Forward Dated Leave

Payrun processing, including Time Entry, enables the entry of leave dated in advance. This allows for the recording of Leave applied for as the leave application is received, without waiting for the relevant payrun. The leave can be paid in advance or suspended until the relevant Payrun.

Forward leave applies to Annual Leave, Long Service Leave, Other Leave and Workers Compensation, and Sick Leave.

How the system processes forward dated leave depends on the options set on Positions 38, 39 and 40 of Program Control PAY34.

Two fields are displayed on the Time Entry window that deals with Forward Dated Leave.

  1. Suspend Pay - This field is used to indicate if a payment of the Forward Dated Leave is to be suspended.

    Selecting 'Y' suspends the payment until the date specified in the Payment Date field. Choosing 'N' pays the leave in the current payrun.

  2. Suspend Pay Date - This field applied only if 'Y' is selected in the Suspend Pay field.

    Take a valid date that is after the period end date. The leave is paid only when the payrun week end date is equal to or greater than the Payment Date. Leave this field blank to apply a default date subject to the Suspend Leave Until option in Program Control PAY34.

  • On Entry via Single Screen window, the fields are accessed by drilling down on the records after the records has been saved.

 

When entering Forward Dated Leave, the following must be considered:

  • Forward Dated Leave spanning more than one pay period is paid in its entirety as one sum only. If the leave is to be split, two separate forward date leave records, each with a different relevant Pay Date, will need to entered.
  • The Suspend Pay field should not be confused with the Force Payment field. The Suspend Pay field refers to the leave to be paid whereas the Force Payment field refers to the employee's entitlement.
  • Normal Suspense File rules apply. Payment of leave is subject to the employee belonging to the Payrun Group specified in the Header.

 

Print Suspended Leave option 'Y' in Position 40 of Program Control PAY34 if forward dated leave is to be included in the PMA38 Time Entry Details report.

 

Autopay processing extracts the suspended leave records allocating Pay Separators and adding them to the suspended transaction file.

The suspended leave records are handled the same way as other suspended transactions where they are included only if the payruns meet their particular criteria (i.e. when the employee is part of a Payrun Group and the suspended leave is due for payment).