LEAVE ADMINISTRATION

1
LEAVE ADMINISTRATION

• How to Process Approved Leaves

2
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

3
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

4
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

5
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

6
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.

7
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.

8
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?
  

9
Leave Administration The Leave Approval Cycle

• Employee contacts supervisor
• Employee/supervisor contacts Campus HR Office for
  leave definition and approval
• Campus HR Office completes and routes appropriate
  documentation (if CYA position is needed,
  establish NBAPOSN and notify BSC for activation)
• Decisions are communicated to all departments
• Documentation is sent to processing centers
• Processing centers enter EPAF
• The leave status is monitored
• If changes to the leave status, the cycle begin
  again

10
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 employees official personnel file
• Point of contact for changes to approved leave

11
Leave AdministrationQuestions?

• Who is responsible for monitoring the employees
  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 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 EPAFs (i.e., adjusting
  begin/end dates, leave continuation, changes in
  pay status, etc.)

13
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?

14
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 employees entrance into the leave
  position (E) and one code marks the employees
  exit from the leave position (X). For example
• LEIND Indicates the employees position
  is being put on interim disability
• LXIND Indicates the employees position
  is exiting from leave for interim
  disability

15
Leave AdministrationCurrent Banner Leave Job
Change Reasons

• The USNH Job Change Reason Codes
• LECWC/LXCWC Extended paid sick leave or
  workers comp leave
• LEEUS/LXEUS Extended unpaid sick/medical leave
• LEEML/LXEML Extended paid sick/medical leave
• LEFPB/LXFPB Fellowship payback
• LEFPO/LXFPO Paid FMLA for Other
• LEIND/LXIND Interim disability
• LEINT/LXINT Appoint employees to interim
  positions
• LELAD/LXLAD Leave from department not of
  benefit to the institution
• LELDB/LXLAD Leave from department of
  benefit to the institution
• LELAP/LXLAP Leave from position
  conversion only

16
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 workers comp
• LESBF/LXSBF Sabbatical leave full salary
• LESBH/LXSBH Sabbatical leave half salary
• LESRL/LXSRL Special research leave
• LESWC/LXSWC System Workers Compensation
  Chronic
• LETDP/LXTDP Assume Temp Decrease in CYA
• LETIP/LXTIP Assume Temp Increase in CYA
• LETUP/LXTUP Assume Temp Upgrade CYA
• LEWOP/LXWOP Leave of Absence Without Pay
• LEFUO/LXFUO Unpaid Leave FMLA Care Other

17
Leave AdministrationProcessing Leaves in Banner
HR

• Leave EPAFs 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)

18
Leave AdministrationProcessing Leaves in Banner
HR

• Leave EPAFs 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/Lea
  ve
• LOAWKC Leave for Workers Comp
• LOANWC Leave for Workers Comp without
  additional compensation

19
Leave AdministrationEPAF Processing

• Did you know
• If a user approves an EPAF acting as a
  superuser, the action overrides all other queries
  and the FYIs in the approval queue are
  overlooked!

20
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.

21
Leave AdministrationDefinition of Banner Dates

• Contract Begin and End Dates Start and end dates
  of the jobs 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 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.

23
Leave AdministrationReturning from Leave
24
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

25
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?

26
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?