If Leave is set up based on Contract Hours (Calculate on Hours Worked field is not ticked), and you can suspend leave accruals in the Employee record. This means that the employee won't accrue leave on the days included in the Suspended Leave period.
When leave is updated and a one day leave suspension is in place for a weekly employee, the leave will be accrued for six days instead of seven. For example:
Annual Leave Entitlement of 152 hours (4 weeks at 7.6 hours per day) is divided by 365 days to calculate the daily accrual. This is then multiplied by 6 days = 2.49 hours and added to the employee's prorata hours.
Do not suspend leave using dates that are before the leave has been accrued to. This is because when leave is next updated, it will accrue from the suspend date to the period end date, potentially resulting in too much leave accruing. If you need to suspend leave for past dates, either manually adjust the leave balance or use future dates that equate to the same number of days.
When suspending leave, enter the suspend date as the From date and the date they return as the To date. See the scenarios below for more details.
To suspend leave for an employee:
Go to Payroll, Maintenance, Employees, Employees.
Edit the Employee.
Click on Leave.
Select the leave type you want to suspend and click Edit.
Tick Suspend Leave Entitlements.
Enter the From and To dates of the suspension period.
Click OK to save the change to the leave type.
Repeat steps 4 to 7 for each Leave type you need to suspend.
Click OK to save the employee.
Tip: When an employee returns, don't untick Suspend Leave Entitlements. The employee will start accruing leave from the end of the suspension period.
Scenario 1 - Suspend Leave for one day
If you suspend from 14 July to 15 July, the suspended period will be calculated by subtracting the From Date from the To Date. E.g., 15 July – 14 July = 1 day, so leave accrual is suspended for 1 day. For a weekly paid employee, they will accrue leave on 6 days in the period instead of 7.
Scenario 2 - Suspend Leave using the same date
If you suspend leave from 20 July to 20 July, the suspension period will be calculated as 0 days, and no suspension will occur. For a weekly paid employee, they will accrue leave on all 7 days.
Suspend Leave and other Leave calculations
The Suspend Leave Entitlements function has no effect for Leave based on Hours Worked. In this instance, leave ceases to accrue when a timesheet is not processed or has reduced hours due to the employee’s absence.
Similarly, the Suspend Leave functionality is not intended to be used for a Granted Leave type, as it may suspend an entitlement scheduled to be Granted. This is because if the suspension period includes the Entitlement Date, it may stop the leave from being granted to the employee. If you need to suspend a Grant type leave class, you may need to manually update the Entitlement after the Suspend Leave period is over.