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Academic Sabbatical

Use the LSAB bundle to record and process all periods of sabbatical leave of absence that have been authorized by the Vice Provost – Academic Personnel.

Contents


Intro

Refer to the academic personnel manual policy, APM 740 Leaves of Absence/Sabbatical Leaves regarding policy information on sabbatical leaves of absence. The LSAB bundle includes the ELVE and the EAPP screen. Using this bundle will generate the appropriate action code for your transaction. Since no changes are made to the EAPP screen if the sabbatical is for 100% time, entry can be completed on the ELVE screen instead of using the bundle. 

If the sabbatical 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% time upon completion of the leave. The return distributions should be entered at the same time as you are entering the leave.

NOTE:  We no longer use the SLN or SLR DOS codes for a faculty member on sabbatical.

Leaves with Pay in Lieu of Sabbatical:  Follow the instructions provided for sabbatical leaves when entering leaves with pay in lieu of sabbatical.

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Step-by-step

Step 1. Navigate to Sabbatical Leave Bundle

To start the process type LSAB in the Next Func field, or type ELVE if not using the bundle, and type the employee ID number in the ID field or the employee name in the Name field. Press Enter to navigate to the LSAB bundle.

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Step 2. ELVE Screen - Leave of Absence Data
 

Sabatical Screen

Fields

Data Information

Leave of Absence Action Code

Enter action code 07 for sabbatical leave with pay.

Leave of Absence Begin Date

Enter the date the leave of absence starts.

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. 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, 02 is Sabbatical at Partial Pay.

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

Leave Sabbatical Credit Balance

DO NOT entery data in this field

Sabbatical Credit Date

DO NOT entery data in this field

Sabbatical Credit Accrual

DO NOT entery data in this field

Sabbatical Credit Accrued thru Date

DO NOT entery data in this field

Sabbatical Credit Used

DO NOT entery data in this field

Total Sabbatical Credit Balance

DO NOT entery data in this field

  1. Press Enter and check your entries.
  2. If the leave is at less than 100% time press F11 to advance to the next screen.  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 to 100% at the same time you are entering the leave.

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Step 3. EAPP Screen: Updating the Appointment

Nothing should be changing at the appointment level.

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Step 4. EAPP Screen: Entering the Distribution
 

EAPP Screen 1

 

EAPP 2 Screen

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

End the current distribution(s) on the day before the leave is to begin, if the leave is for less than the current paid distributions

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 100%, enter the date prior to the beginning of the sabbatical 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.

  1. 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.
  2. 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
  1. If an employee’s leave of absence is either shortened or extended obtain the required administrative approvals for the change in leave return date.
  2. Use the ELVE screen to change the return date on a leave of absence that has been authorized by the Vice Provost – Academic Personnel.

Return Date Screenshot

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 sabbatical leave.  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)

  1. Press Enter then F5 to update.
  2. 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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