There are two ways to record sabbatical leave.
As a career record.
As an absence record.
We recommend using a career record, as this provides more control, including the option to prevent annual leave from being generated during the sabbatical.
Option 1 – Record sabbatical as a career record (without generating holiday)
This option prevents annual leave from accruing during the sabbatical.
Create a Sabbatical working pattern
Click Employees > Lookups > Pattern > Working Patterns.
Click New.
Set Pattern Name = Sabbatical.
Set Pattern Type as required.
Set Pattern Start Date = 01/01/2023.
Set Hours Per Week = 0.00.
Set Days Per Week = 0.00.
Set Weeks Per Year = 52.
Set FTE and FTE Holiday = 0.00.
Set Non Work Date Set as required.
Click Save.
Click the Days tab.
Click New.
Set Week = 1.
Ensure all days are set to Non Work Day.
Click Save & Return.
Add the career record
Click Employees > Employees > Career History.
Open the relevant employee record.
Click on the Career History tab.
Click New.
Set the Effective Date = the first day of sabbatical leave.
Set the Working Pattern = Sabbatical.
Complete other fields as required.
Click Save & Return.
Create a return career record
Click Copy or New Job & Pay Wizard.
Click Select a Record.
Select the career record prior to the sabbatical.
Set the Effective Date = the first day they return from sabbatical.
Ensure all other details are correct.
Click Save & Continue.
Add notes if needed, then click Complete.
Choose whether to create a new pay record:
Click Create New if required.
Click Skip if not.
Option 2 – Record sabbatical as a career record (with holiday generation)
This option allows holiday entitlement to continue during the sabbatical.
Create a Sabbatical working pattern (with FTE values)
Click Employees > Lookups > Pattern > Working Patterns.
Click New.
Set Pattern Name = Sabbatical – [Employee Name].
Set Pattern Type as required.
Set Pattern Start Date = 01/01/2023.
Set Hours Per Week as required.
Set Days Per Week as required.
Set Weeks Per Year = 52.
Set FTE and FTE Holiday as required.
Set Non Work Date Set as required.
Click Save.
Click the Days tab.
Click New.
Set Week = 1.
Ensure all days are set to Non Work Day.
Click Save & Return.
Add the career record
Follow steps 1–8 from Step 2 above.
Create a return career record
Follow steps 1–8 from Step 3 above.
Option 3 – Record sabbatical as an absence record
Use this method if you prefer to treat the sabbatical as a type of leave.
Create a sabbatical absence type
Under Absence, click Lookups, then Absence Types.
Click New.
Set Absence Type = Sabbatical.
Set Absence Type Group = Other.
Tick Requestable if users can request this type.
Tick Bulk if HR can apply it in bulk.
Tick Counts towards hour target if applicable.
Tick Editable Times if start and end times should be set.
Tick Available to onboarding if relevant.
Tick Disruptive if this type is disruptive.
Click Save.
Record the absence
Under Absence, click Absence, then Absence History.
Open the employee record.
Click Enter Absence.
Select the Sabbatical absence type, then click Continue.
Select the relevant dates, then click Continue.
Complete the workflow.
Additional considerations
Do you need to adjust the Continuous Service Date?
Have you ended the Basic Pay record during the sabbatical period?
If pay is to resume on return, consider creating a new Basic Pay record.