If a leave request is in a status of Paid or Processed, you won’t be able to make changes to the original request. Any amendments will need to be entered as a leave adjustment.
Create a Leave Adjustment
To create a leave adjustment:
Go to Reports > Payroll > Leave Requests.
Click Report Settings.
Set the Show Leave Requests drop-down to ‘Select Dates/Status’ and tick the statuses you need to search.
From the Leave Requests report list, click the Date of the leave request you want to open.
Click Create Adjustment > Create.
Edit the Start and Finish times for each day in the leave request. These times should be set to the actual leave taken, not just the number of hours to be added to the original request.
- Click Submit.
The leave adjustment will be marked with a subheading of ‘Adjustment’ in the request itself and in the Status column of the Leave Requests report.
If you create a leave adjustment incorrectly or want to restore the original leave request, click Remove Adjustment. This will delete the adjustment and any changes to leave data that you have entered in it.
You can also Cancel Entire Leave Request, which will delete any hours that were recorded in the original leave request and will adjust payroll accordingly.
Process a Leave Adjustment
Once a leave adjustment is approved, an adjustment timesheet will be created for the same pay period. The timesheet will include the adjusted leave hours.
You’ll need to check that the information in the adjustment timesheet reflects the leave adjustment and that any hours that were actually worked are being paid correctly.
Go to Payroll > Status Reports > Timesheet Status.
Filtering the report if necessary, click the adjustment timesheet to view the contents.
Review the timesheet information. If hours worked had previously been paid as leave, you will need to ensure that you record these using the correct pay item.
You can then follow the standard process for approving the timesheet and processing the pay run.
You do not need to approve timesheets for employees who are on a Master Timesheet. The adjusted leave hours will appear automatically in the Process Payroll Report.