1. Slide 1 FastFacts Feature Presentation May 29 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number: 877-322-9648 Participant code: 182500

2. Slide 2 Todays Topic Well be taking a look at… How to process leave of absence actions in SAP.

3. Slide 3 Todays Presenter Cynthia Addison HR Shared Services Center Manager Display picture of Cynthia here

4. Slide 4 Session Segments Presentation Cynthia will provide an overview of how to process leave of absence ISRs in SAP. During Cynthias presentation, your phone will be muted. Q&A After the presentation, well hold a Q&A session. Well open up the phone lines, and youll be able to ask questions. Cynthia will answer as many of your questions as time allows.

5. Slide 5 Contact Us If you would like to submit a question during the presentation or if youre having technical difficulties, you can email us at: fastfacts@jhu.edu fastfacts@jhu.edu You can also send us an instant message! GoogleTalk – HopkinsFastFacts@gmail.comHopkinsFastFacts@gmail.com AOL Instant Messenger – HopkinsFastFacts MSN – FastFacts@jhu.edu

6. Slide 6 Survey At the end of this FastFacts session, well ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

7. Slide 7 Processing Leave of Absence (LOA) ISRs in SAP

8. 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

9. 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 Workers 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.

10. Slide 10 Completing the ISR LOA With Pay Must indicate prorated semi-monthly salary for JHU staff. STD Long Term Disability (LTD) Workers 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.

11. Slide 11 Completing the ISR LOA With Pay (contd) 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

12. 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

13. 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.

14. 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.

15. 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.

16. 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

17. 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.

18. 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. http://ssc.jhu.edu/hr_payroll/index.html

19. 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.

20. 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.

21. Slide 21 Were 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. Well be answering questions in the order that we receive them. Well also be answering the questions that were emailed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then email the answer to all participants. Q&A

22. 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: fastfacts@jhu.edu

23. 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/ http://connect.johnshopkins.edu/fastfactssurvey/ Thanks again!