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Staff Leave of Absence Transaction

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. A department head may approve an employee's request for a leave of absence without pay for a period not to exceed six (6) months. However, the department head must consult with Campus or Healthcare Human Resources for an approval of an extension of a leave of absence without pay beyond six (6) months.Refer to the appropriate personnel policies and bargaining agreements regarding leave of absence.

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. Refer to the appropriate personnel policies and bargaining agreements regarding leave of absence. Contact the Employee 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.

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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 - The ELVE Screen - Leave of Absence Data
 

ELVE Screenshot

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. Any extensions beyond six (6) months must be approved by Human Resources.

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 Campus or Healthcare Human Resources to determine eligibility under FMLA.

  1. Press Enter and check your entries.
  2. Press F11 to continue to the EPER screen for the LVNP Bundle, see step 3.
  3. Press F11 to continue to the EAPP screen for the LVWP Bundle, see step 4.

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Step 3 - The EPER Screen – Personnel-Misc (LVNP only)

Fields

Data Information

Next Salary Review Date

For employees on leave without pay enter a new salary review date if needed.

Probationary Period End Date

For employees on leave without pay enter a new probationary period end date. See applicable policy/contract for details

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

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Step 4 - The EAPP Screen – Change Time Code (LVWP only)

When an employee is on leave with pay 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).

Fields

Data Information

Time

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

  1. Press Enter to review changes, then F5 to update.
  2. PAN comments should include title, type of leave, from begin date to end date.
Changing the Leave Return Date

If an employee returns from their leave of absence earlier than originally expected, or extends their leave, the return date needs to be updated. Use the ELVE screen to change the return date on a leave of absence that has been authorized by the department head, and approved by Campus or Healthcare Human Resources for any extension of a leave of absence without pay beyond six (6) months.

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5 - The ELVE Screen - Leave of Absence Data

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.

Note: Extensions beyond six (6) months require approval by Campus or Healthcare Human Resources.

Type

Do not change the type of leave on an extension/change of end date. The existing code should remain as is.

  1. Press Enter to confirm the information, then F5 to update.
  2. PAN comments should include title code, type of leave extended or shortened from begin date to end date. If HR approval required, note in comments.

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