Entering a Faculty Sabbatical in HRS

Overview

Faculty Sabbatical can be either a full academic year or for one semester. Depending on the duration, it will be a fully paid sabbatical (one semester) or a partially paid sabbatical (65% pay for the full academic year). Changes are made to Position and Job Data. No absence entry is required.

Process Considerations:

You may click on the links below to navigate directly to a section:

Placing Faculty on a FULL Academic Year Sabbatical

Job Data and Position

1. Navigate to Workforce Administration > Job Information > Job Data
2. Enter Employee Name or ID #.
3. Click the Search button.
4. Copy the Position Number from the first Job Data panel.
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5. Navigate to Organizational Development > Position Management > Maintain Positions / Budgets > Add Update Position Info
6. Enter Position Number or Other Information in the fields to Narrow Search.
7. Click Search button.
8. Click the + button to add a row.
9. Change the Effective Date to desired date (beginning of Sabbatical Leave).
10. Select Action Reason = “Change FTE for Faculty Sabb”.
11. Change the Standard Hours to reflect 26 hours (which equals 65%).
  • If there is a buyout of between 1% to <35%, this calculation will be different.
  • If the buyout is the full 35%, there is no change to position info, record the LOA on Job Data.
12. Click Save
position
13. Click the + button to add another row.
14. Change the Effective Date to desired date (return to from Sabbatical Leave).
15. Select Action Reason = “Change FTE for Faculty Sabb”.
16. Return the Standard Hours to reflect 40 hours (back to full time).
17. Click Save
18. Navigate to: Workforce Administration > Job Information > Job Data
19. Enter Employee ID# or Name.
20. Click Search button.
21. View Job Data in the Work Location Tab and Job Information to verify rows added for Sabbatical and Return from Sabbatical are correct, including appropriate FTE changes.
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Create Additional Pay

This will make the employee whole for WRS and Absence accruals.
    1. Navigate to: Payroll for North America> Employee>Pay Data USA> Workflow Addl Pay Create
      2. Click the Add a New Value tab
        3. Enter Empl ID, Empl Record, Earnings Code and Effective Date
          4. Click Add
            5. For C-Basis employees, enter Earnings Code 'USB' and include both the hours and the salary amount in the entry.
            • To calculate the Additional Pay amount please use 80 hours for full two weeks.
              • For example, if the employee is paid 65% while on sabbatical, the Additional Pay should be 80 hours x 35% = 28 hours, and their salary x 35%.
            • If there is a buyout, this calculation will be different. 
              • Note: USB entries for the partial biweekly pay periods at the beginning and end of semesters should be separate additional pay entries because the calculation of the hours and dollars amounts will be different than in a full biweekly pay period. For partial period entries, the hours and dollars amounts can be calculated by multiplying the prorated biweekly salary and hours amount the employee will receive in that partial period by 35%.
                  6. After all necessary fields are filled, click Submit.
                  • Note: OK to Pay must be checked or the addl pay will not process. Also make sure the ‘First’, ‘Second’ and ‘Third’ pay period check boxes are all checked.
                    Addl Pay
                    To the top

                    Update Profile Management Page

                      1. Navigate to: Workforce Development > Profile Management > Profiles > Person Profiles
                        2. Click Add a New Value tab.
                          3. Click the Add button.
                            4. Enter the Empl ID.
                              5. Enter “Person” in Profile Type.
                                6. Enter Description and Save
                                7. Click on the Faculty Sabbatical tab.
                                Saba
                                8. Under the Special Projects section, click the + Add New Special Projects link.
                                  Sabat
                                    9. Enter the Sabbatical %, Begin Date, and End Date of the faculty sabbatical.
                                      10. **Leave Department SetID set to 'SHARE'.**
                                      11. Enter Department.
                                      Sab6
                                        12. Click Save.
                                        • Note: To view details about existing Faculty Sabbaticals, click on the percentage (ex: 65%) under the Faculty Sabbatical link.

                                          Place Faculty on One Semester Sabbatical

                                          Job Data and Position

                                            1. Navigate to: Workforce Administration > Job Information > Job Data
                                            2. Add a row in Job Data with the Action/Reason Paid Leave of Absence/Faculty Sabbatical effective the first day of the semester.
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                                              3. Click Save
                                              4. Add a row in Job Data with the Action/Reason Return from Leave/Return from Leave effective the first day of the second semester.
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                                                5. Click Save

                                                  Update Profile Management Page

                                                    1. Navigate to: Workforce Development > Profile Management > Profiles > Person Profiles
                                                      2. Click Add a New Value tab.
                                                      3. Click the Add button.
                                                      4. Enter the Empl ID.
                                                      5. Enter “Person” in Profile Type.
                                                      6. Enter Description and Save
                                                      7. Click on the Faculty Sabbatical tab.
                                                      Fac Sab 7
                                                        8. Under the Special Projects section, click the + Add New Special Projects link.
                                                        Fac Sab5
                                                          9. Enter the Sabbatical %, Begin Date, and End Date of the faculty sabbatical.
                                                            10. **Leave Department SetID set to 'SHARE'.**
                                                            11. Enter Department.
                                                            Fac S
                                                              12. Click Save