1 leave administration how to process approved leaves
TRANSCRIPT
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LEAVE ADMINISTRATION
How to Process Approved Leaves
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Leave AdministrationAgenda 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 AdministrationTypes 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 AdministrationTypes 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 AdministrationTypes 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 AdministrationTypes of Leaves
Leave WITHOUT Pay WITH Benefits
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.
Requests should be in writing and directed to the staff member's immediate supervisor.
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 AdministrationTypes of Leaves
Leave WITHOUT Pay WITH Benefits (cont)
If the leave is for 120 days or less for exempt/90 days for non-exempt 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.
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.
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 staff member.
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Leave AdministrationQuestions?
Can you help us define the differences between these leaves:
Leave without Pay
Temporary Reduction in Percent Time
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. Employee contacts supervisor2. Employee/supervisor contacts Campus
HR Office for leave definition and approval
3. Campus HR Office completes and routes appropriate documentation (if CYA position is needed, establish NBAPOSN and notify BSC for activation)
4. Decisions are communicated to all departments
5. Documentation is sent to processing centers
6. Processing centers enter EPAF7. The leave status is monitored8. If changes to the leave status, the cycle
begin again
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Leave AdministrationRole 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 AdministrationQuestions?
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 AdministrationRole 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 AdministrationQuestions?
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 AdministrationCurrent 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 AdministrationCurrent Banner Leave Job Change Reasons
The USNH Job Change Reason Codes:
LECWC/LXCWC Extended paid sick leave or worker’scomp leave
LEEUS/LXEUS Extended unpaid sick/medical leave LEEML/LXEML Extended paid sick/medical leaveLEFPB/LXFPB Fellowship paybackLEFPO/LXFPO Paid FMLA for OtherLEIND/LXIND Interim disabilityLEINT/LXINT Appoint employees to interim
positionsLELAD/LXLAD Leave from department – not of
benefit to the institutionLELDB/LXLAD Leave from department – of
benefit to the institutionLELAP/LXLAP Leave from position –
conversion only
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Leave AdministrationCurrent Banner Leave Job Change Reasons
USNH Job Change Reason Codes (cont):
LEPDH/LXPDH Professional development – leave at half pay
LERDP/LXRDP Return partial duty worker’s compLESBF/LXSBF Sabbatical leave – full salaryLESBH/LXSBH Sabbatical leave – half salaryLESRL/LXSRL Special research leaveLESWC/LXSWC System Workers Compensation
– Chronic LETDP/LXTDP Assume Temp Decrease in % CYA
LETIP/LXTIP Assume Temp Increase in % CYA
LETUP/LXTUP Assume Temp Upgrade CYALEWOP/LXWOP Leave of Absence Without PayLEFUO/LXFUO Unpaid Leave FMLA Care – Other
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Leave AdministrationProcessing Leaves in Banner HR
Leave EPAF’s or Approval Categories
LOACAN Return Early or Cancel LOA Half/Full
LOADEP Leave of Absence from the Department
LOAIND Leave due to Interim Disability
LOAINS Leave of Absence from Institution
LOAPDF Leave for Prof Development/Full Salary
LOAPDH Leave for Prof Development Half Salary
LOAPML Paid Leave for Medical (may include FMLA)
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Leave AdministrationProcessing Leaves in Banner HR
Leave EPAF’s or Approval Categories (cont)
LOAUML Unpaid Leave for Medical (may include FMLA)
LOASFS Leave for Sabbatical with Full Salary
LOASHS Leave for Sabbatical with Half Salary
LOARET Return from Leave
LOACYR Return from CYA Based Appointment/Leave
LOAWKC Leave for Workers Comp
LOANWC Leave for Worker’s Comp without additional compensation
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Leave AdministrationEPAF Processing
Step 1Choose the
Correct EPAF(Approval Category)
Step 3Select Correct
Job Change Reason
Step 4Complete Document
Step 2Enter 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 AdministrationDates
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 AdministrationDefinition 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 Used to identify the first day of a leave Leave Begin Date) period. This field is memo only and should
display values only when an employee is on leave.
Probationary End Date Memo field used to identify the anticipated Anticipated Return Date) 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
previouspayrolls, 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 AdministrationQuestions?
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 AdministrationReturning from Leave
Step 1Employee contactsHR Partner and/or
Department and makesArrangements to return
To work
Step 2Partner contact
Processing Center to initiate new
EPAF to putEmployee back on
Active status (and return from CYA if needed)
Step 3Processing Return from
Leave EPAFAffects an employee’sPayroll and Benefits
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Leave AdministrationReporting
These reports are available to track leaves: Corporate reports
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 AdministrationQuestions?
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 AdministrationNext 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?