LOA Maintenance Guide (Track Arrearage) (New UI)

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When an employee goes on LOA

  1. Under the Personal Information widget on the employee's profile, change the Account Status  mceclip0.png
    1. Select ‘LOA (Track Arrearage)’ to track missed benefit deductions while on leave
      1. This status will still bring the employee into payroll with each processing, but follow the below instructions to ensure they are not accidentally paid. They need to be included in payroll to have the missed deductions tracked
          • Be cautious as this status will also allow the employee to accrue time off during their leave due to be active for payroll to track the missing deductions
          • If you want the employee's missed deductions to be tracked but not allow them to accrue time during their leave, assign an Accrual Profile of "No Time Off". Their current balance will be held in the background but will not display or accrue during their leave time.
              • mceclip1.png
      2. Select ‘LOA (No Arrearage)’ if the employee does not need to track missing benefit deductions while on leave
  2. Change any applicable profiles under the Profiles widget
      1. Pay Prep - Change to ‘Do Not Export’. This will ensure that any hours recorded on the timesheet will not pull into payroll.                                                                                                            2021-01-14_11h34_11.png
      2. TS Auto Population - Change to ‘No Paid Holidays’. This will prevent Holidays from historically displaying on the timesheet while the employee is on leave.                                                2021-01-14_11h35_30.png
      3. Click 'Save' in the Manage Profiles sub window after all profiles are updated
  3. Update the Autopay Amount Earning field to be blank in the Base Compensation widget (if applicable - salaried employees)
      1. Click the Actions icon mceclip1.pngnext to the current salary rate to 'View/Edit'  2021-01-14_11h40_15.png
      2. Update the Autopay Amount Earning to blank                                                                                           2021-01-14_11h40_44.png2021-01-14_11h41_06.png
  4. Add an LOA 'From Date’ - This field is only used in reports and does not have an effect on anything in the system **Note: Only HRIS clients have access to the 'Inventory Profiles' widget to track these dates**
      1. On the LOA Dates widget select mceclip6.png2021-01-14_13h58_16.png
      2. Enter a From Date as the date the employee began their leave, if you know the date they are returning you can enter the To Date or leave it blank to enter once they return
      3. Click 'Save'2021-01-14_13h59_23.pngmceclip7.png

 

 

When an Employee returns from LOA

  1. Under the Personal Information widget on the employee's profile, change the Account Status to ‘Active’  mceclip2.png
  2. Change any applicable profiles under the Profiles widget
      1. Pay Prep - Change to ‘Export to Payroll’. This will now allow any hours on the timesheet to be brought into payroll.                                                                                                                                     mceclip3.png
      2. TS Auto Population - Change to ‘Paid Holidays’. This will auto populate all paid holidays onto the timesheet.                                                                                                                                               mceclip4.png
  3. Update the Autopay Amount Earning field to be 'Salary' in the Base Compensation widget (if applicable - salaried employees)
      1. Click the Actions icon mceclip1.pngnext to the current salary rate to 'View/Edit'    2021-01-14_12h11_30.png
      2. Update the Autopay Amount Earning to 'Salary'                                                                                                2021-01-14_12h11_58.png 2021-01-14_12h12_38.png
  4. Add an LOA 'To Date’ - This field is only used in reports, does not have an effect on anything in the system **Note: Only HRIS clients have access to the 'Inventory Profiles' widget to track these dates**
      1. On the LOA Dates widget click the Actions icon mceclip1.pngnext to the current LOA data to 'View/Edit'2021-01-14_14h03_38.png
      2. Enter the To Date that the employee returned from leave
      3. Click 'Save'  2021-01-14_14h05_10.png
      4. There will now be one record for the leave listing a From Date and a To Date  2021-01-14_14h05_57.png
  5. Update the Accrual Profile if the employee was assigned a "No Time Off" profile while on leave. They will need to be reassigned to the profile they will be accruing from moving forward.
      1. In the following step you will change the updated to date so they do not catch up on any accrued time while they were on leave, but their previous balance will be reinstated once this profile is updated from "No Time Off".                                           mceclip0.png
  6. In the Accruals widget, update the Accrued To date for Vacation, PTO, Sick, etc to the date the employee came back from leave. If this date is not updated, the system will go back to the start of the leave and accrue Vacation, PTO, Sick, etc for the entire time the employee was on LOA 
      1. Select the Actions icon mceclip1.pngwithin the Accruals widget to 'View/Edit' the balance  2021-01-14_12h19_23.png
      2. Update the Accrued To date to be the date the employee returned from LOA to begin accruing again from this date
      3. Enter a Comment and click 'Save'      mceclip5.png  

*** Note: The employee will be brought into payroll with each processing to track arrearage, do NOT delete the check otherwise arrearage will not be tracked***