Leaves
Business officers and personnel administrators are responsible for Actions associated withplacing an employee on leave with or without pay. When the leave period ends, they must take
Action to return to employee from the leave. Additionally, they must work with employees who
are taking Family Medical Leave (FML).
Tips and Reminders
· When a Leave without Pay Action is carried out, the employee remains linked to theUniversity, with an inactive employment status, and can enroll in Benefits plans.
· Leaves with Pay include those granted for educational, scholarly, and sabbatical leave,
and FML for faculty. Some leaves may be granted for half pay.
Instructions for Leave without Pay (PA40)
To place an employee on Leave without Pay, do the following:1. Enter PA40 in the Command field of the SAP Easy Access screen.
2. Make sure the Person ID field is clear when PA40 appears.
3. Enter the Person ID or search for employee and then press Enter.
4. Enter the Start Date. Select Leave without Pay from the Actions list and click the execute
icon.
5. Choose the Reason for Action and press Enter. Then press through the system message and
save.
6. Click the Next Record icon to work through Infotypes 0001, 0008, and 0014 (if data is
present).
7. Use Z_PAR to create the PAR and print two copies. Obtain signatures, attach any necessary
documentation, and forward to Compensation.
To return an employee from Leave without Pay, do the following:
1. Enter PA40 in the Command field of the SAP Easy Access menu.2. Make sure the Person ID field is clear when PA40 appears.
3. Enter the Person ID or search for employee and then press Enter.
4. Enter the Start Date. Select Return from Leave without Pay from the Actions list and
execute .
5. Record the Reason for Action and enter.
6. Press through the system message and save.
7. Click the Next Record icon to examine and work through Infotypes 0001, 0007, and
0008 (change Wage Amount if required).
8. Use Z_PAR to create the PAR and print two copies. Obtain signatures, attach any necessary
documentation, and forward to Compensation.
Instructions for Leave with Pay (PA40)
To place an employee on Leave with Pay, do the following:1. Enter PA40 in the Command field of the SAP Easy Access screen.
2. Make sure the Person ID field is clear when PA40 appears.
3. Enter the Person ID or search for employee and then press Enter.
4. Enter the Start Date. Select Leave with Pay from the Actions list and click the
execute icon.
5. Choose the Reason for Action and press Enter. Then press through the system
messages and save.
6. Click the Next Record icon to work through Infotypes 0001and 0008. On 0008
change Amount field as needed and save.
7. Use Z_PAR to create the PAR and print two copies. Obtain signatures, attach any
necessary documentation, and forward to Compensation.
To return an employee from Leave with Pay, do the following:
1. Enter PA40 in the Command field of the SAP Easy Access menu.2. Make sure the Person ID field is clear when PA40 appears.
3. Enter the Person ID or search for employee and then press Enter.
4. Enter the Start Date. Select Leave without Pay from the Actions list and click
the execute icon.
5. Record the Reason for Action and enter
7. Click the Next Record icon to examine and work through Infotypes 0001,
0007, and 0008. Change Wage Amount on 0008 if required and save.
8. Use Z_PAR to create the PAR and print two copies. Obtain signatures, attach any
necessary documentation, and forward to Compensation.
Other Leave Information
Business officers and other personnel may occasionally work with the other leave situationsrelated to worker’s compensation and long term disability. Below is summary information for
these leave Actions
Workers’ Compensation:
This Action should only be used when an employee is off work due to Workers’ Compensation.The Reason for Action is Workers’ Compensation.
Time Sheets:Time sheets will need to be maintained for all employees, biweekly and monthly,
during their time on Workers’ Compensation. Employees receive their pay through the Workers’
Compensation TPA, so timesheets will need to be processed using the Unpaid Leave time type.
However, employees are eligible to supplement 1/3 of their time, using TDL or vacation leave.
Long Term Disability
The Long Term Disability I Action is used by for employees who have been approved to receive
Long Term Disability Benefits.
Action Specifics
· Select the following Reason for Action: Departmental Disability Pay.
· Remember that the Position Number of employee remains the same.
· Change Employee Group to M – Long Term Disability.
Action Specifics for Hourly Biweekly Employees Only
· Change Employee Subgroup to 04 – Exempt Biweekly. A warning message about the
person and position having different employee group/subgroups will appear. Enter through
it. Infotype 0008 – Basic Pay – Hourly Biweekly Employees Only :
· Change PS Type to 04 – Salaried Exempt MCBW.
· Change PS Group to CGrpg – 10, which is Grade – 00.
· Wage Type is 1320 – Dept. LTD Biweekly Salary.
· Calculate Biweekly Salary for Employee; check Annual Salary for correctness.
The Long Term Disability II Action is used by Benefits only.