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
  1. Navigate to Leave of Absence Bundle
  2. ELVE Screen: Leave of Absence Data
  3. EPER Screen: Personnel-Miscellaneous (LVNP only) 
  4. EAPP Screen: Updating the Appointment
  5. EAPP Screen: Entering the Distribution

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.

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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

•  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)

•  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).

• 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.

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.

• 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.

• 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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