Available for the following Payroll plans: Free Payroll, Core Payroll, Managed
Available for the following user access levels: Employee, Manager, Admin
We have introduced a setting that prevents negative time off balances. Where employees have no entitled time off and no accrued time off, you can choose to trigger time off without pay (LWOP) to be processed instead of the time off requested.
Getting started
First, you need to activate the setting on your Time off Categories page:
- Log into your payroll classic platform.
- Click on Payroll Settings.
- Click on the Time off Categories option.
- Select the required time off category.
- Select the Prevent Negative Time off Balances tick box. Please note this option will only show if you select the Tracked option to the Employee Time off Balance question.
- When you select the Prevent Negative Time off Balances setting, a drop-down menu appears. It contains the time off categories that are set to Do Not Pay for the Time off Taken and have the same unit type as the selected time off category.
- Click the Save button.
Time off without pay will automatically apply to the part that exceeds the available time off balance at the time the pay run is processed. The linked unpaid time off category cannot be deleted when you link it to another time off category.
Important
You can only have the Prevent Negative Time off Balances setting enabled or the Apply Negative Balances on Termination Setting enabled, not both at once.
Maintain
When you open the pay run and there are time off requests that fall within the pay period, the time off requests tab displays at the top of the page, listing details of each request. In this view you can see:
- Employee name.
- Type of time off requested: Time off category associated with the time off request.
- Dates of time off requested: By default, the dates will align with the pay period dates where a time off request spans multiple pay runs.
- Unit type for time off requested: Unit type associated with the time off category
- Number of units requested: The units requested will align with the time off request, even where the time off request spans multiple pay runs.
- Units to apply to pay run: The units to apply to the pay run align with the first and last dates entered. You can edit this value up to the units requested value or where partial units have already been applied in another pay run, the balance of units left to allocate.
- Units paid within pay run: We calculate this value based on the units applied to pay run. If you have the Prevent Negative Time off Balances setting enabled, paid units will not exceed the available time off balance. We will allocate values that are more then the available time off balance to units unpaid. If you disable this setting, we will allocate the full amount as paid units.
- Units unpaid within pay run: We calculate this value based on the units applied to the pay run. If you have the Prevent Negative Time off Balances setting enabled, we will calculate the unpaid units balance of the units applied that exceed the available time off balance. If you disable the setting, there will not be an unpaid section.
Having the negative time off balance setting enabled, will affect how units paid and unpaid display. Employees taking time off for a time off category which prevents a negative time off balance may have unpaid units. Whereas if they are taking time off for a time off category which does not prevent negatives, they will only have paid units and could have a negative balance that must be earned back.