Leave of Absence Admin Guide - No Workflows - New UI

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Configuration

  • Categories, Custom Fields, Reasons and Resolution Types
    • Admin > Company Settings > Profiles/Policies > Leave of Absence > Categories
      • Add LOA categories such as CA Family Rights Acts (CFRA), Family Medical Leave (FMLA), Pregnancy Disability Leave (PDL), Military, Workers Compensation Leave, etc.
    • Admin > Company Settings > Profiles/Policies > Leave of Absence > Custom Field
      • Add any custom fields for information that needs to be collected, but is not on the default Leave Cases screen (My Employees > Employee Leave Maintenance > Cases)
    • Admin > Company Settings > Profiles/Policies > Leave of Absence > Reasons
      • Add reasons for the leave such as Care for a Family Member, Own Serious Health Condition, Pregnancy, Military, etc.
      • LOA profiles will use the reasons to differentiate between sets of rules.
    • Admin > Company Settings > Profiles/Policies > Leave of Absence > Resolution Types
      • Add LOA case resolution types such as Back to Work, Light Duty, Termination, Temporary Transfer, Reasonable Accommodation, Resignation etc.
  • Profiles
  • Admin > Company Settings > Profiles/Policies > Leave of Absence > Profiles
    • Select to create a profile for each set of employees with different LOA rules.  For example, employees in different states may have different sets of Leave Categories available to them.
      • a. Name:  Enter the name of the profile.  This should be easily identifiable when assigning the profile to the employee.  For example, “California LOA” or “Full Time Employees LOA”
      • b. Description:  Enter an optional description
      • c. Active:  Select this box to make the profile active and assignable to employees
      • d. Auto Run Balance Rules : Select this box so the system will run an employee’s entitlement balance automatically once a Leave of Absence case is created for them. 
      • e. Schedule Type:  Select the default schedule to use for Leave of Absence time entries.  Monday - Friday and Monday - Sunday are the only schedule types available at this time.
      • f. Approval Workflow:  Select the approval workflow for this profile, if applicable
      • g. Qualifier Questionnaire:  Select the qualifier questionnaire for this profile, if applicable
      • h. Categories:  Select the Leave categories that apply to this profile
    • Save the profile

 

  • Profile Rules
    • Once saved, select and  
    • Rules will be executed in order from top to bottom.  It is recommended that rules be created in the following order:
      • Waiting Period - Enter a separate rule for each LOA category with a defined waiting period.

      • Look Back - Enter a separate rule for each LOA Category that requires an employee to have worked a certain number of hours to qualify for the leave.
      • Entitlement Time - Enter a separate rule for each LOA Category in the profile, to determine the amount of time employees are eligible for
      • Expire Leave Time Taken - Enter a separate rule for each LOA category where the leave time taken should fall off after a certain amount of time has passed (Rolling year)
      • Set Leave Time Taken - Enter a separate rule for each LOA category where the leave time should reset to a particular amount on a specific date.
      • Balance Notification - Enter a separate rule for each LOA category for which you would like to receive a notification if the employee’s balance falls below a certain amount, or is exceeded.
        • You will need to add the corresponding “Entitlement Balance” notification under Admin > Company Settings > Global Setup > Notifications
      • Use Available Time Off / Use Available Time Off With Percentage - If time off to be used varies between reasons for one category, you will need to create rules for each category and rule combination (ex: if the employee should use Sick time if taking FMLA for Pregnancy and PTO time if taking FMLA for Care for a Family Member two rules would need to be created). If time off to be used is consistent for a category, the LOA reason can be left blank (ex: if sick time should be used for all FMLA leave, then create one rule with the ‘LOA Category’ of FMLA, and use ‘Sick’ Time off. ‘LOA Reason’ should be left blank).

 

      • Create Time Entry - Enter a separate rule for each LOA Category where time off should be added to the employee’s timesheet. If the time off to be created is dependent on the reason and category, the separate rules will need to be created for each category and reason combination.

 

Leave Management

  • Adding the Leave of Absence Profile to the Employee
    • Team > My Team > Employee Information
    • Under Profiles, add the applicable Leave of Absence profile

 

  • Adding a new leave case to an employee
    • Go to Team > Leave > Cases, and select 
    • Choose the employee, select a leave reason, and enter a Start and an Estimated End Dates
    • Once the Leave Case is added to the employee use the tabs to manage the case, as follows:
      • The General tab shows the case details and the employee’s entitlement balances based on the rules assigned to his profile.
      • Select the leave categories that apply to the leave case based on the reason selected and press ‘Save.’
      • The Time tab shows the time requested, and allows you to populate leave time onto the employee’s timesheet.  
        • Create a leave time schedule for the employee. Generate Leave Entries will use this schedule.
        • Select to populate the time into the Leave Entries widget using the schedule you have created.
        • Review the entries and make any manual adjustments needed and ‘Save’
        • Select to populate the leave entries onto the employee’s timesheet; this will use the time rules created in the LOA profile to determine the type of time off to populate (ex: sick, unpaid time off)
        • Select to ensure the hours populated with the correct time off codes, etc.
      • Documents relating to the leave, such as FMLA forms, can be attached by clicking the button. Notes about the case can also be entered by clicking the  button.

 

  • Additional Employee Profiles to Update
    • Please note, only make these updates after  all paid accrual time has been processed in payroll - these updates will stop an employee from coming into payroll. Do not make these updates if an employee is on intermittent leave.
    • Team > My Team > Employee Information
    • Under Personal Information update the employee’s account status to LOA
      *** If you are utilizing the Arrearage Function, this will not calculate while an employee has a status of ‘LOA’. Any missed deductions will need to be managed outside of the system ***
    • Under Profiles, add or update the following profiles
      • TS Auto Population - Change to ‘No Auto Populate. This will prevent Holidays from historically displaying on the timesheet while the employee is on leave.
      • Pay Prep - Change to ‘Do Not Export’. This will ensure that any hours recorded on the timesheet will not pull into payroll.
    • Under Base Compensation, update ‘Autopay Amount Earning’ to be blank in Base Compensation widget (if applicable - salaried employees)
  • Closing a Leave Case
    • Go to Team > Leave > Cases
    • Select the button for the case you want to close
    • Enter the actual end date on the General tab and
    • Select
    • Select a Resolution Type from the drop down list
    • If the employee returned early see the section below: “Making Adjustments to a Leave of Absence Case” 

 

Updating the employee information screen after a case is closed

  • Go to Team > My Team > Employee Information
  • Under Personal Information update the employee’s account status to ‘Active’
  • Under Profiles, update the following profiles
    • LOA Profile - remove the profile (only if all leave cases are closed and only if desired. Removing the profile will not delete the case from the system. However, you will be unable to view the employees cases without a profile attached to the employee. )
    • TS Auto Population - Change to ‘Holidays’ (if applicable). This will auto populate all Company paid holidays onto the timesheet.
    • Pay Prep - Change to ‘Export to Payroll’. This will now allow any hours on the timesheet to be brought into payroll.
  • Under Base Compensation, update ‘Autopay Amount Earning’ in Base Compensation widget (if applicable - salaried employees)
  • Under Accruals, change ‘Accrued To’ date for Vacation in Accruals widget as date employee came back from leave. Enter a comment, and save 


 

Leave of Absence Forms

  • Leave of Absence forms can be assigned to the employee under Team > Leave > Forms
    • Select the form you want to assign
    • Select
    • Select the employee from the drop down list.
    • Select to bring in any employee data available in the system.
    • The form can also be Finalized to lock it down and prevent further changes, if needed
    • The employee will now be able to access the form under My Info > My Time > Leave > Forms
      • Forms that cannot be completed electronically (for example, WH-380-E, which requires the signature of a Health Care Provider), can be downloaded as PDFs, and uploaded again once signed.

 

Manually Updating an Employee’s Entitlement Time Balance

  • You can back-date the employee’s taken time used by creating cases for previous leaves of absence. Include the dates and add the leave entries, which will then reflect as time taken within the employee’s entitlement time balance.
  • Another option is to manually enter how much time has been taken. This method will not allow you look back and refer to a specific case or refer to notes entered when the update was made.
    • The employee must be assigned the LOA profile
    • Within their employee information screen > HR Tab there is a Leave of Absence widget
      • If this widget is not already added, click ‘Edit Tabs.’ Click the HR Tab, and from the available windows list, drag and drop ‘Leave of Absence’ into the desired column and press ‘Save.’ Press ‘Back’ to view the added widget.
    • Once the widget has been added, click Run Entitlement Rules  and then Edit Leave of Absence Balances at the top of the widget to manually add the amount of time taken, as of what date and press ‘Save.’  You will now see the updated balance of the employee’s entitlement time.

 

  

Making Adjustments to a Leave of Absence Case

  • If adjustments need to be made to a leave of absence case, you must manually update the leave entries within the case and then populate the timesheet.


 

 

Extending a Leave of Absence Case

  • On the ‘General’ tab, update the est. end date and ‘Save’
  • On the ‘Time’ tab, there will now be additional leave entry dates. Manually add the leave times to the new dates and press ‘Save.’ Do not generate leave entries. 


  • Populate the employee’s timesheet to reflect the newly added entries.