LEAVE ADMINISTRATION

1. LEAVE ADMINISTRATION How to Process Approved Leaves

2. Leave AdministrationAgenda and Overview • Types of Leaves • Communication and Approval of Leaves • Leave Approval Cycle • Role of Campus HR • Role of the Processing Center • Processing Leaves in Banner HR • Job Change Reasons • Approval Categories • EPAF Processing • Dates • The Importance of Dates • Date Definitions • Returning from Leave • Reporting • Next Steps

3. Leave AdministrationTypes of Leaves Leave with Pay WITH Benefits Job status remains active and employee continues to be paid. Examples include: • Full sabbatical • Professional development • Interim Disability

4. Leave AdministrationTypes of Leaves Leave WITHOUT Pay WITHOUT Benefits Primary position is designated ‘on leave’ and the employee moves to a CYA position and continues to be paid. Examples include: • Employee is on leave from their primary position and moved to a CYA (current year adjustment) position

5. Leave AdministrationTypes of Leaves Leave with Partial Pay WITH Benefits Job status remains active and ‘ee’ continues to be paid. Examples include: • Half sabbatical • Half professional development

6. Leave AdministrationTypes of Leaves Leave WITHOUT Pay WITH Benefits • Staff members with at least one year of service, may apply for a leave of absence (typically not more than one year) without pay from the department or institution. • Requests should be in writing and directed to the staff member's immediate supervisor. • The staff members must notify their department 30 days prior to the expiration of leave of their desire to return to work. Failure to do so will be considered a voluntary resignation effective the last day of the leave status.

7. Leave AdministrationTypes of Leaves Leave WITHOUT Pay WITH Benefits (cont) • If the leave is for 120 days or less for exempt/90 days for non-exempt staff: • USNH continues its usual level of contribution to the staff member's benefits. • If benefits requiring employee contributions, employees are billed for that portion of the premium. • If the leave is greater than 120 days for exempt/90 days for non-exempt staff: • If the CEO determines the leave is of benefit to the institution, the staff member will be billed appropriately. • If the leave is greater than 120 days for exempt/90 days for non-exempt staff, and are of personal convenience: • the full cost of benefits beyond the first 120 days for exempt/90 days for non-exempt staff will be paid for by the staff member.

8. Leave AdministrationQuestions? Can you help us define the differences between these leaves: • Leave without Pay • Temporary Reduction in Percent Time • Permanent Reduction in Percent Time What are the consequences of eliminating Temporary Reduction in Percent time as an option?

9. Leave AdministrationThe Leave Approval Cycle • Employee contacts supervisor • Employee/supervisor contacts Campus HR Office for leave definition and approval • Campus HR Office completes and routes appropriate documentation (if CYA position is needed, establish NBAPOSN and notify BSC for activation) • Decisions are communicated to all departments • Documentation is sent to processing centers • Processing centers enter EPAF • The leave status is monitored • If changes to the leave status, the cycle begin again

10. Leave AdministrationRole of the Campus HR Office • Authority on USNH leave policy and practices • Approves or denies requested leave • Outlines parameter of leave for employee and department • Forwards leave parameters to processing center • Updates employee’s official personnel file • Point of contact for changes to approved leave

11. Leave AdministrationQuestions? • Who is responsible for monitoring the employee’s leave status? • What is the role of the department? • How are leave changes identified and communicated? • Can the process be made more streamlined and efficient? • Is the current communication process working?

12. Leave AdministrationRole of the Processing Center • At UNH, the BSC initiates a Banner Workflow transaction which is based on documentation provided by the HR partner THEN THE PROCESSING CENTER • Receives a document outlining specific details about the leave • Initiates the EPAF to put the employee on leave • Assumes responsibility for making any adjustments to leave processing EPAF’s (i.e., adjusting begin/end dates, leave continuation, changes in pay status, etc.)

13. Leave AdministrationQuestions? • Who is responsible for communicating changes? • How is this done? • What is the mechanism to ensure that all original parties are notified of changes?

14. Leave AdministrationCurrent Banner Leave Job Change Reasons What is a job change reason? This five character alpha code is used to describe why the JOBS record is being created. The codes reside on the PTRJCRE rule table. USNH uses two codes for every leave with distinction built into the second character – one code marks the employee’s entrance into the leave position (E) and one code marks the employee’s exit from the leave position (X). For example: LEIND Indicates the employee’s position is being put on interim disability LXIND Indicates the employee’s position is exiting from leave for interim disability

15. Leave AdministrationCurrent Banner Leave Job Change Reasons The USNH Job Change Reason Codes: LECWC/LXCWC Extended paid sick leave or worker’s comp leave LEEUS/LXEUS Extended unpaid sick/medical leave LEEML/LXEML Extended paid sick/medical leave LEFPB/LXFPB Fellowship payback LEFPO/LXFPO Paid FMLA for Other LEIND/LXIND Interim disability LEINT/LXINT Appoint employees to interim positions LELAD/LXLAD Leave from department – not of benefit to the institution LELDB/LXLAD Leave from department – of benefit to the institution LELAP/LXLAP Leave from position – conversion only

16. Leave AdministrationCurrent Banner Leave Job Change Reasons USNH Job Change Reason Codes (cont): LEPDH/LXPDH Professional development – leave at half pay LERDP/LXRDP Return partial duty worker’s comp LESBF/LXSBF Sabbatical leave – full salary LESBH/LXSBH Sabbatical leave – half salary LESRL/LXSRL Special research leave LESWC/LXSWC System Workers Compensation – Chronic LETDP/LXTDP Assume Temp Decrease in % CYA LETIP/LXTIP Assume Temp Increase in % CYA LETUP/LXTUP Assume Temp Upgrade CYA LEWOP/LXWOP Leave of Absence Without Pay LEFUO/LXFUO Unpaid Leave FMLA Care – Other

17. Leave AdministrationProcessing Leaves in Banner HR Leave EPAF’s or Approval Categories LOACANReturn Early or Cancel LOA Half/Full LOADEP Leave of Absence from the Department LOAIND Leave due to Interim Disability LOAINS Leave of Absence from Institution LOAPDF Leave for Prof Development/Full Salary LOAPDH Leave for Prof Development Half Salary LOAPML Paid Leave for Medical (may include FMLA)

18. Leave AdministrationProcessing Leaves in Banner HR Leave EPAF’s or Approval Categories (cont) LOAUML Unpaid Leave for Medical (may include FMLA) LOASFS Leave for Sabbatical with Full Salary LOASHS Leave for Sabbatical with Half Salary LOARET Return from Leave LOACYR Return from CYA Based Appointment/Leave LOAWKC Leave for Workers Comp LOANWC Leave for Worker’s Comp without additional compensation

19. Leave AdministrationEPAF Processing Did you know … If a user approves an EPAF acting as a superuser, the action overrides all other queries and the FYI’s in the approval queue are overlooked!

20. Leave AdministrationDates Why are dates so important? • The dates of the change in leave job status determine the length of the leave. This affects how much money is paid, or not paid, to the employee. • If the leave type requires that an employee be billed for benefit contributions, action is taken based on the dates coded on the EPAF. • The more accurate the dates, the better customer service Central Offices can provide to employees when they call with questions.

21. Leave AdministrationDefinition of Banner Dates Contract Begin and End Dates Start and end dates of the job’s contract period for the active fiscal year. These dates impact encumbrance calculations for status and complementary salary positions. Personnel Dates Actual first or last day of work or leave. Probationary Begin Date Used to identify the first day of a leave Leave Begin Date) period. This field is memo only and should display values only when an employee is on leave. Probationary End Date Memo field used to identify the anticipated Anticipated Return Date) date of return from leave. It does not impact active pay status. Effective Date Identifies the date the JOBS record is effective from a pay perspective. NOTE: USNH does not re-process previous payrolls, thus the effective date used to create a jobs record should never be on or equal to the last day of the previous payroll.

22. Leave AdministrationQuestions? • What is the process for sharing information concerning date changes? • What are the consequences of not updating Banner with date change information? Did you know … When the paperwork is processed to return an employee from leave, all historical references to the leave in Banner are lost.

23. Leave AdministrationReturning from Leave

24. Leave AdministrationReporting These reports are available to track leaves: • Corporate reports • HR50400 - Job Change Reason for Selected Date Range • HR50450 - Job Status Report for Selected Date Range • HR50470 - Leave Status Report

25. Leave AdministrationQuestions? • How are you monitoring leave information? • Are you using WebI reports? If so, which reports? • Are you using a different tracking mechanism? • Who should be responsible for running these reports? • How often should they be run? • Would WebI training be helpful?

26. Leave AdministrationNext Steps – Where do we go from here? Are there any questions? Do we need follow-up meetings? What are the action items as a result of this meeting? Any other suggestions?