Faculty: VA Leave Without Pay
Summary
Some SMPH faculty members will also have appointments at the VA Hospital and will be paid by the VA for their time. This results in the faculty member needing to take a leave without pay (LWOP).
Full SMPH policy 40.01: Faculty Appointments at the Veterans Administration
Things to Note
- In a brand new appointment, a faculty member cannot have their FTE go below 42%. If you run into a situation where this may be the case please consult with the Payroll and Benefits AD, Carrie Hutton.
- VA LWOP requests can be set for an indefinite amount of time (though Workday will require an end date to be entered for the leave entry by Payroll - we will use June 30th)
- The amount of leave is calculated by VA eighths
- 1/8 equates to 5 working hours, or 10% FTE
- The VA operates on a basis of 40 hours whereas SMPH faculty operate on a basis of 50 hours
- This means the max VA LWOP is 8/8ths or 80%
- There have been a few exceptions to this to allow for additional compensation by the VA, but you should consult with an HR Manager if that situation comes up
Trigger
Prior to Workday entry, the LWOP form for faculty is completed for new VA 8ths or changes to current VA 8ths.
HRBP sends completed LWOP form to the Payroll & Benefits Specialist.
The P&B and HRBP steps below happen simultaneously:
Payroll & Benefits Specialist - Workday Entry (Leave of Absence)
The Payroll & Benefits Specialist will follow the steps below to process the leave entry.
Security Role |
Person |
Task |
|---|---|---|
| Absence Partner Supv |
Payroll and Benefits Specialist |
Initiate request via Worker Profile in Workday, selecting "Partial Reassignment - FTE Change" as the leave type/reason, and entering dates. Note: always use the end of the fiscal year (June 30th) as the end date. Upload signed Faculty LWOP form as an attachment and include a comment describing the leave (include number of 8ths), and submit request. |
|
(If tenure track) Academic HR Partner (AU) |
(If tenure track) Faculty HR Assoc Director |
(If tenure track) Receives “Review Leave of Absence” task in Workday, reviews the task, and approves. OPTIONAL: Add more attachments as documentation if needed. OPTIONAL: This person can add an “ad hoc” approver as a next step, either the “Management Chain” or “Unit Timekeeper UW”. This is not recommended within SMPH. |
|
The following steps happen simultaneously |
||
|
Absence Partner Supv(s) Employee As Self Manager |
Leave Specialist,ER Coordinator Employee Manager |
If paid leave... Receives the “Add Paid Leave Time Off” task in Workday inbox. The Faculty member’s assigned Payroll & Benefits Specialist is responsible for taking action on this task in Workday. |
|
Absence Partner Supv(s), Employee As Self Benefits Counselor UW |
Payroll and Benefits Specialist Employee Benefits Counselor UW |
if the worker is enrolled in health insurance AND leave is continuous leave longer than 30 days... Receives “Benefits Intention Form” in Workday Inbox. The first person to complete and submit this closes this action for all. Payroll & Benefits Specialist takes action on this in Workday. |
| The following steps happen after ALL simultaneous steps above are complete | ||
| Absence Partner Supv(s) | Payroll and Benefits Specialist |
Receives “Confirm Time Off Intentions” in Workday Inbox. Completes the task |
| Manager | Manager |
If leave is continuous... Receives “Manage Business Process for Worker” task in Workday Inbox. Manager reviews and submits. |
HRBP - Workday Entry (Job Change > FTE Change - Temporary AND Add VA Officer Code)
1) The HRBP will process a Job Change > FTE Change - Temporary
Once the FTE change entry is approved, the initiator will receive a Task: Generate Document for Change Job: Change Job Letter. Click Review.
-
-
- Leave the WD template language. Delete the red text. Copy and paste wording from the VA memo
- After making any changes, click Preview to view the document as it will appear to the candidate..
- Click Submit.
-
- Employee will get a task: Review Documents for Data Change where they are asked to review the Change Job letter. Task will stay in employee's inbox until they click "I agree" and Submit.
- Send message to employee:
- You have a task in your task inbox called "Data Change: Employee Name." Please review the change job letter, check the box next to "I agree," and click Submit.
- Send message to employee:
2) The HRBP will also enter the VA Officer Code
(*Needed if this is a first time VA 8ths appointment and the faculty member does not currently have the VA Officer Code selected in Workday)
- Search the faculty member’s name or Empl ID in the search bar in Workday
- Click Job (left hand side on red panel) > Position (hover and click three dots “Related Actions”)
- Within Action, hover over “Position” and click “View Position Restrictions”
- Click three dots next to XXXXXXX Title - NAME (red bar in screenshot below)
- Hover over "Additional Data" and click "View All"
- Within “View All Additional Data”, there should be the Officer Code
- When adding a VA 8ths leave entry for the first time for a faculty member, click “Edit” and select “VA Hospital Employee” as the Officer Code and click OK
- If someone will no longer have VA 8ths, the same steps should be followed to remove the "VA Hospital Employee" Officer Code
If a faculty member will no longer have VA 8ths...
If the faculty member is returning from a VA leave, the faculty member should complete a LWOP form for faculty.
Payroll & Benefits Specialist
- Return the faculty member from the Partial Reassignment - FTE Change leave in Workday, attach LWOP form to Workday request
HRBP
- Process a Job Change > FTE Change - Permanent, to return the faculty member to the appropriate UW FTE
-
Once approved, the initiator will receive a Task: Generate Document for Change Job: Change Job Letter. Click Review.
-
-
- Leave the WD template language. Delete the red text. Copy and paste wording from the Return from VA memo
- After making any changes, click Preview to view the document as it will appear to the candidate..
- Click Submit.
-
- Employee will get a task: Review Documents for Data Change where they are asked to review the Change Job letter. Task will stay in employee's inbox until they click "I agree" and Submit.
- Send message to employee:
- You have a task in your task inbox called "Data Change: Employee Name." Please review the change job letter, check the box next to "I agree," and click Submit.
- Send message to employee:
-
- Remove the VA Officer Code (see Workday entry steps above for instruction)