This article provides step-by-step instructions for updating employee records in the system when an employee goes on or returns from a Leave of Absence, covering changes to account status, payroll profiles, accruals, and custom date fields, with troubleshooting tips and links to additional resources.
Updates Upon Return from Leave of Absence
Important Notes
- Depending on Company Setup, some of these items may look different or not be available. Contact your Account Manager with any questions.
- Make these updates after all paid time has been processed in payroll as these updates will stop an employee from coming into payroll. If using the Leave Management Module, do not make these updates if an employee is on intermittent leave.
- If you are utilizing the Arrearage Function, this will NOT calculate while an employee has a status of ‘LOA.’
Updates Upon Leave of Absence
Personal Information:
- Change the Account Status to ‘LOA’ or 'Leave of Absence'. This status is generally setup as not terminated, but will also not pull the employee into payroll.
Profiles:
- Pay Prep - Change to ‘Do Not Export’ or 'No Pay'. This will ensure that any hours recorded on the timesheet will not pull into payroll.
- TS Auto Population - Change to ‘No Holidays’. This will prevent Holidays from historically displaying on the timesheet while the employee is on leave.
- Click 'Save' in the upper right corner when all profiles are updated.
Accruals:
- In the Accruals widget, update the Updated To date for applicable time offs to the date the employee is expected to return from leave if that date is later than their current Updated To date. If the current Updated To date is after the employees expected return date, no update is necessary.
Note: This generally only applies to accruals that execute frequently (for example, per pay period).- If this date is not updated, the employee may accrue while out on leave. This date can be changed at any time if the employee's expected return date changes.
- Select the top three dots within the Accruals widget and select 'Edit Balances'.
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Enter the expected return date and a comment and click 'Save'.
- Select the top three dots within the Accruals widget and select 'Edit Balances'.
- If this date is not updated, the employee may accrue while out on leave. This date can be changed at any time if the employee's expected return date changes.
Dates:
Please note: This is not needed if using the Leave Management Module:
- Custom Dates or HR Custom Fields can be added to record LOA Start/Return dates if desired for reporting purposes. Contact your Account Manager if you would like to utilize Custom Dates or HR Custom Fields:
- Custom Date:
- HR Custom Field:
Updates Upon Return from Leave of Absence
Personal Information:
- Change the Account Status to ‘Active'.
Profiles:
- Pay Prep - Change to the applicable Pay Prep profile for this employee.
- TS Auto Population - Change to the applicable Holiday profile for this employee.
- Click 'Save' in the upper right hand corner when finished.
Accruals:
- In the Accruals widget, review the Updated To date and update if necessary.
Note: This generally only applies to accruals that execute frequently (for example, per pay period).- Select the top three dots within the Accruals widget and select 'Edit Balances'.
-
Enter the expected return date and a comment and click 'Save'.
- Select the top three dots within the Accruals widget and select 'Edit Balances'.
Dates:
Please note: This is not needed if using the Leave Management Module:
- Custom Dates or HR Custom Fields can be added to record LOA Start/Return dates if desired for reporting purposes. Contact your Account Manager if you would like to utilize Custom Dates or HR Custom Fields:
- Custom Date:
- HR Custom Field:
Troubleshooting
Issue: Employee is still generating a pay statement after the steps have been completed
Solution: This is likely because the LOA status is set to pull into payroll. Contact your Account Manager to resolve this.