Advance pay time off types

You can configure time off types with the advance pay option enabled. When the advance pay option is enabled, the Pay in advance check box is displayed on the time off request. The advance pay option is typically used for vacation requests. When an employee submits a time off request for a time off type with the Pay in advance check box selected, these events occur:

  1. A premium override is inserted into the employee's timesheet for the pay period in which the request was approved. The override uses the time code that is specified in the AP Premium Time Code field to pay the employee.
  2. This premium override is exported in the next Payroll Export task, ensuring the employee is paid in advance for the vacation request.
  3. For the time period of the actual request, unpaid overrides are inserted into the employee's scheduled shifts. The unpaid override uses a different time code, defined in the AP Unpaid Time Code field, indicating that the employee is not available to work and is away.
  4. The AP Unpaid Time Code decrements the appropriate balance for the appropriate number of days or hours of the request.

When the payroll export is completed for the pay period of the actual vacation time period, the employee is not paid again. For this to work, the hour type of the time code that is used by the unpaid override must be UNPAID.

The same rules apply if the time off overlaps with MVS shifts. This shift must be booked off using the time off activity corresponding to the Time Off Type, such as VAC for vacation. If no shifts overlap, the time off is recorded based on the employee's default hours or the specified request times. Premium payments are determined by whether the time off overlaps with scheduled work hours.

Advance pay time off type requires a time code that deducts a balance, similar to the basic time off type, and two additional time codes:

  • A paid time code to mark the premium that employees are paid in advance of their time off.
  • An unpaid time code that decrements the balance that is associated with the time off type.