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Entering a Leave of Absence (Unpaid, Paid, Partial, Intermittent) in HRS

Overview

There are many different and specific reasons, rights, and processes to leave of absences. This user procedure will go through the basic steps of how to put an employee on an Unpaid, Paid (full and partial) and Intermittent leave of absence in HRS without getting into the specifics of the many different reasons leave of absences may be granted.
You may click on the links below to navigate directly to a section:

Instructions to Enter an Unpaid LOA

Unpaid LOA is defined as a leave of absence without pay. Upon entering an Unpaid LOA in HRS, the employee’s payroll status changes to Leave of Absence. This will remove the employee from all payroll, absence and benefits processing while on an unpaid LOA. Benefits may need special handling through the prepay or benefits billing processes. Absences will recalculate upon return from unpaid LOA.

To Place an Employee on an Unpaid Leave of Absence
HRS Navigation: Workforce Administration > Job Information > Job Data
  1. Use EmplID or Name to search for employee
  2. On Job Data click the + button to add a new row
  3. Enter Effective Date of Leave of Absence
  4. Select Action = Leave of Absence
  5. Select appropriate Action Reason
  6. Enter an Expected Return Date, if available
  7. Click the Save button
Unpaid LOA
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Instructions for Entering a Paid Full Time LOA

Paid Full Time LOA is defined as a leave of absence with full pay using paid leave. Upon entering a Paid LOA in HRS the employee’s payroll status changes to Leave With Pay and payroll and benefits process as normal. Employee needs to report leave (sick, vacation, personal holiday, ALRA, sabbatical) through their normal reporting channels (Employee Self Service, Leave Reports, Timesheets)

To Place an Employee on a Paid Full Time Leave of Absence
HRS Navigation: Workforce Administration > Job Information > Job Data
  1. Use EmplID or Name to search for employee
  2. On Job Data click the + button to add a new row
  3. Enter Effective Date of Leave of Absence
  4. Select Action = Paid Leave of Absence
  5. Select appropriate Action Reason
  6. Enter an Expected Return Date, if available
  7. Click the Save button
Paid LOA

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Instructions for Entering an Intermittent FMLA LOA

Intermittent FMLA LOA is defined as a leave of absence in non-continuous increments. Upon entering an intermittent LOA in HRS the employee’s payroll status changes to Leave with Pay and payroll and benefits process as normal if there are enough earnings to cover the benefit premiums. Employee needs to report leave (lwop, sick, vacation, personal holiday, ALRA, sabbatical). Intermittent leave for all UW System employees will be tracked in 15-minute increments.

HRS Navigation:Workforce Administration > Job Information > Job Data

  1. Use EmplID or Name to search for employee
  2. On Job Data click the + button to add a new row
  3. Enter Effective Date that the intermittent leave of absence begins
  4. Select Action = Paid Leave of Absence
  5. Select Reason =FMLA Intermittent
  6. Enter an Expected Return Date, if available
  7. Click the Save button
Intermittent Leave of Absence
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Returning an employee From an Unpaid, Paid Full time or Intermittent leave of absence

HRS Navigation:Workforce Administration > Job Information > Job Data

  1. Use EmplID or Name to search for employee
  2. On Job Data click the + button to add a new row
  3. Enter Effective Date of the employee’s return to work
  4. Select Action = Return from Leave
  5. Select Reason = Return from Leave
  6. Click the Save button
Image of work location tab

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Instructions for Entering a Paid Partial LOA

Paid Partial LOA is defined as a leave of absence with pay at a reduced FTE. Partial LOA’s are entered in HRS by reducing the employee’s position FTE. The employee’s payroll status remains Active and payroll and benefits process as normal if there are enough earnings to cover the benefit premiums. If the employee is currently on an Unpaid LOA be sure to return them from Unpaid LOA in Job Data before you reduce their FTE for the Partial LOA.

To Place an employee on a Paid Partial Leave of Absence (reducing FTE ONLY)
HRS Navigation:Workforce Administration > Job Information > Job Data (to identify the Position Number for updating the FTE)

  1. Enter Employee Information
  2. Click Search
  3. Highlight and copy Position
Image of work location tab highlighting position number
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Instructions for Updating the Position FTE

HRS Navigation: Organizational Development > Position Management > Maintain Positions/ Budgets> Add/Update Position Info

  1. Enter Position # retrieved from Job Data and search the position
  2. Click + button to add a row
  3. Enter Effective Date
  4. Enter a Reason Code (ex. 043 – Partial LOA – Medical)
  5. Change the Standard Hours to the number of hours the employee is approved to work. In this example, the full time employee is working half time (20 hours), this will reduce the FTE to 0.50.
  6. Click the Save button
LOA Change FTE on Position

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Instructions for Returning an Employee from a Partial LOA

To Return Employee Back to Original Position FTE

HRS Navigation: Organizational Development > Position Management> Maintain Positions/Budgets > Add/Update Position Info

  1. Enter Position # retrieved from Job Data and search the position
  2. Click + button to add another row
  3. Enter Effective Date
  4. Enter a Reason Code (ex. 087 – Return from Partial LOA)
  5. Return Standard Hours to 40, this will return the FTE to 1.00
  6. Click the Save button
  7. Click OK button
Position Change Return from Partial LOA
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Additional Resources

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Keywords:
LOA Leave of Absence leaves absences HR, Human Resources HR, Human Resources 
Doc ID:
16904
Owned by:
Jessica R. in UW–Shared Services
Created:
2011-02-14
Updated:
2024-05-14
Sites:
UW–Shared Services