Entering Leave of Absence Adjustments in Linq ERP

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 (the date after the employee sick time has ended and now will start unpaid FMLA/NJFLA) 0a1nd 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, for CST/Counselor/ESL staff, it is 10.25 days per pay period.

You take the number pay periods in pay status and multiply this number by the per pay days for the type of position the staff member holds (as listed above). As an example, if a teacher was going out on an unpaid leave starting 10/1/25 – 2/1/26, you would take 2 pay periods (Sept) + 10 pay periods (Feb.-June) = 12 pay periods x 10 days to equal 120 days. If a CST staff member was going out for the same period, you would use the calculation of 12 pay periods x 10.25 days to equal 123 days in pay status. If the employee is returning or leaving mid-pay period, then the extra days are added to their total number of days working.

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.). They would be in pay status the months of Sept. and October (4 pay periods) and again in pay status the months of March-June (8 pay periods). 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 (pensionable) and create a pay for the dock of 7 days for 3/3/24-3/11/24 (non-pensionable). This is so the employee pays into pension for the whole month of March.

However, If the employee is starting an unpaid leave of 11/4/24 and is returning to work 3/24/25, then this employee will be in unpaid status 9 full pay periods (Nov-March 15). They would be in pay status the months of Sept. and October (4 pay periods) and again in pay status the from March 16-June 30th (7 pay periods). These pays would be pensionable. Then you would need to create a pay for the 6 days in March that the employee will be working. This pay would be non-pensionable. Since the employee is not working more than half a month, they will not pay into pension for the month of March.

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

NOTE: You will get a warning question when changing dates for each of these jobs/pays “The Pay Dates do not match the Job Dates. Do you wish to change the Job Dates to the Pay Dates?” You should click No to each of these warnings. If you clicked yes, then it would change the dates on the Employee Jobs page and some of the pay you are setting up will not be issued.

*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 11/4/24.
• Click on the Save Icon. Then X out of this page (you need to do this before entering another job/pay or it won’t go through the proper approval channels).
  

• Click the Auto button again and get back to the Pay Detail page
• Click the + button to add an additional Pay Detail Page
• If you are not on a Pay Detail page, then click the Pay Detail tab
• Schedule ID should be TCHR (for this example) and choose the correct year, 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 11/15/24
• 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 and Contract. Do not check the Roll and eContract.
• Time Entry should be Don’t Show
• Enter into the comments something like: “Pay for 11/1/24 then starting LOA”
• 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. If not, enter the location number.
  Click the Save Icon and X out of the page (you need to do this before entering another job/pay or it won’t go through the proper approval channels).

All of the entries above were to pay the teacher BEFORE going out on leave. Now you will need to set up pay for when the teacher comes back from a leave. To do so it will be the same as the first example above except:

• On the teacher position job/pay, click the Auto button again and get back to the Pay Detail page
• Click the + button to add an additional Pay Detail Page
• If you are not on a Pay Detail page, then click the Pay Detail tab
• Contract Start Date 03/01/2025 Contract End Date: 06/30/2025, Pay Start Date 03/01/2025, Pay End Date 06/30/2025.
• Contract Days are 80 days (10 days per pay period x 8 pay periods). (We will be docking the days not in pay for the 1st pay in March later).
• Tab over to No Pays and enter 8 (for 8 pay periods).
• Calc Base should be Full Yr. Salary
• Enter into the comments something like: “Returning from unpaid LOA”
• 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 03/01/2025 and End Date is 06/30/2025. Location should already be filled in. If not, enter the location number.
  Click the Save Icon and X out of the page (you need to do this before entering another job/pay or it won’t go through the proper approval channels).
  

Now you will need click the + sign on the Teacher’s main job/pay to enter another job/pay to dock the 7 days in the beginning of March that the teacher is still out on unpaid leave:

• Click the Auto button again and get back to the Pay Detail page
• Click the + button to add an additional Pay Detail Page page
• If you are not on a Pay Detail page, then click the Pay Detail tab
• Schedule ID should be TCHR (for this example) and choose the correct year, the Level and Step should equal what you previously wrote down, if not, change it to the correct level, step. Contract Start Date 03/01/2025 Contract End Date: 03/11/2025, Pay Start Date 03/01/2025 Pay End Date 03/15/2025
• Primary Pay is 1, Pay Class is 12 (non-pensionable because they are paying pension on the full March 15th pay already), 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 ADJD (this is because a TCHR earn code is already used for the March 15th pay and this is a daily adjustment to that pay), Distr. group is the same as the main job/pay.
• Tab over to Contract Days and enter 7.00- since this is a dock of 7 days. You should see a negative amount in the contract pay.
• Tab over to No Pays and enter 1 (since this dock is only for the March 15th pay)
• Calc Base should be Full Yr. Salary
• Check Encumber and Contract. Do not check the Roll and eContract.
• Time Entry should be Don’t Show
• Enter into the comments something like: “Returning from LOA 3/12/25”
• 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 03/01/2025 and End Date is 03/11/2025. Location should already be filled in. If not, enter the location number.
  Click the Save Icon and X out of the page (you need to do this before entering another job/pay or it won’t go through the proper approval channels).
  

If the employee was returning after the 16th of the month, instead of creating a dock for the first period in March, you would create a job/pay for the number of days working for the March 30th pay. This pay would be non-pensionable. In the example of the teacher returning to work 3/24/25, instead of starting the full pay periods March 1st, you would start the full pay periods April 1st (60 days & 6 pay periods) and pay the teacher an addition 6 days for the period 3/16/25-6/30/25.

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 person on leave has pensionable stipends (ex: Custodians), then the same procedures need to be done for each stipend as well.
• 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 job/pay with less than a full pay period is non-pensionable (as a dock for those returning mid-month before the 15th of the month) or as additional days (for those returning mid-month after the 16th of the month).