Contract Hours based Leave (Calculate on Hours Worked field is not ticked) can have leave accruals suspended. This means that the employee won't accrue leave for the days included in the Suspended Leave period.
When leave is suspended for one day for a weekly employee, the leave will accrue 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 pro rata hours.
Do not suspend leave for dates that have already been accrued e.g. before the pro rata date. When leave is updated, it accrues from the suspend date to the period end date. If the suspend date is prior to the pro rata date, you will potentially accrue too much leave. 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.
Dates to used when suspending leave
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.
Scenario 1 - Suspend Leave for one day
If you suspend from 14 July to 15 July, the suspended period is calculated by subtracting the From Date from the To Date. E.g., 15 July – 14 July = 1 day, so the 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 on the Employee record
Enter leave suspensions on the employee record before you enter transactions for the 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.
Suspend leave in Extended Timesheet
You can suspend Annual, Sick and Long Service Leave in Extended Timesheet. User Defined Leave can only be suspended from the Employee record.
Go to Payroll, Transactions, Processing, Extended Timesheet.
Select the Employee.
Enter the required pay components.
To suspend leave, select the leave type (e.g. Annual Leave) from the Pay Summary.
Tick Suspend Leave. The label will be specific to the leave type selected.
Enter the From and To dates.
Repeat for each leave type you need to suspend.
Once you have finished entering the pay, click Process. The employee's record will be updated with the leave suspension.
Suspend Leave and Hours Worked and Grant Leave types
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. 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.