1. Types of Leaves FAMILY (Medical, Parenthood) MILITARY FAMILY LEAVE
CATASTROPHIC
OTHER
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2. Status Leave Codes A X L O F M Description Paid Unpaid Benefits Impact
Status Codes
Description
Paid
Unpaid
Benefits Impact A
Active (return from leave) X
Benefits are not affected L
Employee on Leave with pay (Admin Leave, Cat, WC, MED, PAR, etc.)
To identify the employee is on leave O
Employee on Leave
Without Pay
Generates leave package to be mailed to the employee
Monthly billing at full rate (County & Employee portions) from Benefits Billing Services F
Unpaid FMLV hours
Generates FMLV package to be mailed to employee
Billed normal employee rate from Benefits Billing Services
Agency is still charged their portion M
Only for mileage and tuition Pay out/Reimbursement while on Leave
Should have no impact on benefits
Should not be used for posting hours
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NOTE: It is very important that these actions be entered and approved by the Benefits Deadline (occurs on paydays).

3. Timing of Data Entry Important to enter data timely
Retroactive input has negative impacts
Important to enter data accurately
Ensure those who have completed their FMLA are updated from “F” status to appropriate code, e.g. “O”
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4. Leave With Pay
The employee was approved for a leave of absence and is using vacation, sick time, compensatory time, annual leave or PIP hours from his leave balance.
If the leave is longer than one pay period (14 days) a Leave with Pay action will be entered in ESMT.
Action – LVP
Reason – MED, PAR, OFL
Status – L
If the employee qualifies, FMLV hours are posted in VTI starting with the first day of the leave of absence.
12/04/2008

5. Family Leave (FMLV) Eligibility
If an employee has a qualifying event and has been employed by the County for the past 12 months and has worked at least 1,250 hours the employee is eligible for up to 480 hours of Family Leave per calendar year.
Family Leave Hours should be posted concurrently with Sick Leave, Annual Leave, Worker’s Compensation Leave, PIP time and/or Vacation when the employee is on a Family Leave qualifying event.
If employee meets requirements and qualifies for FMLV, a Leave of Absence Form must be completed and hours will be posted in VTI.
Exception: Family leave does not run concurrently with worker’s compensation leave for Peace Officers (refer to labor code 4850).
12/04/2008

6. Family Leave (FMLV) January 7, 2008
Employee first day off payroll – exhausted all AL, Comp Time, PIP time.
Departmental Leave
Action – FMLV (must qualify for FMLV)
Reason – DEP
Status – F
Take out Position Number
Submit this action for Final Approval
Update AGYS (Use Entered Accounting Values)
January 22, 2008
Official Leave (after 15 days)
Action – FMLV
Reason – PAR or MED
Both actions should be processed at the same time.
JANUARY 2008
JANUARY 2008
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7. Posting Leave Balances and FMLV Hours
Employee exhausted leave balances on 05/15/08
Continue to post FMLV hours
When 480 hours of FMLV has been exhausted no timesheet is required
Agency Payroll (if applicable) will notify Agency/HR with effective date when to enter “O” status
12/04/2008

8. Exhausted Balances and FMLV Hours
Employees who have exhausted their Family and Medical Leave (FMLV) hours and their leave balances, a leave without pay will be processed (for employees who choose not to use all balances refer to the applicable MOU).
LEAVE w/o PAY:
Action – LOP
Reason – PAR or MED
Status – O
12/04/2008

9. Military Family Leave
Eligible employees are entitled up to 12 weeks of leave because of “any qualifying exigency” arising out of the fact that the spouse, son, daughter, or parent of the employee is on active duty, or has been notified of an impending call to active duty status, in support of a contingency operation (to be defined by the Department of Labor).
An eligible employee who is the spouse, son, daughter, parent, or next of kin of a covered service member who is recovering from a serious illness or injury sustained in the line of duty on active duty is entitled up to 26 weeks (1040 hours) of leave in a single 12-month period to care for the service member. This military caregiver leave is available during “a single 12-month period” during which an eligible employee is entitled to a combined total of 26 weeks of all types of FMLA leave.
(See FMLV eligibility on page 5)
12/04/2008

10. Military Leave Pay (MLP)
For military leave, the employee must submit to Human Resources a Leave of Absence form with Military Order papers attached.
Employee is allowed a maximum of 30 calendar days of paid Military Leave per fiscal year.
It is important to track the total days of Military Leave taken in the current fiscal year to insure overpayment is not applied. After the 30 days of Leave, an extension (MLX) will be processed.
If an employee has not been employed by the County more than one (1) year, he/she must submit discharge papers (DD214) along with military leave orders.
* Leave and Earnings Statement (LES) form is required to compute the supplemental pay employee makes in the county versus service in the military.
12/04/2008

11. Military Leave Pay (MLP)
January 7, 2008
First day employee off work for Military Leave
Action – LVP
Reason – MLP
Status – L
January 14, 2008
Employee returns from Military Leave
Action – RLV
Reason – Delete Code
Status – A
JANUARY 2008
JANUARY 2008
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12. Military Leave Extension (MLX)
Once the employee has used 30 calendar days of MLP during the current fiscal year, a Military Leave extension must be processed.
Action – MLX
Reason – MLX
Status – L
Employee must submit a Leave and Earnings Statement (LES) or a memo from their commanding officer which includes pay grade and years of military service.
Do not defer merit date or probation.
12/04/2008

13. Other Leaves January 7, 2008 Departmental Leave
Employee off payroll – exhausted all AL, Comp Time, PIP, Sick
Time & Vacation Time and does not qualify for FMLV hours.
Action – LOP
Reason – DEP
Status – O
Take out position number
Submit this action for Final Approval
Update AGYS (Use Entered Accounting Values)
January 22, 2008
Official Leave (15 days after department leave)
Reason – OFL
JANUARY 2008
JANUARY 2008
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14. Catastrophic Leave
An employee may request Catastrophic Leave for a serious medical condition or other serious circumstances which requires the employee to be on unpaid leave for 14 days or more.
CATASTROPHIC LEAVE:
Action – LVP
Reason – CAT
Status – L
Enter Position Number
Update AGYS (Use Position Assignment)
Agency HR will enter the effective date for the Catastrophic Leave. (A/C Payroll may contact the Agency HR with the effective date).
Catastrophic Leave will extend the review dates for the employee until the employee returns to work.
Once Catastrophic Leave balances are exhausted it is important to change the status code back to “O” or “F”.
12/04/2008

15. Return From Leave
The RLV personnel action is used to process a return from any leave of absence.
Action – RLV
Reason – Delete reason code
Status – A
Update AGYS (if applicable) after RLV has been approved.
12/04/2008

16. Review Dates
A leave of absence without pay other than military leave, defers an employee’s review date and PIP award eligibility date. (refer to applicable MOU)
Calculate and enter the employee’s review date on the PRDT screen as follows:
Count the number of calendar days the employee was on leave, beginning with the first day of the official leave of absence (do not count the 15 days of the departmental leave).
Determine the number of pay periods by dividing the number of calendar days by 14 and round up.
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17. ERMI Reports to track FMLA hours
FMLA Monitoring
ERMI Reports to track FMLA hours
HR32F10-01 (Sorted by name)
HR32F10-02 (Sorted by name with Pay class)
HR32F10-03 (Sorted by agency)
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18. Payroll calendar can be found on the CAPS Home Page CAPS User Support - User Assistance - HR Payroll Production Calendar
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19. Questions?
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