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:
Employee ID (column A)
The Employee Number is your employee’s unique payroll identification number. This ensures that the correct pay amounts are given to the right employee.
DET (column B)
This is split between Earnings and Deduction, classified as:
E - Earnings
D - Deductions
DETCODE (column C)
This is the code that identifies whether the pay is associated with LOA or Salary
* Codes may vary based on your setup
HOURS (column D)
This is the number of hours associated with the DETCODE
Amount (column E)
This is the amount to pay the employee
Now that you know what each column represents, let’s take a look at some example files:
Scenario: The pay period we are referencing is 7/01/23 - 7/15/23. This employee goes on leave in the middle of a pay period and is eligible for benefits:
The employee is taking a bonding leave in the middle of a pay period.
All three of the rows will need to be input into your system to arrive at the correct pay.
In this example, the employer uses a semi-monthly pay schedule with dates 7/01/23 - 7/15/2023 and a pro-rated pay method of assigning 8 hours to any regular day of work. Any remaining hours for the pay period are attributed to leave pay.
The first 2 rows are attributed to the amount of earnings that the employee will receive for the period
The 3rd row is attributed to the benefit deductions for the period since they are eligible for benefits
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.