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Training Tidbit: Absence on a Contract

Do you have a contract employee who needs to be docked in pay? For example, if a contract employee was absent (sick) for 10 days but only had 8 days of sick leave available, after using the 8 days of sick leave, the employee would need to be docked 2 days from the contract payment. To dock the employee’s contract payment, complete an absence on the contract by doing the following:

  • In either Pay Period Entries or Employee Absences, make an entry for the employee whose contract payment needs to be docked.
  • When making the entry, enter the ID of the contract pay code to be docked in the Pay Code ID field.
  • Select the Absence field to reduce the contract payment. A checkmark will appear in the box if the field is selected.
  • Use the defaults for the Checking Account ID, Check Sequence, and Date Sequence fields.
  • Enter the number of days to be docked from the contract in the Units field.
  • If tracking the hours worked (i.e. for your state retirement report or the Affordable Care Act), complete the Hours field as needed. To have the hours for this entry subtracted from the total hours calculated for the contract, enter the number as a negative.
  • The Pay Rate field defaults to the Absence Per Day amount but can be changed if needed.
  • In the Dollars field, enter the amount to dock from the contract payment for the employee as a negative; by default, the Pay Rate multiplied by the number entered in the Units field will appear but can be changed.
  • Complete the
      Start Date, End Date, and Comments fields.
    • Use the defaults for the Expense Accounts and Cross References, as these should not be changed.
    • Click the Save button.

    During the next payroll calculation for the employee’s pay group, be sure to include the batch containing the absence on the contract, and the employee’s contract payment will be reduced appropriately.