Transcript LEAVE PROCESSING - University System of New Hampshire

LEAVE
ADMINISTRATION
How to Process Approved Leaves
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Leave Administration
Agenda and Overview
 Types of Leaves
 Communication and Approval of Leaves
Leave Approval Cycle
 Role of Campus HR
 Role of the Processing Center
Processing Leaves in Banner HR
 Job Change Reasons
 Approval Categories
 EPAF Processing
Dates
 The Importance of Dates
 Date Definitions
Returning from Leave
Reporting
Next Steps
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Leave Administration
Types of Leaves
Leave with Pay WITH Benefits
Job status remains active and employee continues to
be paid.
Examples include:
 Full sabbatical
 Professional development
 Interim Disability
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Leave Administration
Types of Leaves
Leave WITHOUT Pay WITHOUT Benefits
Primary position is designated ‘on leave’ and the
employee moves to a CYA position and continues to
be paid.
Examples include:
 Employee is on leave from their primary position
and moved to a CYA (current year adjustment)
position
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Leave Administration
Types of Leaves
Leave with Partial Pay WITH Benefits
Job status remains active and ‘ee’ continues to be
paid.
Examples include:
 Half sabbatical
 Half professional development
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Leave Administration
Types of Leaves
Leave WITHOUT Pay WITH Benefits
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Staff members with at least one year of service, may apply
for a leave of absence (typically not more than one year)
without pay from the department or institution.
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Requests should be in writing and directed to the staff
member's immediate supervisor.
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The staff members must notify their department 30 days
prior to the expiration of leave of their desire to return to
work. Failure to do so will be considered a voluntary
resignation effective the last day of the leave status.
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Leave Administration
Types of Leaves
Leave WITHOUT Pay WITH Benefits (cont)
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If the leave is for 120 days or less for exempt/90 days for nonexempt staff:
 USNH continues its usual level of contribution to the staff
member's benefits.
 If benefits requiring employee contributions, employees
are billed for that portion of the premium.
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If the leave is greater than 120 days for exempt/90 days for
non-exempt staff:
 If the CEO determines the leave is of benefit to the
institution, the staff member will be billed appropriately.
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If the leave is greater than 120 days for exempt/90 days for
non-exempt staff, and are of personal convenience:
 the full cost of benefits beyond the first 120 days for
exempt/90 days for non-exempt staff will be paid for by the
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staff member.
Leave Administration
Questions?
Can you help us define the differences between
these leaves:
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Leave without Pay
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Temporary Reduction in Percent Time
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Permanent Reduction in Percent Time
What are the consequences of eliminating
Temporary Reduction in Percent time as an
option?
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Leave Administration
The Leave Approval Cycle
1.
2.
3.
Employee contacts supervisor
Employee/supervisor contacts Campus
HR Office for leave definition and
approval
Campus HR Office completes and
routes appropriate documentation (if
CYA position is needed, establish
NBAPOSN and notify BSC for activation)
4.
5.
6.
7.
8.
Decisions are communicated to all
departments
Documentation is sent to processing
centers
Processing centers enter EPAF
The leave status is monitored
If changes to the leave status, the cycle
begin again
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Leave Administration
Role of the Campus HR Office
 Authority on USNH leave policy and practices
 Approves or denies requested leave
 Outlines parameter of leave for employee and
department
 Forwards leave parameters to processing
center
 Updates employee’s official personnel file
 Point of contact for changes to approved
leave
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Leave Administration
Questions?
 Who is responsible for monitoring the
employee’s leave status?
 What is the role of the department?
 How are leave changes identified and
communicated?
 Can the process be made more streamlined
and efficient?
 Is the current communication process
working?
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Leave Administration
Role of the Processing Center
 At UNH, the BSC initiates a Banner Workflow transaction
which is based on documentation provided by the HR
partner
THEN THE PROCESSING CENTER
 Receives a document outlining specific details about the
leave
 Initiates the EPAF to put the employee on leave
 Assumes responsibility for making any adjustments to
leave processing EPAF’s (i.e., adjusting begin/end dates,
leave continuation, changes in pay status, etc.)
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Leave Administration
Questions?
 Who is responsible for communicating
changes?
 How is this done?
 What is the mechanism to ensure that all
original parties are notified of changes?
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Leave Administration
Current Banner Leave Job Change Reasons
What is a job change reason?
This five character alpha code is used to describe why the
JOBS record is being created. The codes reside on the
PTRJCRE rule table.
USNH uses two codes for every leave with distinction built into
the second character – one code marks the employee’s
entrance into the leave position (E) and one code marks the
employee’s exit from the leave position (X). For example:
LEIND
Indicates the employee’s
position is being put on
interim disability
LXIND
Indicates the employee’s
position is exiting from leave
for interim disability
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Leave Administration
Current Banner Leave Job Change Reasons
The USNH Job Change Reason Codes:
LECWC/LXCWC
LEEUS/LXEUS
LEEML/LXEML
LEFPB/LXFPB
LEFPO/LXFPO
LEIND/LXIND
LEINT/LXINT
LELAD/LXLAD
LELDB/LXLAD
LELAP/LXLAP
Extended paid sick leave or worker’s
comp leave
Extended unpaid sick/medical leave
Extended paid sick/medical leave
Fellowship payback
Paid FMLA for Other
Interim disability
Appoint employees to interim
positions
Leave from department – not of
benefit to the institution
Leave from department – of
benefit to the institution
Leave from position –
conversion only
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Leave Administration
Current Banner Leave Job Change Reasons
USNH Job Change Reason Codes (cont):
LEPDH/LXPDH
LERDP/LXRDP
LESBF/LXSBF
LESBH/LXSBH
LESRL/LXSRL
LESWC/LXSWC
LETDP/LXTDP
LETIP/LXTIP
LETUP/LXTUP
LEWOP/LXWOP
LEFUO/LXFUO
Professional development –
leave at half pay
Return partial duty worker’s comp
Sabbatical leave – full salary
Sabbatical leave – half salary
Special research leave
System Workers Compensation
– Chronic
Assume Temp Decrease in % CYA
Assume Temp Increase in % CYA
Assume Temp Upgrade CYA
Leave of Absence Without Pay
Unpaid Leave FMLA Care – Other
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Leave Administration
Processing Leaves in Banner HR
Leave EPAF’s or Approval Categories
LOACAN
LOADEP
LOAIND
LOAINS
LOAPDF
LOAPDH
LOAPML
Return Early or Cancel LOA Half/Full
Leave of Absence from the Department
Leave due to Interim Disability
Leave of Absence from Institution
Leave for Prof Development/Full Salary
Leave for Prof Development Half Salary
Paid Leave for Medical (may include FMLA)
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Leave Administration
Processing Leaves in Banner HR
Leave EPAF’s or Approval Categories (cont)
LOAUML
LOASFS
LOASHS
LOARET
LOACYR
LOAWKC
LOANWC
Unpaid Leave for Medical (may include
FMLA)
Leave for Sabbatical with Full Salary
Leave for Sabbatical with Half Salary
Return from Leave
Return from CYA Based
Appointment/Leave
Leave for Workers Comp
Leave for Worker’s Comp without
additional compensation
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Leave Administration
EPAF Processing
Step 4
Complete Document
Step 3
Select Correct
Job Change
Reason
Step 1
Choose the
Correct EPAF
(Approval Category)
Step 2
Enter Leave
Dates
Did you know …
If a user approves an EPAF
acting as a superuser, the
action overrides all other
queries and the FYI’s in
the approval queue are
overlooked!
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Leave Administration
Dates
Why are dates so important?
 The dates of the change in leave job status
determine the length of the leave. This affects
how much money is paid, or not paid, to the
employee.
 If the leave type requires that an employee be
billed for benefit contributions, action is taken
based on the dates coded on the EPAF.
 The more accurate the dates, the better customer
service Central Offices can provide to employees
when they call with questions.
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Leave Administration
Definition of Banner Dates
Contract Begin and End Dates
Start and end dates of the job’s contract
period for the active fiscal year. These dates
impact encumbrance calculations for
status and complementary salary positions.
Personnel Dates
Actual first or last day of work or leave.
Probationary Begin Date
Leave Begin Date)
Used to identify the first day of a leave
period. This field is memo only and should
display values only when an employee is
on leave.
Probationary End Date
Anticipated Return Date)
Memo field used to identify the anticipated
date of return from leave. It does not
impact active pay status.
Effective Date
Identifies the date the JOBS record is
effective from a pay perspective.
NOTE: USNH does not re-process previous
payrolls, thus the effective date used to
create a jobs record should never be on or
equal to the last day of the previous payroll.
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Leave Administration
Questions?
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What is the process for sharing information
concerning date changes?
What are the consequences of not updating
Banner with date change information?
Did you know …
When the paperwork is processed to return
an employee from leave, all historical
references to the leave in Banner are lost.
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Leave Administration
Returning from Leave
Step 3
Processing Return from
Leave EPAF
Affects an employee’s
Payroll and Benefits
Step 1
Employee contacts
HR Partner and/or
Department and makes
Arrangements to return
To work
Step 2
Partner contact
Processing Center
to initiate new
EPAF to put
Employee back on
Active status (and return from CYA if needed)
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Leave Administration
Reporting
These reports are available to track leaves:
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Corporate reports
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HR50400 - Job Change Reason for Selected Date
Range
HR50450 - Job Status Report for Selected Date
Range
HR50470 - Leave Status Report
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Leave Administration
Questions?
 How are you monitoring leave information?
 Are you using WebI reports? If so, which reports?
 Are you using a different tracking mechanism?
 Who should be responsible for running these
reports?
 How often should they be run?
 Would WebI training be helpful?
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Leave Administration
Next Steps – Where do we go from here?
Are there any questions?
Do we need follow-up meetings?
What are the action items as a result of this
meeting?
Any other suggestions?
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