AM - Entering FA/AS/LI (Unclassified) Leave Reports for employees working Summer Session or Service

FA/AS/LI (Unclassified) employees working during the Summer Service or Summer Session will need to report leave ONCE during the summer at the person level. If multiple jobs exist, only 1 entry is needed per person. More than 1 entry will be ignored. A template of the Summer Leave Reports will be available on MyUW Portal for those that need a paper form. Staff using Employee self- service should enter time during their active summer employment dates to satisfy the reporting requirement. If there is sick leave to be reported, they can report the SL on the paper template so it can be recorded appropriately by the coordinator.

PROCESS CONSIDERATIONS:
  • Leave Reports are required to be submitted if the employee is working during the Summer Session/Service months. They must report whether they took leave or not in order to avoid a sick leave reduction next fall.
  • Employees using Employee Self Service (ESS) for turning in their leave reports must enter their submission on or before their termination date for the summer. ESS is not available on the appointment after termination. If submitting a leave report after termination, they must complete a paper form and turn into their respective payroll coordinators, for updating the leave reports.
  • TL security needs to be set up for employees using ESS
  • IF SICK LEAVE IS REPORTED:
    • If an employee working the Summer Service/Session submits a Leave Report with Sick Leave usage recorded, this leave SHOULD NOT be entered on the Summer Session/Service Empl Record. This is because the Sick Leave balances do not exist on the Summer Job Empl Record and will cause the employee to have Leave Without Pay (LWOP) if they are entered on that Job.
    • The Sick Leave must be recorded on the employee's academic year Empl Record and they must be dated prior to the effective date of the Short Work Break. Record number of hours and use decimal 2 if needed. This will ensure that the balance is updated appropriately in the event the employee does not return in the fall. The leave report must also be recorded on the Summer Job with a Take of "Summer Leave Submitted" dated with a date in the summer pay period for which the leave report was submitted.
  • IF SICK LEAVE IS NOT REPORTED:
    • The leave report can recorded on any Summer Job with a Take of "Summer Leave Submitted"; dated at some point during the appointment.  Dates outside the appointment duration will not be processed.
    • If multiple jobs exist over the summer and the employee is paid on BOTH summer session and summer service, the leave report can still be entered on any summer job regardless of session or service. 
    • If  the multiple jobs are concurrent summer session  and summer service jobs, the leave report can be entered on any summer job.
    • If multiple jobs exist from more than one campus, only one entry is needed.  However, not all security allows everyone to see everyone's information so if 2 campuses enter the data it isn't harmful. Again, only one report is needed per person to clear the missing leave report flag.
    • Employees using ESS need the TL security set up for AM ESS in order to enter leave.
    • Employees using ESS can date the take on any day they are actively employed during the summer. Remember leave must be entered before the summer job ends or they will lose the security to enter themselves.


PROCEDURE STEPS:

To Enter Summer Leave Submitted (UWS_U_S_NOTAKE) take during Summer Session or Summer Service, please follow these steps:

1. Navigate to: Global Payroll & Absence Mgmt > Payee Data > Maintain Absences > UWS Absences.

2. Search for your employee(s) either by Empl ID or Group ID.

  • If only 1 summer job exists, select the check-box with the Summer Service/Session Empl Record.
  • If more than 1 summer jobs exists, concurrently, select either job.
  • If more than 1 summer job exists, successively, select either job.

Summer Job Indicator

  • Enter the Summer Leave Submitted ( UWS_U_S_NOTAKE) absence using a date within their employment time frame. Please do not use a date range for this take.  Use only a single day.  
  • Click OK on the UWS Absence page to finalize the absence entry.

Summer Submitted


To Enter Sick Leave take during Summer Session or Summer Service, please follow these steps:

1. Enter the "Summer Leave Submitted" on the Summer Job:
  • Navigate to: Global Payroll & Absence Mgmt > Payee Data > Maintain Absences > UWS Absences.
  • Search for your employee(s) either by Empl ID or Group ID.
  • Select the check-box with the Summer Service or Summer Session Empl Record.
  • Enter the "Summer Leave Submitted" absence using the date(s) of the absence.
  • Click OK on the UWS Absence page to finalize the absence entry.

  • Enter the "Sick Leave" on the C Basis Job:
  • Navigate to: Global Payroll & Absence Mgmt > Payee Data > Maintain Absences > UWS Absences.
  • Search for your employee(s) either by Empl ID or Group ID.
  • Select the check-box with the C Basis Empl Record.

  • Enter the Sick Leave absence using the date(s) as of the prior Spring term dated before the effective date of the Short Work Break.
  • Click the drop-down arrow in the Absence Reason and select Summer Serv/Session (Unclass) from the drop-down menu.
Note: Summer employees report hour for hour. If hours are in increments other than 4 or 8 hours and 100% the amount must be recorded in absence event under decimal.

Absence Reason

  • In the Comments section enter when the Sick Leave occurred during the Summer Serv/Session and the actual date of the absence.

Comment

  • Click OK for the Comment section.
  • Click OK on the UWS Absence page to finalize the absence entry.

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ADDITIONAL RESOURCES:

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    Keywords:Summer Leave reports MyUW Portal LWOP ESS   Doc ID:30065
    Owner:Sandy R.Group:Human Resource System (HRS)
    Created:2013-05-09 11:12 CSTUpdated:2017-02-22 08:33 CST
    Sites:Human Resource System (HRS)
    Feedback:  1   4