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Use this process when a leave balance has been exhausted or does not qualify as paid leave. The unpaid leave pay code must be set up as Rate Type = Yes, Contract = No. Identifying leave as "unpaid" automatically reduces an employee's pay for the selected contract or contracts. The process also identifies unpaid leave items by month and year for Washington State Retirement and Worker's Compensation (L&I) reporting, and lists the value and hours of unpaid leave on an employee's paycheck.
The following conditions must be met to create an unpaid leave transaction:
An employee must have a valid contract.
The transaction date must fall within the contract time period.
Time must be specified in hours and minutes.
A Time Off Type of "Unpaid" must be selected.
There are several ways to process Unpaid Leave (LWOP) or Dock Pay in WESPaC: Worksheet, Pay Record, or Import to Worksheet. Both the Worksheet and Pay Record are preferred methods. The advantages of the Worksheet Detail method are the Earning Period default in from the Time Off record. This ensures correct Retirement and Workers Compensation processing. You can run a Payroll Worksheet History report (HR\PA\RE – WH) to keep a record of the LWOP Worksheet transaction. In addition, in the Worksheet and Pay Record methods you do not need a LWOP Pay Record. You can go to the How-to area to view a demo of the Worksheet LWOP method.
Note: The Import to Worksheet option is not fully developed. This option allows you to mass create or import LWOP payroll worksheet transactions into your LWOP Payroll Worksheet. Disadvantages to this method are the Work Date and Earning Date come in blank and must be updated. The Import to Worksheet method also requires you to create a LWOP pay record.
The steps to automatically create dock pay worksheet transactions when a Time Off transaction is entered are described below.
Note: Deleting the unpaid leave transaction in the Time Off screen does not remove or adjust the value of the unpaid leave item. If you wish to remove the unpaid leave transaction, you must also remove the pay item (automatically created pay record). Changes may be made to the unpaid leave pay item as needed (the hourly rate and account code, for example), with leave processed the next time the person is selected for payroll.
Page Updated 4/12