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Handling Civic Leave
Many agencies have policies that require employees to reimburse the agency for payment received while on Civic Leave such as Jury Duty or testifying in a court proceeding. These policies are typically in place when an employee receives their normal salary while on this type of leave. If you have a similar policy, following is how you should handle this transaction in the accounting system.
 
Implementation may take place in two ways: 1) the employee's salary may be reduced to compensate for the government payments received or, 2) the employee may repay the agency after the civic leave has been taken.
 
If the agency wishes to let the employee keep the payment and will reduce their next paycheck by the amount received, you should:

  1. Enter a Timesheet adjustment using the Civic Leave Element Code and a minus sign before the dollar amount, which will credit the amount of the payment received. Zero hours should be recorded on the Timesheet Adjustment as the hours had already been recorded on the original Timesheet. Attach documentation of the reduced amount such as a copy of the check or verification from the court.
  2. Process this Timesheet Adjustment with the regular batches in your next payroll.

​If the employee repays the agency after the civic leave has been taken you should:
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  1. Include the repayment in your normal bank deposit and code the cash receipt to Salaries and Wages - typically GL Account 50000.
  2. Enter a Timesheet Adjustment as explained above in step 1.
  3. Do not process this Timesheet Adjustment through payroll. You will need to manually post this batch through Tools and Post Timesheet Batches.