Leave of Absence

Note: The screen shots are for Paid Leave of Absence. For Unpaid, follow the instructions below noting the special red instructions for Unpaid.

 

  1. Follow the footpath to get to Job Data screen and enter all available employee information in the appropriate fields.

 

 

  1. Click search.
    1. If there is more than one entry under that University ID, a list of available choices will appear.

      Click on your choice to access the record.

    2. If there is only one entry, the record will automatically appear.

    In either case, next screen will look like this:

  1. Once you get to the Job Data Screen, click on the plus.  This will allow you to create a new action row. 
  2. Change the Effective Date, if necessary. (The current date appears automatically)
  3. From the Action/Reason drop down menu, click on Paid Leave of Absence. If unpaid, select Leave of Absence.

 

  1. Click on magnifying glass to the right of the Action/Reason drop down menu.

  1. Click on lookup and a list of available Reason Codes will appear.
  2. Click on your choice and it will automatically appear in the appropriate field on the previous screen.

 

  1. Click on the Earnings Distribution link.

The resulting screen will look like this:

 

  1. From the Earnings Distribution Type drop down menu, click on By Percent.

 

  1. Click on plus. This will allow you to specify the percentage of earnings (partial pay) that the employee will receive while on leave.
  2. Click on magnifying glass below *Earn Code and the Lookup Earn Code screen will appear.

 

  1. Click on lookup to see a list of available choices.
  2. Find and click on LVE.  It will automatically appear in the Earn Code field on the previous screen.

    The resulting screen will look like this:

 

  1. In the Distrb % field, enter the percentage of partial pay that the employee will receive while on leave.

Note: This field should equal the difference between the percent amount entered under REG and 100 (in other words, the sum of the earnings attributed to the REG Earn Code and the LVE Earn Code, must equal 100%.)  So, you may need to adjust this field for the REG earn code.

For a non-paid Leave of Absence you will enter the following values:

Earnings Distribution Type – Percent

Earn Code – LVE

Distrb % - 100

  1. Click on the Employment Data link.

    The resulting screen will look like this:

 

  1. Click on employment dates tab.

 

  1. Enter the expected return date in the Expected Return Date field or click on calendar and click on the appropriate date (it will automatically appear in the field).
  2. Select the Job Funding tab. Refer to the Job Funding user guide to complete the job funding process.
  3. Select the Benefits Program Participation component link and enter LEAVE in Elig Fld 5.

  1. Click save to complete the Paid Leave of Absence action.  This will save into the HRMS database all of the information that you have entered.

 

NOTE: Following are instructions for EXTENDING a leave of absence.
  1. When someone is on a Staff Partial Leave, and you want to extend the date as well as change the percent of their earnings distribution, you:
    1. Return the employee from the partial leave with the same effective date of the new return date that is on the E-Doc.
    2. Add a row and put the employee on a Partial Paid Leave of Absence, indicating the new percent earnings distribution and include the new return date. This second action on the effective date should have a sequence number of "1" reflecting two actions on the same date.
  2. When someone is on a Staff Partial Leave, and you want to extend the date without changing the percent earnings distribution, you:
  3. Select the Data Change action and reason "Change in Expected Return Date." Go to the Employment Date component link and change the return date.
  4. When you are extending a full leave, you:
    Select the Data Change action and reason "Change in Expected Return Date." Go to the Employment Date component link and change the return date.