Employees on NB (No pay/benefits) status and paid holidays

unknown

We change our employees on LOA to a No Pay/Benefits status when they run out of PTO hours to use during their absence.  During this time, we need to allow them to be paid for National Holidays, but since they are on an unpaid status, it doesn't allow us to pay them unless we change their status.  Since could be numerous records each holiday, we are trying to find a way to allow us to pay these benefit hours but still not let them be paid for worked hours until HR is notified that they have returned, which HR would then switch them to a payable status.

Any thoughts?

unknown

Hey Margo,

That is quite the conundrum, but possible.  I do not know of any switch that would allow an employee to be paid benefit time (i.e. Holiday) and prevent them from being paid for hours worked.  However, I can think of 2 options to get around that fact:

1.  Depending on your Time and Attendance System you could potentially lock the employee out from clocking in/out while on Leave.  For example if you utilize Kronos then if the employee is on leave status that could be pushed over via WIM (Workforce Integration Manager) and change their status in Kronos from Active to Leave.  I am not 100% sure if there is a switch in Kronos that prevents employees on Leave from clocking in/out, but it is something worth investigating.  

2.  If that is not an option, then you could always put in a process automation to query the employee time records.  The automation could be triggered from WFWK (Process Trigger) and the automation could query any employee with a Leave Status.  If the automation finds an employee with a leave status it could then query the pending time records for any entries that is not equal to the Holiday Pay Code.  If an entry is found it could be written to a CSV file and sent over to either Payroll or HR (whomever would need to review).  If the employee is not to be paid the time record could be removed before the time record batch is released.  

2a.  If you want to step up the automation then it could perform all of the actions above, but after each employee it send a task (either to Payroll or HR) to ask if the employee should be paid for the hours.  If it is determined the employee should NOT be paid an action could be taken to remove those hours from the employee's time record.  Otherwise the time records could be allowed to go through.  I would be a little cautious on this item, because depending on the time record the automation may inadvertently remove the Holiday benefit time.  

Hope this helps.  If you need assistance with the IPA script let me know.  I can walk you through it.