Process Considerations:
When: This process is run once annually. It is typically scheduled for the Saturday following confirmation of the May (5M) payroll. The scheduled processing date will be published each year.
Who: All Active jobs (Empl Records) with an academic pay basis
NOTE: Employees hired after this mass process is completed in May need to have a Short Work Break (SBK) Job Data row added manually by their HR office.What: The following data elements will be changed on the Job Data page:
Effective Date: the last day of the institution's academic year + 1 day
Action: SBK - Short Work Break
Reason: 001 - End of Academic YearHR Status: remains ActiveEmployee Payroll Status: changes to Leave of AbsenceNo other data elements are changed, such as Position Number, Pay Group, Compensation Rate, EJED, Benefits Primary, Absence eligibility, etc. The status change to Leave of Absence triggers the appropriate earnings and absence updates. The employee continues to be covered under their enrolled insurances while on Short Work Break.
Output files that list every job record that was changed are reviewed by UW Shared Services. UWSS Support Team members will contact institutions to confirm results as necessary.
When: This process is run once annually. It is typically scheduled for the Saturday following successful complete of the August monthly EJED process and confirmation of the August monthly (8M) payroll. The scheduled processing date will be published each year.
Who: All jobs (Empl Rcds) that meet this criteria:
- in Leave status
- has a Short Work Break (SBK) action on Job Data with reason code 001 (End of Academic Year), that is effective after the last day of the institution's preceding academic year
What: The following data elements will be changed on the Job Data page:
Effective Date: the first day of the institution's academic year
Action: RBK - Return from Short Work Break
Reason: 001 - Start Academic Year
HR Status: remains Active
Employee Payroll Status: changes back to Active
Encumbrance data is also written to employee job records at this time to reflect the new fiscal year and the begin and end dates of the new academic year.
No other data elements are changed, such as Position Number, Pay Group, Compensation Rate, EJED, Benefits Primary, Absence eligibility, etc. The status change to Active triggers the appropriate earnings and absence changes.
Output files that list every job record that was changed are reviewed at the Service Center. SC Affinity Group team members will contact institutions to confirm results as necessary.
Related KBs:
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