Leave Quick Reference

What is Leave?

The Leave Accounting (LEAVE) application provides automated leave accounting and overtime reporting features as part of the BASIS project.  The application communicates with the existing BASIS Hourly Timesheet and Position System/Budget applications. The application's mission is to provide University departments with the tools for effective and accurate leave and overtime reporting to comply with state and federal regulations, i.e. Fair Labor Standards Act (FLSA) and Family Medical Leave Act (FMLA), and provide immediate access to employee leave and overtime information. 

Phone Help 

If you need assistance and can't find the answer in this or other LEAVE documentation, call the Leave Administrator at x5-7618.

LEAVE Command

To initiate a command, you can select it from a menu or type the command in the Command field:

Command What it does
ALAM Shows Annual Leave Accruals
ADDR Allows changes to Addresses etc.
EXTM Allows Extra Time entries
HOLM Shows annual Holiday Schedule
LAEB Shows a list of appointed employees for a Budgetary Unit
LLSE Shows a leave summary for an employee
LLSB Shows leave summaries for a Budgetary Unit
LOBU Shows overtime for Budgetary Unit for a date
LTMB Shows all monthly balance transactions for an employee
LTOT Shows all overtime approvals for a Budgetary Unit
MB Shows monthly leave balances for an employee
MNLV Allows Monthly Leave to be input 
MET Shows all Extra Time applications
OTA Allows Overtime to be approved.

How-To Processes

The following "How-To" sections outline four of the most common LEAVE activities. Many other leave-related changes are documented in the complete "How-To" section of the manual. For information on other changes and commands, please refer to the comprehensive LEAVE Owner's Manual.

How to Enter Leave Usage on a Monthly Basis

The MNLV (MoNthly LeaVe) command is used to report leave usage incurred in an open leave reporting period (month) for an  appointed employee.

Step by Step Process

  1. Type "MNLV" in the Command field and press Enter.
  2. Input the following in the banner area of the screen and press Enter:
  3. The Monthly Leave screen for the employee for the selected month will be displayed.
  4. Tab to the day in which the employee has leave usage. Each day on the calendar has an ABSENCE-HRS field on the left and an ABSENCE-CD field on the right.
  5. Input the number of leave hours taken in the left field. The number of hours must be entered in quarter hour increments.
  6. Input the appropriate absence code explaining the reason for the absence. The most commonly used absence codes include:
    Employee Annual Leave V Used to identify "personal time off" leave or comp time usage.
    Employee Sick Leave S Used to identify leave taken due to employee illness.
    Family Sick Leave F Used to identify leave taken by the employee due to the illness of an immediate family member.

    If the employee does not have sufficient leave in the leave category associated with the absence code to cover the charge, the system will roll the charged hours to the next appropriate leave category. The key here is to always enter the appropriate absence code explaining the reason for the absence. Do not enter the absence code associated with the leave category for which the leave will charge.

    There are several other absence codes available to enter given the many reasons why an employee may be absent from work - i.e. "G" for grievance leave, "C" for catastrophic leave, "J for paid jury duty leave, etc. If you need to display a list of available absence codes, place the cursor on the absence code field and press PF1. When the screen describing the field appears, press Enter to display a list of available codes. You may select the desired code from this list, press Enter, and the selected code will be placed in the absence code field. It is not necessary to enter holiday usage on MNLV as it will automatically appear (the application owner has pre-designated it into the system).

    Note: Regarding maternity leave reporting:


    Use the absence codeMS (Maternity Sick Leave)when an employee desires to use all her applicable leave during maternity leave - charging first to the employee's sick leave balance until it exhausts, and then to the employee's vacation leave balance until it exhausts and so forth.

    Use the absence code MV (Maternity Vacation Leave) only when an employee desires to specifically charge maternity absences to her vacation leave balance rather than to her sick leave balance or to maternity leave without pay.

    Use the absence code ML (Maternity Leave Without Pay) only when an employee desires to specifically charge maternity absences to leave without pay rather than to her vacation leave balance or sick leave balance.

  7. Continue steps 4 through 6 for each day in which the employee has leave usage. After all the employee's absences have been entered for the month, press PF10 to save.

    Note: You may correct, add or delete entries on the MNLV screen up until the Leave Reporting deadline for the month. After the Leave Reporting deadline, leave usage to be reported from the closed month will need to be deducted from the employee's applicable balance(s) utilizing the MB (Monthly Balance) screen.

How to Input Multiple Absence Codes on the Same Day

When reporting Monthly Leave an employee may be absent for multiple reasons on the same day. When this occurs, follow the steps below to enter the appropriate hours and various reasons for the absence. The EXTM (EXtra TiMe) screen two provides a LV1 (Leave #1) and LV2 (Leave #2) line for entry of multiple leave on the same day to users entering extra time for an employee.

Step by Step Process

  1. Position the cursor on the hours field for the day of the absence.
  2. Press PF6 to display the Multiple Leave window. There are two lines in the multiple leave window.
  3. In the first field and on the first line, input the number of hours of the first absence, press Tab, and then input the absence code for the first absence.
  4. Press Tab to move to the second line.
  5. On the second line, in the first field, input the number of hours of the second absence, press Tab, and then input the absence code for the second absence.
  6. Press Enter to validate entries.
  7. Press PF10 to save. You may correct, add, or delete entries in the Multiple Leave Window up until the Leave Reporting deadline for the month.

When a multiple leave entry exists on MNLV and you wish to view, correct or delete such entry, select the applicable action in the banner area of the screen (Action “V” or “U”) ,use your arrow keys to position the cursor in either the fields under the applicable date, and press PF6 to retrieve the Multiple Leave Window.

How to Adjust Leave Balances after the Cutoff Date

Leave balances are adjusted through the MB (Monthly Balance) screen to correct leave accrual, adjustment, and charge errors or leave entry omissions from previous closed months. Prior to a month's Leave Cut-Off Date, leave entry corrections, additions, or deletions can be made on the MNLV (MoNthly LeaVe) screen. Monthly balance adjustments require electronic approval by the Leave Administrator in Human Resources. Adjustments may be either positive or negative and must be made in quarter hour increments. Negative numbers subtract hours from the balance while unsigned or positive numbers add to the balance. 

Step by Step Process

  1. Type "MB" in the Command field and press Enter .
  2. Input the following in the banner area of the screen and press Enter:
  3. Input the adjustment in the Adjustment to Balance field on the appropriate leave category line.
  4. Tab to the Note field and enter a specific note explaining the adjustment. The specific note should include the following information: number of hours missed for each absence, date absence(s) occurred and type of leave used for each correction being made.
  5. Press PF10 to save the request and submit it to the Leave Administrator for approval.

    Note: When the adjustment is approved, the employee's leave balance will be adjusted appropriately. If the request is denied, you will receive a notice displayed on the Natural Sign-On screen.

How to Enter Extra Time (Payment of Overtime Monies or Accrual of Comp Time)

In overtime situations, the EXTM (EXtra TiMe) command is used to enter regular appointed employees' hours worked and leave usages to calculate extra time for a specified period and to identify the cost center to which the extra time will be charged, or to designate if the extra time will be given as comp time or paid out in monies. Before entering time on the EXTM screen, all regular leave usage for the employee can be entered on the MNLV screen. Users do have the option of entering leave for the defined extra time period on screen two of EXTM during extra time entry provided the Leave Reporting period associated with the leave is still open. Reporting extra time is a four step process: entering the extra time, submitting the extra time for approval, reviewing the extra time and approving (or disapproving) the extra time.

Step #1 - Entering Extra Time

Step by Step Process

  1. Type "EXTM" in the Command field and press Enter .
  2. Input the following keys in the banner area of the screen and press Enter:
  3. Press Enter to display screen one of the EXTM function.
  4. Enter all hours worked on each day of the specified extra time period on the Wk (Worked) line on screen one.
  5. The system automatically defaults the Comp Time indicator to a "Y" selection which will accrue the entered extra time as comp time. If you want to compensate the employee for the overtime in the form of pay, tab to the Comp (Y/N) field in the lower right corner of the screen and type "N". Press PF9 to distribute extra time charges between multiple cost center numbers by percentage or by hours. If no company cost center distribution is made using the PF9 key, the Leave system will use the last distribution record approved on the PSB system. If a company cost center change is made using PF9, that change will not be carried over to the next month. Permanent company cost center distribution changes should be initiated through the PSB system.
  6. Optional: If the employee's leave usage within the defined extra period has not been previously entered on the MNLV screen, press PF8 for screen two on EXTM. Enter all leave usage on each day of the specified extra time period in the same manner as done on the MNLV (MoNthly LeaVe) screen.
  7. After all hours worked and leave usage hours have been entered in EXTM, press PF10 to save.

    Note: If you wish to view the hours and dollars associated with extra time paid at time and a half and/or at a straight time rate OR if applicable, if you wish to view comp time hour calculations (time and a half and/or straight time) for this record, change the Action code to V (view) and press PF4 to decode the extra time entered.

Step #2 - Submitting Extra Time for Review and Approval

Once you have entered extra time for all regular appointed employees in a BU, use the OTA (OverTime Approval) screen to submit it for review and approval by the budgetary units designated extra time approver.

Step by Step Process

  1. Type "OTA" in the Command field and press Enter.
  2. Input the following keys in the banner area of the screen and press Enter:
  3. Press Enter to display the OTA screen.
  4. Type a note describing the extra time in the Note field and press PF10 to submit the department's extra time for approval.

    Note: If you need to make corrections to extra time and it has already been submitted for approval, but not approved, a submitted extra time transaction may be withdrawn. To withdraw, type "OTA" in the Command field. Input an Action W (withdraw), BU and the pay date for which the extra time is to be paid in the Date field. Then press PF10.

Step #3 - Reviewing Extra Time Charges for your Budgetary Unit

Before extra time is approved, it should be reviewed to make sure it has been correctly entered and charged to the appropriate cost center utilizing the LOBU (List Overtime for a Budgetary Unit) screen.

Note: This screen can be accessed to review extra time entered before or after submitting extra time for approval.

Step by Step Process

  1.  

  2. Type "LOBU" in the Command field and press Enter.
  3. Input the following keys in the banner area of the screen and press Enter:
  4. Press Enter to display a list of the extra time records submitted for payment or comp time accrual. To access an individual extra time record from this list, position the cursor on the listed record and press Enter to put the record information in the banner.
  5. Press Enter again to act on the information displayed in the banner of press PF2 to suspend to the record and return to the list when you are done. OR To suspend to a list of selected records, select (place a character in the selection block in front of each record you wish to view; then press PF2. The first selected record will appear.
  6. To display subsequent screens, press PF8 if available. To return to the top of the list, press PF5 if available.

Step #4 - Approving or Disapproving Extra Time Charges

After entered overtime for your budgetary unit has been reviewed, use the OTA command to approve or disapprove extra time.
  1. Type "OTA" in the Command field and press Enter.
  2. Input the following keys in the banner area of the screen and press Enter:
  3. Press Enter to display the OTA review screen.
  4. Type the appropriate review code in the Status field.

    Note: Appropriate codes include:

    A Approved
    D Disapprove
    I Invalid transaction at time of review
    H Hold
  5. Press PF10 to save your review activity. If you disapprove a transaction, you must enter a note in the Note field, and then press PF10 again.

    Note: Before extra time is paid or given in the form of comp time, it must be approved.

Step #5 - Checking the Status of Overtime Submitted

Those entering and submitting extra time may want to check the Status of their overtime approval transactions. They may do so using the LTOT (List Transactions for Overtime Approval) screen.

Step by Step Process

  1. Type "LTOT" in the Command field and press Enter.
  2. Input the following keys in the banner area of the screen and press Enter:
  3. Press Enter to display the LTOT screen.

Note: Appropriate Status codes include:

E Effected
P Pending
R Rejected
W Withdrawn

How to change an Employee's Address Information

The ADDR (Addresses, etc.) command is used by department leave representatives to update key employee information, including information to be printed in the University directory and to be viewed campus directory on the web. The screen provided the ability to define a preferred employee name for the directory, i.e. "Joe" instead of  "Joseph", and is also used to maintain employee campus address information-used for the campus directories and to produce labels for official University mailings. The ADDR screen is also used to update an employee's W4 address.

Step by Step Process

  1. Type "ADDR" in the Command field and press Enter.
  2. Input the following keys in the banner area of the screen and press Enter:
  3. The following fields available to update on ADDR:

    Field Name

     
    Home Address The employee's W4 address.
    Campus Address The employee's campus address.
    Primary Phone The employee's primary telephone number.
    Secondary Phone The employee's secondary telephone number.
    Work/Campus Phone The employee's work or campus telephone number.
    Preferred First Name The preferred first name of the employee to print in the directory, appear in name search, print on checks or earning statements.
    Preferred Middle Name The preferred middle name of the employee to print in the directory, appear in name search, print on checks or earning statements.
    Preferred Title The employee's position working title as it differs from the occupation title defined by the State of Arkansas.
    Dean/Director Code  An indicator of whether the employee is the chairperson of the department in which they are appointed. This field is used to determine who is listed first in the department section of the directory.
  4. After making changes, press PF10 to save.
  5. Obtaining Updates & Other Documentation

    Copies of the latest version of the Quick-Reference materials as well as the comprehensive User's Manual can be obtained at the BASIS site on the Web (http://www.uark.edu/BASIS). The Manual contains further information about each on-line function, as well as more detailed Help documents, a glossary, and a system outline.