In the case where an employee goes on maternity / adoption leave, commissioning parental leave, parental leave or long-term absence due to illness, you should not record this as leave on the system. Instead, you should end their service on the system or continue processing payslips as per normal, depending on the scenario. This article outlines the various scenarios that could arise and the appropriate action to take on the system for each.
Please note: It is not correct to record unpaid leave on the leave calendar for these types of absences.
Scenario: The Employee Receives No Salary / Wage or a Partial Salary / Wage
When an employee goes on maternity / adoption leave, commissioning parental leave, parental leave or long-term absence due to illness and does not receive a salary or wage from the company, or receives a reduced salary or wage from the company, the employee will need to claim from the UIF. In these instances, their absence is recorded by ending their service on the system so that the company UIF Declaration and individual UI-19 and UI-2.7 forms can be correctly generated.
To end their service on the system:
- Go to Employees and select the relevant employee.
- Click on End Service .
- Enter their Last Day of Service (i.e. the last day at work before the long-term absence commences).
- Select the relevant UIF Status Code:
“9 – Maternity/Adoption”; or
“10 – Long-term leave due to illness (still employed)”; or
18 – Commissioning Parental”; or
“19 – Parental”
- Click the Paid During Temporary Absence checkbox if the employee receives a partial payment while on leave. The system will then still generate payslips for the employee. If the employee receives no payment, leave this unchecked.
- Click Save.
The UI-19 form and UI-2.7 form should be given to employees to assist them with claiming UIF. More information on these forms can be found in the following help article:
Scenario: Full Payment during Maternity, Parental, Commissioning Parental Leave / Long-term Illness
If you will be paying the employee their full salary during this period, you can simply continue to process their payslips normally. You should not record leave or end their service on the system. You can also add an optional note to their salary item or to the profile indicating that they are on a long-term absence.
Please see the following article for more on notes: