Human Resources Management System

Transaction Process for Leave of Absence-Paid (PLA)

Definition: Use Leave of Absence-Paid when an employee is taking a paid leave of absence from all active appointments (person level leave). If the employee has more than one appointment, each appointment should be placed on leave. The leave action must be entered first on the Home Department appointment and subsequently entered on additional appointments. After the Home Department completes the action, a transaction notification is emailed to the additional appointment department(s). The Effective Date and Expected Return Date on additional appointments must be equal to or within the leave dates on the Home Department appointment. Use Leave Inquiry to verify the type of leave, Effective Date, and Expected Return Date to enter for additional appointments.

Once placed on leave, an appointment must be returned from leave (refer to the transaction process for Return from Leave) or terminated (refer to the transaction process for Termination). Leave of Absence, Return from Leave, and Termination transactions for the same employee cannot be entered on the same day; wait until the next day or later to enter the next transaction.

Refer to the following website for definitions and policy information regarding leaves of absence for academic personnel: http://www.ucop.edu/acadadv/acadpers/apm/sec5-pdf.html

* = Required Field

Note: Complete a Sabbatical Leave/Special Leave of Absence form and have it approved before entering the transaction in HRMS. Retain the original in departmental files. For academic employees, send the blue copy of the leave form to the Academic Personnel Office.

Employee Inquiry

1. Go to Home>Administer Workforce>Administer Workforce (GBL)>Inquire. From the Inquire menu, click Leave Inquiry.
2. Type in the Employee ID or Last Name and click Search (or press Enter).
3. Verify the type of leave, Effective Date, and Expected Return Date entered on the Home Department appointment.

Job Data

4. Go to Home>Administer Workforce>Administer Workforce (GBL)>Use. From the Use Menu, click Job Data.
   1. On the Job Data search criteria page, type in the Employee ID or Last Name and click Search (or press Enter)
   2. If a list of employees is displayed, click the employee ID or name of the employee you are updating. If there are no matching values, review your criteria and change it, as appropriate.
5. On the Work Location page of Job Data, click the + button to insert the new transaction.
1. Type the Effective Date* of the transaction (MM/DD/YY) or use the calendar feature to select a date. This is the first date of the leave.
2. Select Action* "Leave of Absence-Paid" from the drop-down list of available Actions.
3. Type in the appropriate Reason* code or click the Magnifying Glass to lookup the appropriate reason for the Leave of Absence. Refer to the Action/Reason Codes job aid for definitions of Reason Codes: http://hrweb.berkeley.edu/hrms/actionreason.htm
4. Click the Job Information tab.
6. Review and update information on the Job Information page as necessary.
   1. Review and change, as appropriate, FTE (percent time).
   2. Click the Earnings Distribution link at the bottom of the page.
      
      

   Note: Do not change the End Date of the job.

Earnings Distribution

7. Update information for each distribution line on the Job Earnings Distribution page.
   1. Verify and change, as appropriate, the Begin Date* for each distribution, or use the calendar feature to select a date.
   2. Change, as appropriate, the Earnings Code* for each distribution (for example, SLN for sabbatical leave or SLR for sabbatical leave in residence, ESL for Extended Sick Leave).
   3. Change, as appropriate, the Distribution % (percent format, not decimal; for example, type 100 (not 1.0) for 100% or 80 (not .8) for 80%). The total of all distribution percents must equal job FTE.
   4. Click the Employment Data link at the bottom of the page.

Employment Data

8. On the Employment Information page, type in the Expected Return Date* for the leave of absence. Do not enter a date in Last Day in Pay Status. Last Date Worked will be populated from the Effective Date of the transaction when you save.

   
   Note: If the employee's return date changes, you must update the Expected Return Date. Bring up the employee's job record, click on the Employment Data link at the bottom of the page, and type in a new Expected Return Date. If the Expected Return Date has already passed, before any other transaction can be entered you must either extend the leave (update the Expected Return Date), return the appointment from leave, or terminate the appointment.

9. Click Save to save the leave of absence transaction.