FastTrack360 Version 12 Online Help
Cancelling Paid Leave Requests for Leave Processed by Timesheet
- Max Ciereszko
- Fiona Sims
Description
In FastTrack360, leave requests can created in one of two ways:
manually by a candidate or leave proxy creating a leave request in the Leave module
automatically by the system when a timesheet, which has absence items, is approved and released for interpretation.
Once a leave request has been paid it is automatically assigned one of the following states depending on the circumstances that apply:
Processed by Pay Batch - indicates that the leave request was created manually and was paid in a pay batch before the timesheet, with which the leave intersects, was approved and paid or there was no timesheet for the corresponding period.
Processed by Timesheet - indicates that the leave request was created manually and was injected onto and paid with the timesheet with which the leave intersects or the leave request was created automatically because of absence items that had been keyed on the timesheet.
Previously, if leave had been processed by timesheet, the corresponding leave request could not be cancelled if the timesheet was for an agreement-based job order. Because of that, it was not possible to edit or delete the corresponding absence item on the timesheet when it was adjusted.
Now a leave request that has been processed by timesheet can be cancelled, by using the existing Cancel Leave action in Leave Request as highlighted in Figure 1 below, irrespective of whether the leave was processed by an agreement or standard rates-based timesheet.
If the leave request is cancelled, on triggering an adjustment of the paid timesheet in the Time and Attendance module, the corresponding absence items are unlocked on the adjustment timesheet so that they can be deleted off the timesheet and can be replaced with new absence items with the correct item date, start/end times and absence type.
When the adjustment timesheet is then released to the Interpreter, a new leave request is automatically created based on the updated absence items. When the adjustment timesheet is processed in a pay batch, the leave that was processed on the original timesheet is automatically reversed and the new absence items, which have been added to the adjustment timesheet, are paid.
If leave that was previously paid needs to be repaid as a different type of leave, the following process must be followed:
In the Leave Request module, find and cancel the leave request for the leave that has already been paid.
In the Time and Attendance module, find the corresponding timesheet on which the leave was processed in the Historic Timesheets list and trigger an adjustment timesheet based on that original timesheet.
On the adjustment timesheet, delete the original absence items based on which the leave was paid and replace those absence items with new absence items that have the correct absence type.
Approve the adjustment timesheet.
Note that at step 3 above, you must delete the original absence items. Otherwise, if you just change the absence type against the original absence items on the adjustment timesheet, a leave request will not be created when the adjustment timesheet is approved and processed by the Interpreter. Because of that, when the adjustment timesheet is processed in a pay batch, the original leave payment will be reversed but the new leave items will not be paid because of there is no corresponding leave request.
Benefits
This enhancement supports the ability to adjust leave that has already been paid irrespective of whether the leave was processed by timesheet, where the timesheet is for an agreement-based job order.
Configuration
No configuration required.
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Related pages
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