Indiana University

University Human Resources

Leave of Absence - Paid

In addition to Unpaid Leave of Absence, there is also a job action called Paid Leave of Absence for faculty and appointed staff.  In this document we will cover Paid Leave of Absence for Staff (Staff Partial Leave).

Academic Paid Leave of Absence is in a separate document.

In One.IU navigate to the eDocs tab in the HRMS Portal, click Leave of Absence.
          - How to access eDocs

Leave of Absence Document Lookup

  1. Enter the University ID, click search button, and records that meet the search criteria will appear. NOTE: It’s best to try to obtain the University ID, but if you don’t have it, you may utilize the other available search options below.
screen shot
  1. Click on the Leave of Absence Document link in the Actions column and the Effective Date section will appear. Enter the Effective Date of the Leave of Absence.  The Effective Date is the date on which the Leave of Absence takes effect.
screen shot
  1. After entering the Effective Date, select continue button. The Action Reason selection screen will appear with two options for Action. In this case we chose Paid Leave of Absence.
screen shot
  1. Select the appropriate Action Reason. In this example, we choose Medical Reasons (MED). Select continue button and the Job Data section will appear.
screen shot

Job Data

Note: HR eDocs provide you with two columns of information. The left column shows you data for this employee’s record as it currently exists in the system.  The data is copied forward to the right column with only certain field(s) editable.  In this case, data to be entered includes:

Note that the Earn Code for regular pay and Earning Distribution Type by percent are set by eDoc logic.  As with other employee activities documents, data on the right side that has been updated is highlighted in yellow.  This not only helps you confirm any changes before submitting for routing, but also helps approvers note changes when they review the eDoc for approval:

screen shot

Now click continue button.

Note: If you realize you need to make a change after moving to the next section of the eDoc, you can use the return button to return to previous section. You can return all the way back to the Effective Date section in this manner.

Earnings

Review the Earnings Section and update any funding information that needs to be changed. On many of the Employee Activities eDocs, we’ve provided the opportunity to update funding.  But, in this example we have chosen to leave the funding as is.

screen shot

Once you’ve reviewed your eDoc one final time, select  submit button to route the eDoc for approval.  The eDoc should say, “Document was successfully submitted.”. Now select close buttonat the bottom of the document.  Note that the status has changed to “ENROUTE”.

Take Action

During document preparation you may want to save or close the eDoc to finish it later, or for whatever reason, you may have a need to cancel it.  Otherwise, once you have reviewed your document and you are ready to submit it, you will be presented with the possible actions listed below.

submit button save button close button cancel button

 

submit button

Take this action when you have completed and reviewed your eDoc and you are ready to submit for routing.

save button

This action saves the eDoc back to your Action List if you need to complete and route it at a later time.

close button

This action closes the eDoc for you once you save, cancel or submit it for routing.

cancel button

This action cancels the eDoc for you.  Please use the cancel button rather than the “X” in the upper right corner of your browser screen.  Closing an eDoc using the “X” in your browser, may cause any further actions on the employee’s record to be blocked without technical assistance.

 

The full screen will appear as below:

screen shot