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FAQ: Do I need to include absences in my expense payroll?

Any absences from contracts that have not been previously subtracted must be included as part of your expense payroll (which is Method 2 on the Payroll End of Fiscal Year Checklist) in order to have the correct amount of salaries expensed for the applicable employees.  Any regular absence entries with wages (dollars) that need to be expensed to the current fiscal year (for example, an absence entry for a unit employee that is paid 8 hours of sick leave from being absent in June and the check will not be written until July) must also be included as part of your expense payroll.  Other regular absence entries without wages (no dollars) can be included if desired, but are not necessary when calculating the expense payroll.

Note:  When entering the absences to include in your expense payroll in either a batch of employee absences or pay period entries, be sure to select the Expense Payroll field on the batch options.  Selecting the Expense Payroll field for the batch ensures only pay codes which are set up on the Wages screen in the Employee File for the employees can be used in the entries (otherwise, an error will occur if expensing a pay code not set up on the Wages screen), and retains the batch so that once the payroll calculation batch is updated, the entries will remain out there so they can be paid in July.