Transcript Slide 1

Slide 1
FastFacts
Feature Presentation
May 29th, 2008
We are using audio during this session, so please dial in
to our conference line…
Phone number: 877-322-9648
Participant code: 182500
Slide 2
Today’s Topic
We’ll be taking a look at…
How to process leave of absence actions in SAP.
Slide 3
Today’s Presenter
Cynthia Addison
HR Shared Services Center Manager
Display picture of Cynthia
here
Slide 4
Session Segments
Presentation
Cynthia will provide an overview of how to process leave of
absence ISRs in SAP.
During Cynthia’s presentation, your phone will be muted.
Q&A
After the presentation, we’ll hold a Q&A session.
We’ll open up the phone lines, and you’ll be able to ask
questions.
Cynthia will answer as many of your questions as time allows.
Slide 5
Contact Us
If you would like to submit a question during the presentation or if
you’re having technical difficulties, you can email us at:
[email protected]
You can also send us an instant message!
GoogleTalk – [email protected]
AOL Instant Messenger – HopkinsFastFacts
MSN – [email protected]
Slide 6
Survey
Survey
At the end of this FastFacts session, we’ll ask you to complete a
short survey.
Your honest comments will help us to enhance and improve
future FastFacts sessions.
Slide 7
Processing Leave of Absence
(LOA) ISRs in SAP
Slide 8
Agenda
Pre-approval before ISR initiation
Completing the ISR
LOA w/pay
LOA w/o pay
Second approvers
Retroactive processing
Extending leave
Returning from leave
Wrap up
Questions/concerns
Slide 9
Pre-Approval Process
Things to check:
What type of leave is employee eligible for?
Family Medical Leave
Personal
Health, etc.
Is accrued sick/vacation time available?
Will leave be supplemented by…
Short term disability (STD)
Military differential
Worker’s comp
Was E210 completed with appropriate codes?
What is the expected return date?
Were approvals obtained from Divisional HR?
Process LOA ISRs in a timely fashion to avoid overpayments.
Slide 10
Completing the ISR
LOA With Pay
Must indicate prorated semi-monthly salary for JHU staff.
STD
Long Term Disability (LTD)
Worker’s comp
Reduced hours
Employee is able to return to work at reduced hours without
jeopardizing benefits eligibility.
Check with JHU divisional HR offices for appropriate
approvals related to this option.
Base pay and labor distribution record will not be changed by HRSS.
Expected return date is critical.
Slide 11
Completing the ISR
LOA With Pay (cont’d)
Proration set up on infotype 2010 by HRSS from start date of leave
through the first day of the pay period that contains the expected
return date
One infotype per pay period.
Divisional HR can assist with the calculating the pro-rated semi
monthly salary.
May also place ee on loa at 100% pay if individual does not have a
timekeeping system to record leave (faculty/students)
No proration is required for this type of leave
Slide 12
Completing ISR
LOA With Pay
For Health System Employees
This type of leave must be chosen if employee will
receive any compensation during leave
May continue to process timesheets through Kronos,
Nightingale or CATS
Employee can only be billed during leave of absence
without pay
Slide 13
Completing the ISR
LOA Without Pay
No proration is needed because employee will receive no pay as
reflected on base pay and labor distribution record (9027)
Base pay and labor distribution remains unchanged.
Person will remain on unpaid leave until a Return from Leave ISR is
completed.
Should not receive any supplemental pay during this time.
Benefit premiums are billed by Benefits Administration for
periods of leave of absence without pay.
System will automatically deduct benefit premiums from
supplemental pay received during a leave which will may cause
double billing.
Slide 14
Completing the ISR
LOA Without Pay – Exception
Military Leave
Employee is placed on a LOA w/o pay using reason 01.
Must process additional payments via ISR to pay supplemental
earnings using wage type 3076.
Please note: wage type 3076 is not in the ISR drop-down list.
Use wage type 3055, but indicate wage type 3076 in the
Comments section.
Earnings on infotype 15 are not prorated.
Will require one record for each pay period
Must contact Benefits Administration to prevent billing during
this LOA w/o pay since monies will be earned during this period.
Benefit deductions will be taken from any money earned.
For specific military leave policies, consult your divisional HR
Office or health system service center.
Slide 15
Second Approvers
Second approvers are required for all LOA actions for the following:
JHU Faculty, Deans/Officers, Staff, Postdocs, Medical
Residents/Interns
All Home Care Employees
JH Home Care Group
JH Home Health Services
JH Pharmaquip
JH Pediatrics at Home
ISRs without appropriate approval will be rejected.
Slide 16
Retroactive Processing
Increases the chances of overpayments
Effects future dated actions already processed
HRSS must redo all future dated actions so that leave status is
correctly reflected
Check infotype 15 for overpayment advances and resolve quickly
Please coordinate with Payroll and HR Shared Services to clear
overpayment advances with retroactive payments if applicable
Overpaid $200 a month ago and is now receiving a $200 bonus
that can be applied to that overpayment
Proper approval/documentation required
Slide 17
Extending Leave
Another ISR for leave of absence with pay is required if
the leave extends beyond the expected return from
leave date indicated on the original LOA ISR.
Proration will be set up solely based upon expected
return from leave date by HRSS.
Without ISR to extend leave with pay, the employee will
return to full pay on the next pay period
If the proration of salary changes mid-pay period, HRSS
must manually calculate total salary for that pay period.
System will only allow one proration record per pay
period.
Slide 18
Extending Leave
Things to note:
Changing from LOA w/pay to LOA w/o pay requires an ISR.
Changing the pro-rated salary on a LOA w/pay requires an
ISR.
ISR to extend LOA w/o pay is not required
LOA actions go into infinity
send an email to update expected return date
(Monitoring of Tasks – infotype 19) to your client email
box
Link to our Contact Page:
http://ssc.jhu.edu/hr_payroll/index.html.
Slide 19
Returning from Leave
Return from LOA ISR is required.
LOA actions are processed through infinity.
Must return from LOA if being reassigned after
leave has ended.
Slide 20
Wrap Up
LOA ISRs must be processed in a timely fashion to avoid
overpayments.
Please ensure that you know what type of leave the ee qualifies for
and have received all prior approvals before initiating the ISR.
Be sure to indicate second approvers
Employee may receive salary changes during a leave of absence
w/pay.
No supplemental pay should be processed/effective during a period
of LOA w/o pay (except military leave).
Leaves with prorated salary must be extended with another ISR.
Retroactive LOA actions can affect actions already on the record.
Please do overview of history to ensure actions reflect correct
leave status.
Slide 21
Q&A
We’re going to open the phone lines now!
There will be a slight pause, and then a recorded voice will provide
instructions on how to ask questions over this conference call line.
We’ll be answering questions in the order that we receive them.
We’ll also be answering the questions that were emailed to us
during the presentation.
If there’s a question that we can’t answer, we’ll do some research
after this session, and then email the answer to all participants.
Slide 22
Thank You!
Thank you for participating!
We would love to hear from you.
Are there certain topics that you would like us to cover in future
FastFacts sessions?
Would you like to be a FastFacts presenter?
Please email us at: [email protected]
Slide 23
Survey
Before we close, please take the time to complete a short survey.
Your feedback will help us as we plan future FastFacts sessions.
Click this link to access the survey…
http://connect.johnshopkins.edu/fastfactssurvey/
Thanks again!