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How to Handle Employee Suspension and Temporarily Suspend HR Access?

Overview

When an employee is suspended from work for a specific period (e.g., 30 days) due to a no-work, no-pay arrangement, companies may need to reflect the suspension in the employee's HR profile and ensure that the employee's compensation is excluded from payroll during the suspension period.

Currently, Sprout HR does not have a dedicated employment status or tagging option specifically for Suspended Employees, nor is there a feature to temporarily disable an employee’s access while retaining their active employment status.

Available Workaround

As an alternative, you may use the Sabbatical employment status to temporarily exclude the employee from payroll.

By tagging the employee as Sabbatical:

  • The employee will remain visible in Sprout HR.
  • The employee will be excluded from payroll processing.
  • The employee will not be considered active for payroll purposes during the suspension period.
Example:

Employment Status

On HR

On Payroll

Sabbatical

Active

Inactive
 

Employee can still access their account

Excluded from payroll

Alternative Employment Status Options

Currently, employees will lose access to Sprout HR if their employment status is changed to any of the following:

  • Resigned
  • Terminated
  • AWOL
  • End of Contract
  • OJT-Ended

Employees under these statuses will no longer be able to:

  • Clock in/out
  • File COA requests
  • Submit other applications

Important Considerations Before Using Sabbatical Status

Changing an employee's employment status may affect their leave plans and credits.

Once the employee is returned to their previous employment status (such as Probationary or Regular), leave credits may need to be manually restored/added.

Before changing the employment status, we highly recommend the following:

  1. Take note of the employee's existing leave balances.
  2. Generate the necessary leave reports for reference.
  3. Save a copy of the employee's remaining leave credits before applying the status change.

You may refer to these guides:

Preventing Employee Account Access During Suspension

If the employee should not access their Sprout HR account while suspended, you may temporarily update their:

  • Primary Email Address
  • Password

This prevents the employee from resetting their password and accessing their account during the suspension period.

Once the suspension period ends, you may restore the employee's original account details and employment status.

Additional Note


If the employee is still active for part of the payroll period, you may first process the payroll run so the employee will be paid for the days they were active and present before the suspension.

Once the payroll has been processed, you may then tag the employee as Sabbatical for the succeeding period.

Summary

While Sprout HR currently does not have a dedicated Suspended employment status, the recommended workaround is to use Sabbatical for employees under a no work, no pay suspension arrangement.

Before applying this workaround, ensure that leave balances are properly documented and that necessary account access restrictions are applied to avoid unintended access during the suspension period.

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