and One When Returning
When the employee begins leave, do the following:
On all the employee's Compensations, enter a Compensation Stop date and enter a Calendar Stop Date equaling the last day work day.
On all the employee's Positions, enter any information specific to the situation for EMIS reporting. To report the EMIS correctly, go to Positions>EMIS Related Information and enter the appropriate information in any of the EMIS 'override' fields that apply - these include the Contract Amount, Contract Work Days, Hours In Day, and/or Full Time Equivalence fields.
When the employee returns from leave, do the following:
On the original Compensation, unmark the State Reporting>Reportable to EMIS checkbox.
If desired, the Compensation can be edited and updated to reflect the information up until the leave.
Create a new Compensation for the remaining amount owed to the employee.
Job Calendar = Same as the original Compensation.
Compensation Start Date = First work day returning.
Compensation Stop Date = Same as the original Compensation.
Contract Work Days = Remaining number of work days.
Contract Obligation = Remaining amount owed to the employee.
Days in Contract X Unit Amount (and then also Hours In Day if Unit Amount is set to Hourly) = Contract Obligation
Contract Obligation - Amount Paid - Amount Docked = Contract Obligation on Second Compensation
New Contract Obligation/Number of Pays Remaining = Pay Per Period on Second Compensation
To double check the employee will be paid properly:
Total Amount Paid on Original Compensation + Pay Per Period on Second Compensation X Number of Pays Remaining on Second Compensation + Total Dock Amount = Contract Obligation
Calendar Start Date = First work day returning.
Mark the State Reporting>Reportable to EMIS checkbox.
On the Position record, enter any information specific to the situation for EMIS reporting. To report the EMIS correctly, go to Positions>EMIS Related Information and enter the appropriate information in any of the EMIS 'override' fields that apply - these include the Contract Amount, Contract Work Days, Hours In Day, and/or Full Time Equivalence fields. These figures should include any totals paid on the original Compensation.
On the Employee record, in the State Reporting>Long Term Illness field enter the number of days absent.
Go to Core>Adjustments and create and adjustment using the Type of EMIS Absence for the total number of days not covered by another type of leave.
Option 2: Using One Compensation, Entering Attendance Docks While on Leave, and Allowing the Deferred Dock When Returning
While the employee is on leave, create Attendance records using the Dock Category.
While the employee is on leave, create Payroll Payments - Future or Current records using the Dock Pay Type.
On the Employee record, in the State Reporting>Long Term Illness field enter the number of days absent.
When the employee returns to work, continue processing the Compensation as normal.
Keep in mind, when the employee returns to work any deferred dock amount may prevent them from receiving a payment for a period of time.
Option 3: Using One Compensation, Entering Attendance Docks While on Leave, and Not Allowing the Deferred Dock When Returning
While the employee is on leave, create Attendance records using the Dock Category.
While the employee is on leave, create Payroll Payments - Future or Current records using the Dock Pay Type.
On the Employee record, in the State Reporting>Long Term Illness field enter the number of days absent.
When the employee returns to work, update the Compensation to reflect the following:
Modify the Pay Per Period to spread the remaining dock amount over the remaining number of pays (subtract the deferred dock amount/number of remaining pays).
Create a Compensation Adjustment and enter the deferred dock amount in the Amount Docked field.