HR - LOA - Paid vs. Unpaid

This document explains how to place an employee on an unpaid, paid, or partial Leave of Absence (LOA).

Procedure At-a-Glance

Category: HRS – HR – Leave of Absence
Audience: HR Staff / Payroll Staff
Overarching Process: HRS – HR – Leave of Absence
Navigation: Workforce Administration > Job Information > Job Data (use for only Unpaid LOA)
Jump to Procedure Steps (below)
Place an Employee on UNPAID Full Time Leave of Absence (LOA) Steps (below)
Place an Employee on PAID Leave of Absence (LOA) Steps (below)
Place an Employee on PARTIAL Leave of Absence (LOA), Reducing FTE ONLY Steps (below)
Jump to Related Policies/Job Aids (below)

General Description:

Employee Leave of Absence (LOA) can be Paid or Unpaid. There are many different and specific reasons, to use one of these two types of Leave of Absence. For unpaid leaves of absence, on job data the payroll status needs to be "leave of absence" (see "Place an Employee on UNPAID Full Time Leave of Absence (LOA)" below). This will remove the employee from payroll processing completely. If the employee is to continue to be paid, either fully or partially, then one of the methods ("Place an Employee on PAID Leave of Absence (LOA)" or "Place an Employee on PARTIAL Leave of Absence (LOA), Reducing FTE ONLY") below should be used to record the use of leave.

Process Inputs:

  • Leave of Absence form

Process Outputs:

  • Paid Leave of Absence
  • Unpaid Leave of Absence

Process Considerations:

May include HR - FMLA Tracking and Maintenance


Procedure Steps

To place an employee on UNPAID Full Time Leave of Absence (LOA):

See user procedure: HR - LOA - Leave of Absence for specific steps.

**Note the Payroll Status = Leave of Absence** This status removes the employee job record from the payroll processing.

To place an employee on PAID Leave of Absence (LOA):

Paid LOA does not necessarily require adding a row in Job Data. Paid LOA can be handled by:

  1. Completing a Leave form (including FMLA/WFMLA) and using Leave:

    a. Sick Leave
    b. Vacation
    c. Personal Holiday
    d. Sabbatical Leave (Classified)
    e. Annual Leave Reserve Account (ALRA)

  2. Paid leave for employee on workers compensation see user procedure HR - LOA - Workers Compensation

  3. Paid leave for employee on military leave see user procedure HR - LOA - Military Leave

To place an employee on PARTIAL Leave of Absence (LOA), reducing FTE ONLY:

LOA, where Employee chooses not to use full leave would result in a Partial Leave (in combination with Personal Leave above). This can be done:

Navigate to: Workforce Administration > Job Information > Job Data

  1. Enter Employee Information.
  2. Click Search.

    LOA=PartialLV1.png

  3. Highlight and copy Position #.

    LOA=PartialLV2.png

Navigate to: Organizational Development > Position Data > Maintain Position Information > Add / Update Position Information

  1. Enter Position #.
  2. Click Search.

    LOA=PartialLV3.png

  3. Click + button to add a row.
  4. Enter Effective Date.
  5. Enter a Reason Code (ex. 043 – Partial LOA – Medical)
  6. Change the Standard Hours to 20, this will reduce the FTE to 0.50.

    LOA=PartialLV4.png

  7. Click + button to add another (future dated) row.
  8. Enter Effective Date.
  9. Enter a Reason Code (ex. 087 – Return from Partial LOA)
  10. Return Standard Hours to 40, this will return the FTE to 1.00.
  11. Click the Save button.

    LOA=PartialLV5.png

  12. Click OK button (ex. possible warning errors for more than 30 days in the future or Reports to missing).

    LOA=PartialLV6.png

Navigate to: Workforce Administration > Job Information > Job Data

  1. Enter Employee Information.
  2. Click Search.

    LOA=PartialLV1.png

  3. Verify the two rows added in Position Data appear correct in Job Data.

    LOA=PartialLV7.png

End of Procedure.

Related Policies

Related Jobaids

HRS HR – LOA HRS AM – LOA Related

Related Forms:




Keywords:LOA Paid Leave Unpaid Leave partial of absence   Doc ID:17286
Owner:Tami E.Group:Human Resource System (HRS)
Created:2011-03-13 18:00 CSTUpdated:2016-11-29 16:18 CST
Sites:Human Resource System (HRS)
Feedback:  1   1