Topics Map > Human Resource System (HRS) > Absence Management

Entering FA/AS/LI Leave Reports for employees working Summer Session or Service (payroll coordinator) in HRS

Overview

FA/AS/LI employees working during the Summer Service or Summer Session will need to report leave ONCE during the summer at the person level. If multiple jobs exist, only 1 entry is needed per person. More than 1 entry will be ignored. A template of the Summer Leave Reports will be available for those that need a paper form. Staff using Employee self- service should follow the instructions on their help page. This document is designed for payroll coordinators to enter summer leave reports. Employees can find information about entering summer leave reports on the help page.

Process Considerations:

Leave Reports are required to be submitted if the employee is working during the Summer Session/Service months. They must report whether they took leave or not in order to avoid a sick leave reduction next fall.
Employees using Employee Self Service (ESS) follow the instructions on their help page.
TL security needs to be set up for employees using ESS

If Sick Leave is Reported:

If an employee working the Summer Service/Session submits a Leave Report with Sick Leave usage recorded, this leave SHOULD NOT be entered on the Summer Session/Service Empl Record. This is because the Sick Leave balances do not exist on the Summer Job Empl Record and will cause the employee to have Leave Without Pay (LWOP) if they are entered on that Job.
The Sick Leave must be recorded on the employee's academic year Empl Record and they must be dated prior to the effective date of the Short Work Break. Record number of hours and use decimal 2 if needed. This will ensure that the balance is updated appropriately in the event the employee does not return in the fall. The leave report must also be recorded on the Summer Job with a Take of "Summer Leave Submitted" dated with a date in the summer pay period for which the leave report was submitted.

If Sick Leave is not Reported:

The leave report can be recorded on any Summer Job with a Take of "Summer Leave Submitted"; dated at some point during the appointment. Dates outside the appointment duration will not be processed.
If multiple jobs exist over the summer and the employee is paid on BOTH summer session and summer service, the leave report can still be entered on any summer job regardless of session or service.
If the multiple jobs are concurrent summer session and summer service jobs, the leave report can be entered on any summer job.
If multiple jobs exist from more than one campus, only one entry is needed. However, not all security allows everyone to see everyone's information so if 2 campuses enter the data it isn't harmful. Again, only one report is needed per person to clear the missing leave report flag.
Employees using ESS need the TL security set up for AM ESS in order to enter leave.

Click on the links below to skip directly to a section:

Instructions

To Enter Summer Leave Submitted (UWS_U_S_NOTAKE) take during Summer Session or Summer Service, please follow these steps:

1. Navigate to: Global Payroll & Absence Mgmt > Payee Data > Maintain Absences > UWS Absences.

2. Search for your employee(s) either by Empl ID or Group ID.

If only 1 summer job exists, select the check-box with the Summer Service/Session Empl Record.

If more than 1 summer jobs exists, concurrently, select either job.

If more than 1 summer job exists, successively, select either job.

Enter the Summer Leave Submitted (UWS_U_S_NOTAKE) absence using a date within their employment time frame. Please do not use a date range for this take. Use only a single day.
Click OK on the UWS Absence page to finalize the absence entry.

To the top

To Enter Sick Leave take during Summer Session or Summer Service, please follow these steps:

1. Enter the "Summer Leave Submitted" on the Summer Job:

Navigate to: Global Payroll & Absence Mgmt > Payee Data > Maintain Absences > UWS Absences.
Search for your employee(s) either by Empl ID or Group ID.
Select the check-box with the Summer Service or Summer Session Empl Record.
Enter the "Summer Leave Submitted" absence using the date(s) of the absence.
Click OK on the UWS Absences page to finalize the absence entry.
Enter the "Summer Sick Leave" on the C Basis Job:
Navigate to: Global Payroll & Absence Mgmt > Payee Data > Maintain Absences > UWS Absences.
Search for your employee(s) either by Empl ID or Group ID.
Select the check-box with the C Basis Empl Record.

2. Enter the Sick Leave absence using the date(s) as of the prior Spring term dated before the effective date of the Short Work Break.

Note: Summer employees report hour for hour and may be recorded in increments other than 4 or 8 hours even for 100% FTE employees.

3. In the Comments section enter when the Sick Leave occurred during the Summer Serv/Session and the actual date of the absence.

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