Presentation on theme: "1 LEAVE ADMINISTRATION How to Process Approved Leaves."— Presentation transcript:
1 LEAVE ADMINISTRATION How to Process Approved Leaves
2 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
3 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
4 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
5 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
6 Leave Administration Types 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.
7 Leave Administration Types 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.
8 Leave Administration Questions? 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?
9 Leave Administration The Leave Approval Cycle 1. Employee contacts supervisor 2. 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 EPAF 7. The leave status is monitored 8. If changes to the leave status, the cycle begin again
10 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
11 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?
12 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.)
13 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?
14 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: LEINDIndicates the employee’s position is being put on interim disability LXINDIndicates the employee’s position is exiting from leave for interim disability
15 Leave Administration Current Banner Leave Job Change Reasons The USNH Job Change Reason Codes: LECWC/LXCWCExtended paid sick leave or worker’s comp leave LEEUS/LXEUSExtended unpaid sick/medical leave LEEML/LXEMLExtended paid sick/medical leave LEFPB/LXFPBFellowship payback LEFPO/LXFPOPaid FMLA for Other LEIND/LXINDInterim disability LEINT/LXINTAppoint employees to interim positions LELAD/LXLADLeave from department – not of benefit to the institution LELDB/LXLADLeave from department – of benefit to the institution LELAP/LXLAPLeave from position – conversion only
16 Leave Administration Current Banner Leave Job Change Reasons USNH Job Change Reason Codes (cont): LEPDH/LXPDHProfessional development – leave at half pay LERDP/LXRDPReturn partial duty worker’s comp LESBF/LXSBFSabbatical leave – full salary LESBH/LXSBHSabbatical leave – half salary LESRL/LXSRLSpecial research leave LESWC/LXSWCSystem Workers Compensation – Chronic LETDP/LXTDPAssume Temp Decrease in % CYA LETIP/LXTIPAssume Temp Increase in % CYA LETUP/LXTUPAssume Temp Upgrade CYA LEWOP/LXWOPLeave of Absence Without Pay LEFUO/LXFUOUnpaid Leave FMLA Care – Other
17 Leave Administration Processing Leaves in Banner HR Leave EPAF’s or Approval Categories LOACANReturn Early or Cancel LOA Half/Full LOADEPLeave of Absence from the Department LOAINDLeave due to Interim Disability LOAINSLeave of Absence from Institution LOAPDFLeave for Prof Development/Full Salary LOAPDHLeave for Prof Development Half Salary LOAPMLPaid Leave for Medical (may include FMLA)
18 Leave Administration Processing Leaves in Banner HR Leave EPAF’s or Approval Categories (cont) LOAUMLUnpaid Leave for Medical (may include FMLA) LOASFSLeave for Sabbatical with Full Salary LOASHSLeave for Sabbatical with Half Salary LOARETReturn from Leave LOACYRReturn from CYA Based Appointment/Leave LOAWKCLeave for Workers Comp LOANWCLeave for Worker’s Comp without additional compensation
19 Leave Administration EPAF Processing Step 1 Choose the Correct EPAF (Approval Category) Step 2 Enter Leave Dates Step 3 Select Correct Job Change Reason Step 4 Complete Document 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!
20 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.
21 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 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 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.
22 Leave Administration Questions? 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.
23 Leave Administration Returning from Leave 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) Step 3 Processing Return from Leave EPAF Affects an employee’s Payroll and Benefits
24 Leave Administration Reporting 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
25 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?
26 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?