When employees are on leave, Workspace and Pay admins will receive an email notification every pay period that their pay file is ready for download in the Documents tab of their dashboard. Cocoon’s software calculates what employees are owed during their leave but employers are responsible for running payroll.
When you open Cocoon’s pay file, you’ll see some columns in yellow and some in blue. The columns in yellow give a high level overview of what makes up an employee’s leave pay amount for that pay period, and the other columns in blue provide further information about the employee and specific payroll calculations. The blue columns are for reference, and you’ll just need to focus on the yellow columns to make sure your employees are paid correctly. Here’s what you need to know about the most important columns in the pay file:
CO Code (Column A)
The CO Code column indicates your company’s unique ADP code. This was gathered during your onboarding to Cocoon
Batch ID (Column B)
The Batch ID column indicates the type of pay your employee is receiving during the pay period. Cocoon will always be calculating ‘Leave’ pay.
File # (Column C)
The File # column is the employee’s unique payroll identification number. This ensures that the correct pay amounts are given to the right employee. This number should be included in the same column, with the same column header in each census file you provide Cocoon.
Batch description (Column D)
This column is the description for what this line item pertains to
Employee name (Column E)
This is the employee the pay calculations apply to
Pay # (Column F)
The Pay # column value will always be 1 in order to be ingested by ADP
Tax Frequency (Column G)
The Tax Frequency column indicates how often employees will have tax deposits. This will always be left blank by Cocoon.
Cancel Pay (Column H)
The Cancel Pay column cancels an employee’s normal pay while on leave. This value will always be Y and an employee’s normal pay will be overridden by the Temp Rate amount while your employees are on leave.
Temp Rate (Column I)
The Temp Rate column shows your company's total leave pay obligation to the employee, less any deductions received from the state and/or private disability provider.
This is leave pay + reg pay - any benefit deductions estimated for the period or any true ups
Now that you know what each column represents, let’s take a look at some example files:
Scenario: an employee goes on leave in the middle of a pay period and is eligible for benefits:
Michele is an employee who's preparing to go on parental leave as a birthing parent. Her leave is scheduled to begin halfway through the current pay period (5/16/2023 - 5/30/2023)
The Batch Description column shows that pay included in this file is ‘Leave pay’ with a BatchID of ‘LOA.’
The Temp Rate column shows that based on Michele’s hourly rate and the number of hours they were on leave, they should be paid $1,190.43 in leave pay. This amount is the calculation total leave pay earned for days on leave plus reg pay net of Cocoon’s estimated benefit deduction for pay Michele will receive from other benefit sources (state/private insurance) during her leave.
In this example, we'll explore how Cocoon calculates pay for a semi-monthly pay period for Michelle, a salaried employee. Cocoon's system assumes an 8-hour workday for each regular day worked, and any remaining hours in the pay period are prorated for leave pay.
Total hours in semi-monthly period = 86.67 total pay period hours Total hours Michele earned regular pay in this pay period: 8 hours * 3 days = 24 regular pay hours Total hours attributable to leave pay: 86.67 total pay period hours - 24 regular pay hours = 62.67 leave pay hours
Michele’s annual salary = $74,256 Michele’s hourly rate = $74,256/2,080 work hours in a calendar year = $35.70 hourly rate Therefore, Michele’s total leave pay = $35.70 hourly rate * 62.67 leave pay hours = $2,237.23 employer leave pay or ‘Temp Rate’ |
Since Michele is eligible for benefits from her state disability and paid family leave program, as well as private disability, Cocoon has reduced Michele’s employer leave pay by her estimated benefits received and therefore is showing a total leave pay for this pay period of $1,190.43
Scenario: an employee goes on leave at the start of a pay period and is eligible for benefits.
Mark is an employee that’s taking a medical leave and their leave starts on the first day of the current pay period (3/1/23 - 3/15/23).
The Batch Description column shows that pay included in this file is ‘Leave pay’ with a BatchID of ‘LOA.’
The Temp Rate column shows that based on Mark’s hourly rate and the number of hours they were on leave, they should be paid $2,880.03 in leave pay. This amount is the calculation total leave pay earned for days on leave plus reg pay net of Cocoon’s estimated benefit deduction for pay Mark will receive from other benefit sources (state/private insurance) during their leave.
In this example Mark is another salaried employee on a semi-monthly schedule. Cocoon's system assumes an 8-hour workday for each regular day worked, and any remaining hours in the pay period are prorated for leave pay.
Total hours in semi-monthly period = 86.67 total pay period hours Total hours Mark earned regular pay in this pay period: 8 hours * 0 days = 0 regular pay hours Total hours attributable to leave pay: 86.67 total pay period hours - 0 regular pay hours = 86.67 leave pay hours
Mark’s annual salary = $170,000 Mark’s hourly rate = $170,000/2,080 work hours in a calendar year = $81.73 hourly rate
Therefore, Mark’s total leave pay = $81.73 hourly rate * 86.67 leave pay hours = $7,083.33 employer leave pay |
Since Mark is eligible for benefits from their state disability and paid family leave program, as well as private disability, Cocoon has reduced Mark’s employer leave by their estimated benefits received and therefore is showing a total leave pay for this pay period of $2,880.03
We’re excited to help your employees take leave and in order to ensure the best pay experience possible, we need your Payroll team’s help. Make sure you’re familiar with Cocoon’s payroll method and please review our additional pay resources.
Questions? Please reach out to Cocoon's Support team at: