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.
The MNLV (MoNthly LeaVe) command is used to report leave usage
incurred in an open leave reporting period (month) for an
appointed employee.
- Type "MNLV" in the Command field and press
Enter.
- Input the following in the banner area of the screen and
press Enter:
- Action U
- Emp ID of the employee whose record you wish to
update
- Note: Monthly Leave reporting is done on a
per-employee basis, so you may want to use Suspend (PF2) from
LAEB to work with a list of employees in sequence.
- Date (any date within the open month in which you wish
to report leave for the designated employee)
- The Monthly Leave screen for the employee for the selected
month will be displayed.
- 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.
- Input the number of leave hours taken in the left field. The
number of hours must be entered in quarter hour increments.
- 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.
|
- 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.
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.
- Position the cursor on the hours field for the day of the
absence.
- Press PF6 to display the Multiple Leave window. There
are two lines in the multiple leave window.
- 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.
- Press Tab to move to the second line.
- 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.
- Press Enter to validate entries.
- 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.
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.
- Type "MB" in the Command field and press
Enter .
- Input the following in the banner area of the screen and
press Enter:
- Action U
- Emp ID of the employee whose leave balances you wish
to adjust
- Date current date or the last day of the month of the
previous month if open
- Input the adjustment in the Adjustment to Balance
field on the appropriate leave category line.
- 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.
- 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.
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.
- Type "EXTM" in the Command field and press
Enter .
- Input the following keys in the banner area of the screen and
press Enter:
- Press Enter to display screen one of the EXTM
function.
- Enter all hours worked on each day of the specified extra
time period on the Wk (Worked) line on screen one.
- 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.
- 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.
- 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.
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.
- Type "OTA" in the Command field and press
Enter.
- Input the following keys in the banner area of the screen and
press Enter:
- Action S (submit)
- BU
- Pay Date for which the extra time is to be paid or
compensated in the form of comp time.
- Press Enter to display the OTA screen.
- 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.
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.
-
- Type "LOBU" in the Command field and press
Enter.
- Input the following keys in the banner area of the screen and
press Enter:
- BU
- Pay Date for which the extra time is to be paid or
compensated in the form of comp time.
- 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.
- 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.
- To display subsequent screens, press PF8 if available.
To return to the top of the list, press PF5 if
available.
After entered overtime for your budgetary unit has been reviewed,
use the OTA command to approve or disapprove extra time.
- Type "OTA" in the Command field and press
Enter.
- Input the following keys in the banner area of the screen and
press Enter:
- Action R (review)
- BU (budgetary unit)
- Date (pay date for which the extra time is to be paid
or compensated in the form of comp time)
- Press Enter to display the OTA review screen.
- 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 |
- 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.
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.
- Type "LTOT" in the Command field and press
Enter.
- Input the following keys in the banner area of the screen and
press Enter:
- BU (budgetary unit)
- Date (any date in the month for which the overtime
transaction is to be reviewed)
- Press Enter to display the LTOT screen.
Note: Appropriate Status codes include:
E |
Effected |
P |
Pending |
R |
Rejected |
W |
Withdrawn |
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.
- Type "ADDR" in the Command field and press
Enter.
- Input the following keys in the banner area of the screen and
press Enter:
- 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. |
- After making changes, press PF10 to save.
- A notification of changes will be sent, if the e-mail address
section has been completed.
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.