In Linq ERP Entering Leave of Absence Adjustments in alio

When an employee goes on an unpaid leave of absence, an adjustment will need to be made in Linq ERP. You can get the unpaid start date and the return to work date from the board agenda.

You should then add up the number of pay periods the employee is on leave. For 10 month staff, this is 10 days per pay period. For 12 month staff, this is 10 days per pay period, for Administrators this is 10.83 days per pay period, for Bus Drivers/Transportation Aides, this is 9.25 days per pay period

You take the number of days in pay status and calculate # of days for each pay period the employee is in pay status. If the employee is returning or leaving mid-pay period, then the difference is docked from the first for last pay period. Sometimes this is docked from both the first pay and last pay, depending on when the unpaid leave is beginning and ending.

As an example, a teacher is starting an unpaid leave on 11/4/24 and is returning to work on 3/12/25. This employee will be in unpaid status 8 full pay periods (Nov. – Feb.) Then you would need to create a pay for the 1 day working on 11/1/24. You would also start paying the employee again on 3/1/25 – 6/30/25 and create a pay for the dock of 7 days for 3/3/24-3/11/24.

In Linq ERP, to create the job/pays adjustment for this employee, you would enter it as follows:

*From the Employee Master Screen, in the Last Name box click the drop down arrow and start typing the employee’s last name. Choose the correct employee from the list.

• Click on the GO down arrow and choose Jobs & Pays
• This will bring you to the Jobs page. Make sure the Default Contract Year is on the correct year.
• Click the Auto button for the teacher’s main job. This will bring you to the Position Detail page.
• Change the End Date on this page to the last day the employee will be in pay status for the first part of the year…for this example, the employee is in pay status until 11/1/24. However, since we are now working on the full period pay, we would make this the last day of the month this employee is in full pay status, which is 10/31/2024.
• Copy the Position # from this page, then click on the Pay Detail tab.
• Make note of the Schedule ID and Year, level and step as you will need this information
• On this page, you need to change the Contract End Date to 10/31/2024 and the Pay End Date to 10/31/2024.
• You will need to change the Contract Days to 40 (total of 4 pay periods at 10 days per pay period).
• Change No Pays box to 4
• In the comments box enter Starting LOA 11/1/24.
  

Click the + button to add an additional Pays page.

• Click onto the Position Detail page and paste the position # (you copied this earlier), FTE is 1, uncheck the Count FTE box, Start Date is 11/1/24 and End Date is 11/1/24. Location should already be filled in.
• Click on the Pay Detail
• Schedule ID should be filled in but make sure the Schedule and Year are correct, the Level and Step should equal what you previously wrote down, if not, change it to the correct level, step. Contract Start Date 11/1/24 Contract End Date: 11/1/24, Pay Start Date 11/1/24 Pay End Date 11/15/24l
• Primary Pay is 1, Pay Class is 12 (non-pensionable because it is less than 1/2 a pay period), Pay Cycle S, Tax Factor 20 (since it is a teacher in this example), Work Loc. is the same as on the Position detail page, Earn Code should be same as the main job/pay, Distr. group is the same as the main job/pay.
• Tab over to Contract Days and enter 1 day since the employee is only working one day in this pay period.
• Tab over to No Pays and enter 1
• Calc Base should be Full Yr. Salary
• Check Encumber, Contract and eContract. Do not check the Roll.
• Time Entry should be Don’t Show
• Enter into the comments something like: “Pay for 11/1/24 then starting LOA”
  

Now you will need click the + sign to enter another job/pay to enter the pay for when the teacher returns from the unpaid leave:

• Click onto the Position Detail page and paste the position # (you copied this earlier), FTE is 1, check the Count FTE box, Start Date is 03/1/24 (this is the first pay period after the teacher return to work, and End Date is 06/30/2024. Location should already be filled in. Since the employee in this example will be back working more than one full pay period in the month, we need to pay the full month as pensionable pay, then dock the days not working on another pays page. If the employee were returning near the end of a month and is not working a full pay period, then you would start the full pay starting the following month. You would then create a pay for the previous month’s days (should be less than 10) and make this pay non-pensionable. (Exampe: If the staff member was returning 3/26/25, then you would start their full pay 4/1/25-6/30/25 (pensionable) and create another pay for the period 3/26/25-3/31/25 (non-pensionable).
• Click on the Pay Detail
• Schedule ID should be filled in but make sure the Schedule and Year are correct, the Level and Step should equal what you previously wrote down, if not, change it to the correct level, step.
• Primary Pay is 1, Pay Class is 01 (pensionable) because we are now restarting his/her regular pay. Pay Cycle S, Tax Factor 20 (since it is a teacher in this example), Work Loc. is the same as on the Position detail page, Earn Code should be same as the main job/pay, Distr. group is the same as the main job/pay.
• Tab over to Contract Days and enter 80 days (this is 10 days for 8 pay periods). (We will be docking 7 days on another Pays page)
• Tab over to No Pays and enter 8.
• Calc Base should be Full Yr. Salary
• Check Encumber, Contract and eContract. Do not check the Roll. (You only want to roll over 1 pay for this employee. All other adjustment pays do not roll.)
• Time Entry should be Don’t Show
• Enter into the comments something like: “Return from LOA 3/12/23. First full pay”
  

Click the + sign one more time. This will be to enter the 7 days that will need to be docked. We are docking because the person needs to have pension taken out of this pay above and then no pension recorded on this pay.

• Click onto the Position Detail page and paste the position # (you copied this earlier), FTE is 1, uncheck the Count FTE box, Start Date is 03/12/2024 and End Date is 03/15/2024. Location should already be filled in.
• Click on the Pay Detail
• Schedule ID should be filled in but make sure the Schedule and Year are correct, the Level and Step should equal what you previously wrote down, if not, change it to the correct level, step.
• Primary Pay is 1, Pay Class is 12 (non-pensionable because it is less than 1/2 a pay period), Pay Cycle S, Tax Factor 20 (since it is a teacher in this example), Work Loc. is the same as on the Position detail page, Earn Code should be same as the main job/pay, Distr. group is the same as the main job/pay.
• Tab over to Contract Days and enter 7.00- days. This should not show a negative amount for the pay.
• Tab over to No Pays and enter 1
• Calc Base should be Full Yr. Salary
• Check Encumber, Contract and eContract. Do not check the Roll.
• Time Entry should be Don’t Show
• Enter into the comments something like: “Returned from LOA 03/12/2023”
  

A few things to keep in mind:
*If the person on leave has longevity and/or is a Consulting Teacher, then the same procedures need to be done for their longevity jobs/pays or consulting teacher jobs/pays.

• If the employee is going out on leave after the start of school and not returning, they will need to be paid for any August days worked.
• If the employee is out on leave starting the school year but is returning mid-year, then they will need to be docked for any August days they did not work.
• The main job/pay is pensionable, the jobs/pays with less than a full pay period is either pensionable (if the pay will be for more than 10 days in a month, like in the example above where the days not worked in the full month were docked) or non-pensionable (if the pay would be less than 10 days in a month, such as if the employee is returning on the 26th of the month, you may only be paying them 4 days that month).