Submitting a Paid/Unpaid Leave of Absence in MSS

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Self-Service HR 5.2
PROHRI28 [ 16-APR-07 ]

Scope

This procedure covers submitting either a paid or unpaid leave of absence in Manager Self-Service.

This procedure does not cover submitting a return from a paid or unpaid leave of absence.  Refer to Submitting a Return from a Leave of Absence in MSS [PROHRI29].

Policy

Only employees with Manager Self-Service responsibilities can access MSS. Here managers view or submit changes to information in the records of employees who directly report to them, or who are in departments that directly report to them.

Except for New Hire, Rehire and Termination Transactions, all Manager Self-Service transactions must have a pay period begin date for the effective date.

Manager Self-Service policy exists in conjunction with the Ithaca College Policy Manual.  Refer to the IC Policy Manual for any additional policy questions.

Distribution

Manager Self-Service User*

Ownership

The HRIS Director [bgriffin@Ithaca.edu] is responsible for ensuring that this document is necessary and that it reflects actual practice.

Activity Preface

This activity is performed whenever you want to submit a leave of absence for an employee.  Refer to the IC All College Policy Manual, section 3.9.15 for additional information about Leaves of Absence.

When a record change is submitted through Manager Self-Service, the information goes through a workflow for approval.  There is a time-delay as the transaction is processed.  When it has completely gone through the workflow, you will receive an email notification. Refer to An Overview of the MSS Approval Process [REFHRI01] for details on the MSS Workflow.

The job title Manager refers to:

Manager

1. Access Manager Self-Service

Refer to Accessing Manager Self-Service [NAVHRI04]

2. Select “Change Assignment”.

If you are not presented with a hierarchical view of “My Employees”, goto task #3. Otherwise, goto task #4.

3. Search for the employee by entering the last name of the employee in the search field and click on the “Go” button.

4. Click the Action icon  for the employee to select

5. Enter Effective Date.

Remember, except for New Hire, Rehire, and Termination Transactions, all Manager Self-Service transactions must have a pay period begin date for the effective date.. A link to the payroll schedule is available on this page to assist with the pay period begin date requirement. Click the [Continue] button

6. Set Assignment Status.

This is the only region on this screen that you will affect change.

Select Paid or Unpaid Leave.

7. Click  to go to the Location screen.

You will need not to make any changes to the location.

8. Click  to go to the Hours screen.

You do not need to make any changes to the working hours because the assignment status will indicate payroll that the employee is on a leave of absence.

9. Click  to go to the Pay Rate screen.

You will not need to make pay rate changes.

10.    Click  to go to the Review screen.

11.    Review the transaction details.

12.    Additional Information, Attachments.

It is extremely important to attach the electronic copy of the letter to the employee. The transaction is verified against this communication to ensure accuracy. This electronic communication can be an email notification, an electronic version of a paper letter, or a transcribed copy of a paper letter.  This information helps to clarify and ensure accuracy of the transaction and becomes a permanent part of the employment record.

13.    Add Comments to Approver on the Review page.

Here you can add comments to the record which will only be viewed by the parties in the workflow approval process.  Add approval comments to provide additional information to aid in the workflow approval process, such as when an employee’s wages should be charged to an account that is not the default (primary) account for salaries in that department.

This comment will not be attached to the employee's permanent record; rather, it will be attached to the workflow and will assist those who approve the transaction.  Comments will help the transaction to move through the workflow faster.

14.    Print the Review page for your records if you desire.

This step is optional.

This will open a new window from which you should select File and Print from the tool bar.

15.    Close the new window after you have printed your review page.

It is helpful to retain a hardcopy of the confirmation for your temporary records.  When you receive notification that your transaction has been completed, you can dispose of the hardcopy.

16.    Click the [Submit] button on the Review screen.

This should be done when all the data is confirmed correct and all comments have been added.

You will receive a confirmation that the transaction was submitted to the workflow for approval.  This is not confirming that the transaction was approved; it simply confirms that it was submitted.

17.    Click the “Home” link or button to return to the Main Menu when you are finished.

You can continue to work with Manager Self-Service from the main menu.

18.    Click the Logout link when finished with Manager Self-Service to properly disconnect from Parnassus.

End of activity.


Submitting a Job Reclassification: Flowchart Start Manager Task #1 Task #2 Decision Manager Task #3 Manager Task #4 Task #5 Task #6 Task #7 Task #8 Task #9 Task #10 Task #11 Task #12 Task #13 Task #14 Task #15 Manager Task #16 Task #17 Task #18 End