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Leave of Absence/Sabatical

Use the correct bundles to record and process all periods of absence that have been authorized by the Vice Provost – Academic Personnel as an approved leave of absence.

Contents


Intro

All approved leaves of absence without pay and leaves of absence with pay due to Family and Medical Leave Act (FMLA) requirements must be entered on-line. Refer to the appropriate academic personnel manual policies and bargaining agreements regarding leave of absence.Below are academic policies that pertain to leaves.

 
  • Leave Without Pay
  • Use the LVNP bundle to enter a leave without pay. This bundle includes the ELVE and the EPER screen. Using this bundle will generate the appropriate action code for your transaction.

    Because an employee is not on pay status during a leave of absence without pay, benefits may be affected. Additional information can be found on the AYSO website. Contact the benefits office for additional information.
  • Leave With Pay
  • Use the LVWP Bundle to enter a leave with pay. This bundle includes the ELVE and the EAPP screen. Using this bundle will generate the appropriate action code for your transaction. Entry on the EAPP screen is NOT required unless the leave is for less than 100% time. If the leave is for less than 100% time make sure you end the current distributions on the EAPP screen and add new distributions for the reduced percentage of time. Do not forget to return the academic appointee to 100% upon completion of the leave at the same time as the distributions are entered for the leave. Do not wait until the leave is completed to return the faculty to 100% time, this could mean the staffing list would be out of balance. 

Note:  Use the normal DOS codes to enter leaves at less than 100% time, we no longer use SLN and SLR DOS codes.

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Step-by-step

Step 1. Navigate to Leave of Absence Bundle

To start the process type LVNP or LVWP in the Next Func field and type the employee ID number in the ID field or  the employee name in the Name field.  Press Enter to navigate to the LVNP or LVWP bundle.

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Step 2. ELVE Screen: Leave of Absence Data

ELVE Screen

Fields

Data Information

Leave of Absence Action Code

  • Enter action code 08 for leave of absence without pay.
  • Enter action code 07 for leave of absence with pay.

Leave of Absence Begin Date

  • Enter the date the leave of absence starts.
  • For leaves without pay, this is the begin date of the period the employee will not be on pay status.
  • For leaves with pay, this may be the 1st day of paid leave.

Return Date

Enter the date the employee is scheduled to return from leave of absence. For leaves without pay, this is the date the employee is scheduled to return to pay status. If the leave of absence is extended or shortened, enter the new return date.

Type

Enter the code that indicates the type of leave of absence the employee is on. For example, 04 is Childbearing. If the leave is Family and Medical Leave without pay (15) contact your Dean’s Analyst to determine eligibility under FMLA.

Note:  These codes are found on the Sabbatical Leave/Special Leave of Absence form (UPAY573)

  •  Press Enter and check your entries.
  • Press F11 to continue to the EPER screen for the LVNP Bundle.
  • If using the LVWP bundle press Enter and then F5 to update if the leave is for 100% time.
  • If using the LVWP bundle press Enter and then F11 to continue to the EAPP screen if the leave is for LESS than 100% time.

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Step 3. EPER Screen: Personnel-Miscellaneous (LVNP only)

Fields

Data Information

Next Salary Review Date

Do not enter

Probationary Period End Date

Do not enter

  •  Press Enter then F5 to update.
  • PAN comments should include title, type of leave, from begin date to end date.

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Step 4. EAPP Screen: Updating the Appointment

When an employee is on leave for less than 100% it is recommended the employee's time code be updated to Z (Positive reporting) so the employee is not paid in error when adjustments or updates are made to the LOA information. Overpayment is possible when an employee on LOA moves from leave with pay to leave without pay, or new dates are entered for the leave, and the ELVE screen is updated to reflect the changes.

When employee returns to work, remember to change the time code back to the original code. Use the instructions here, but use the previous code in place of Z (i.e. R for Exception reporting, or E for Exception not reporting).

Fields

Data Information

Time

Tab to the Time field and update code to Z (Positive reporting)

  • Press Enter to confirm the information.

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Step 5. EAPP Screen: Entering the Distribution

If the leave is for less than 100% time, make sure you end the current distributions on the EAPP screen and add new distributions for the reduced percentage of time.

Note: Do not forget to return the academic to 100% upon completion of the leave at the same time as the reduced percentage distributions are entered.

End current distributions for period of leave of absence.

Fields

Data Information

Distribution Number

The distribution number uniquely identifies a payroll distribution associated with an appointment.  See Appointments and Distributions for additional information. This field is system generated, do not enter information.

Actions

Do not enter a code.   The leave action was indicated on the ELVE screen

C/Account/Sub-A/Obj/S-O/Project

Do not change

FTE

Do not change

Dist %

Do not change

Pay Begin

Do not change

Pay End

If sabbatical is less than full time, enter the date prior to the beginning of the leave

Step

Do not change

O/A

Do not change

Rate/Amount

Do not change

DOS

Do not change. 

Note:  We no longer use the SLN or SLR DOS codes.

PRQ

Do not enter information in this field

DUC

Do not enter information in this field

WSP

Do not enter information in this field.

Copy Distribution

Create new distributions for the period of time the salary will be reduced during the sabbatical. Move the cursor to the bottom of the screen to the Command Line arrow [===>] and enter the command: [copy from xx to yy] This command will result in the system automatically identifying the next available distribution number and will duplicate distribution information.

Add New Distribution

Add the new distribution for the period of the leave of absence.

Fields

Data Information

Actions

Do not enter a code.  

C/Account/Sub-A/Obj/S-O/Project

Do not change

FTE>

Do not change

Dist %

Indicate the reduced percentage

Pay Begin

Enter the begin date of the sabbatical period

Pay End

Enter the end date of the sabbatical period

Step

Do not change

O/A

Do not change

Rate/Amount

Do not change

DOS

Do not change. Note:  We no longer use the SLN or SLR DOS codes.

  • Add a second distribution(s) to return the faculty to full time status at the end of the leave by using the same method as above.  This should be done now and not at the end of the leave.
  • Press Enter then F5 to update. PAN comments should include title, type of leave, from begin date to end date.

CHANGES IN LEAVE RETURN DATE

If an employee’s leave of absence is either shortened or extended obtain the required administrative approvals for the change in leave return date.

Use the ELVE screen to change the return date on a leave of absence that has been authorized by the Vice Provost – Academic Personnel.

New Return Date

Fields

Data Information

Leave of Absence Action Code

Leave blank.  The action code of 09 is system derived.

Leave of Absence Begin Date

Do not change

Return Date

Enter the new date the employee is scheduled to return from leave of absence.  This is the date the employee is scheduled to return to pay status.

Type

If the type of leave of absence the employee is on has changed, enter the new code. (press F1 for a list)

  • Press Enter then F5 to update.
  • PAN comments should include title, type of leave extended or shortened, from begin date to end date.

NOTE:  Only change the dates for the distributions on the EAPP screen, if the leave is for less than 100% time.

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