You can manage leave without pay by creating leave categories that do not track the leave balance for an employee. This means you can create leave categories that employees are eligible to apply for without needing to accrue the leave first. You can also backdate a LWOP request by using the calculations below.
This article explains how to:
Manage Leave Without Pay (LWOP)
- From the 'Business' menu, click 'Settings' and under Pay Run Settings click 'Leave Categories'
- If a 'leave without pay' category is not already there, create a new leave category and under the 'Employee leave balance' select list, choose 'Not Tracked' and click 'Save'.
Now when a leave request is created using a leave category without a tracked balance, the leave balance is not checked
When this leave request is applied in the pay run, there’s no associated balance that is updated, and in the pay run there are no warnings about employees not having enough leave.
Backdate Leave Without Pay (LWOP)
- Log into your payroll platform.
- Click on Pay Runs.
- Select your pay run time period.
- Click on the employee taking LWOT.
- Ensure that the manager has approved the employee's LWOT request. Once they have, you will see the LWOP request in the pay run.
The calculation works as follows:
Salary of the month of LWOP request/number of working hours for the month of LWOP request x number of LWOP hours = LWOP deduction.
Above will apply to LWOP deduction for:
-
Salary
-
Additional earnings in pay run inclusion if the additional earnings incomplete month calculation option is set to The earning is pro-rated based on incomplete month formula.
Further information
The way Leave Without Pay (LWP) affects an employee's total hours in a pay run depends on their timesheet settings.
- "Do not use timesheets": If an employee is set to "Do not use timesheets," any Leave Without Pay will be directly deducted from their ordinary hours in the pay run. This can result in the total hours displayed being less than the actual hours worked, as the LWP is subtracted.
- "Submit timesheets for all hours worked" or other timesheet options: If an employee uses timesheets, the system expects standard hours. LWP will be recorded separately and will not automatically reduce their total hours. If the hours are still incorrect, you may need to add an additional earning line to offset the LWP deduction.
To resolve this:
- Check the employee's timesheet settings in their profile.
- If set to "Do not use timesheets" and the hours are incorrect, consider changing the setting to "Submit timesheets for all hours worked."
- Review the pay run details. If necessary, manually adjust the hours by adding an earning line to offset the LWP.
This addition will help users understand the relationship between timesheet settings and LWP, potentially preventing confusion and support requests.