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
- Step-by-step
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.
- APM 700 - Leave of Absence/General
- APM 715 - Leaves of Absence/Family and Medical Leave
- APM 750 - Leaves of Absence/Leave for Service to Governmental Agencies
- APM 751 - Leaves of Absence/Military Leave
- APM 752 - Leaves of Absence/Leave to Attend Professional Meeting
- APM 758 - Leaves of Absence/Other Leaves
- APM 759 - Leaves of Absence/Other Leaves Without Pay
- APM 760 - Leaves of Absence/Family Accommodations for Childbearing and Child-rearing
- 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.
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.
Step 2. ELVE Screen: Leave of Absence Data
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Fields |
Data Information |
|---|---|
|
Leave of Absence Action Code |
|
|
Leave of Absence Begin Date |
|
|
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.
|
- 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.
Step 3. EPER Screen: Personnel-Miscellaneous (LVNP only)
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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.
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.
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.
|
|
PRQ |
Do not enter information in this field |
|
DUC |
Do not enter information in this field |
|
WSP |
Do not enter information in this field. |
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 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.
|
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.