Maintain - Employee on Leave or Suspension

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Distribution

Chief Human Resource Officer

UVA HRMS Records Specialist

UVA HRMS Records Manager

UVA HRMS Specialist

UVA HRMS Faculty/Staff Reviewer

Related Procedures

Ownership

The Chief Human Resource Officer is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

The following instructions include placing an employee on leave or suspension, returning an employee from leave or suspension, and updating an employee's leave or suspension. After completing steps 1 through 3 to find the employee, skip to the section explaining the steps particular to the function you are doing, as appropriate. 9, 10 and 11 month employee’s must be placed on leave during their ‘off’ period.

IS HRMS
N ® People Enter & Maintain
Decision

Date Tracking

1. If the current effective date is the date you wish to use, click on the [No] button. If not, click on the [Yes] button, enter the date you wish to use in the Effective Date field, and click on [OK].

Finding an Existing Person

2. Enter all or part of the person's last name in the Full Name field, using the wildcard character (%) as desired, to restrict your search.

3. Click on the [Find] button.

4. If the person is found in the database compare the first name, last name, social security number, or other known information with that in the database to ensure that it is the correct person.

Place Employee On Leave or Suspension

To place an employee on leave or suspension, you must update all paid assignments affected by the leave or suspension.

5. Click on the [Assignment] button.

6. Use the down arrow on your keyboard to locate the assignment you wish to update.

You can verify that an assignment is a paid assignment by clicking the Salary button and reviewing the Salary Administration form.

7. From the list of values, select the appropriate leave type for the Status field.

8. Click on the [Update] button.

9. Click in the Additional Assignment Details flexfield in the lower right corner of the form.

10. From the list of values, select the appropriate Assignment Change Reason, and click on the [OK] button.

11. Save your work.

12. Click on the [Others...] button.

13. Choose Secondary Status from the list of values, and click on the [OK] button.

14. Complete the Secondary Statuses form.

User Status: Use the list of values to select "Conditional" if the job is not guaranteed to be available when the employee returns or "Unconditional" if the job is guaranteed to be available when the employee returns.
Start Date: Enter the start date for the leave or suspension.
End Date: Enter the expected end date (last day of leave or suspension). (Required)
Reason: Use the list of values to select a reason for the leave or suspension.

15. Complete the Add'l Assignment Status Det's flexfield (to the right of the Reason field) if needed to explain or provide further information about the leave.

Comments: Enter free form comment about the leave.

16. Click on the [OK] button.

17. Close the Secondary Statuses form.

18. Save your work.

Adjust Salary Information (Leave with Partial Pay Only)

19. From the list of values, select Parttime-Regular for the Assignment Category field.

20. Click on the [Update] button.

21. Click on the Standard Conditions tab.

22. Reduce the number of hours. The new number of hours should be equivalent to the reduction in salary. For example, if the employee will receive half their normal pay, reduce the hours by half.

23. Save your work.

24. Click on the [Cancel] button. The hours will revert to how many hours are on the position if you click on [OK]. Clicking on [Cancel] will keep the hours you have entered on the Assignment form.

25. Click on the [Salary] button.

26. Use the down arrow on your keyboard or click on the green plus icon on the toolbar to get a blank form.

27. Complete the following fields in the Salary Proposal region.

Change Date: Enter the date the partial pay salary should be effective.
Note: You may use any one of three fields to create the new salary amount. Complete either Change Value, New Value, or Change %.
Change Value: Enter the dollar amount of the increase (the difference between the old salary and the new salary.) Use negative values for a salary decrease.
New Value: Enter the dollar amount of the new salary.
Change %: Enter the percentage change from the old salary to the new salary. Use negative values for a salary decrease.
Reason: Use the list of values to select "Change in Hours".

28. Save your work.

29. Close the Salary Administration form.

Return an Employee from Leave or Suspension

To return an employee on leave or suspension, you must update all paid assignments affected by the leave or suspension.

30. Find the employee and click on the [Assignment] button.

31. Click on the [Alter Effective Date] icon on the toolbar.

32. Enter the day the employee returns from leave in the Effective date field, and click on the [OK] button.

33. Use the down arrow on your keyboard to locate the assignment you wish to update.

The Status field will display a leave or suspension entry.

34. Select "Active Assignment" from the list of values for the Status field, and click on the [OK] button.

35. Click on the [Update] button.

36. Click in the Additional Assignment Details flexfield in the lower right corner of the form.

37. Use the list of values to enter an Assignment Change Reason of "Return From Leave/Suspension", and click on the [OK] button.

38. Save your work.

39. Click on the [Others...] button.

40. Choose Secondary Status from the list of values and click on the OK button.

41. Complete the Secondary Statuses form.

End Date: Enter the last day of the leave, the day prior to the date the assignment was changed back to active status.

42. Close the Secondary Statuses form.

43. Save your work.

Adjust Salary Information (Leave with Partial Pay Only)

44. Use the list of values to change the information in the Assignment Category field to the appropriate value and click on [Update].

45. Click on the Standard Conditions tab.

46. Increase the number of hours. The new number of hours should be equivalent to the increase in salary. For example, if the employee received half their normal pay, double the hours.

47. Save your work.

48. Click on the [Salary] button.

49. Use the down arrow on your keyboard or click on the green plus icon on the toolbar to get a blank form.

50. Complete the following fields in the Salary Proposal region:

Change Date: Enter the date the return to full salary should be effective.

You may use any one of three fields to create the new salary amount. Complete either Change Value, New Value, or Change %.

Change Value: Enter the dollar amount of the increase (the difference between the old salary and the new salary.)
New Value: Enter the total dollar amount of the new salary.
Change %: Enter the percentage change from the old salary to the new salary.
Reason: Use the list of values to select "Change in Hours."

51. Save your work.

52. Close the Salary Administration form.

Update an Employee on Leave or Suspension

53. Click on the [Assignment] button.

54. Use the down arrow on your keyboard to locate the assignment you wish to update.

The Status field will display a leave or suspension type.

55. Click on the [Others...] button.

56. Select Secondary Status from the list of values, and click on [OK].

Changes to Leave Dates or Condition of Leave

57. Verify and update any of the following fields.

User Status: Use the list of values to select "Conditional" if the job is not guaranteed to be available when the employee returns or "Unconditional" if the job is guaranteed to be available when the employee returns.
Start Date: Enter the start date for the leave or suspension.
End Date (Required): Enter the expected end date (last day of leave or suspension).
Reason: Use the list of values to select a reason for the leave or suspension.

58. Optionally, click on the Add'l Assignment Status Det's flexfield (to the right of the Reason field), enter free form comments about the leave or suspension in the Comment field, and click on [OK].

59. Save your work.

60. Close the Secondary Statuses form.

Changes to Salary Information (Leave with Partial Pay Only)

61. Click on the Standard Conditions tab.

62. Verify and update the number of hours in the Working Hours field.

63. Save your work.

64. Click on the [Salary] button.

65. Use the down arrow on the keyboard or click on the green plus icon on the toolbar to get a blank record.

66. Update the following fields in the Salary Proposal region as needed.

Change Date: Enter the date the partial pay salary should be effective.

You may use any one of three fields to create the new salary amount. Complete either Change Value, New Value, or Change %.

Change Value: Enter the dollar amount of the increase (the difference between the old salary and the new salary.) Use negative values for a salary decrease.
New Value: Enter the total dollar amount of the new salary.
Change %: Enter the percentage change from the old salary to the new salary. Use negative values for a salary decrease.
Reason: Use the list of values to enter a salary change reason.

67. Save your work.

68. Close the Salary Administration form.

69. Close all windows and return to the Navigator.

Effective: 07/10/09