extended leave administration (ela) personnel
TRANSCRIPT
Extended Leave Administration (ELA)
for Academic Personnel
Trainer Introduction
Name: Title:Department: Years @ UC: Previous Experience:
Participants Introduction
Name:
Title:
Department:
Years at UC:
Expectations for this training:
What has been your experience with extended leaves at UCR?
RestroomsCell Phones Breaks
Housekeeping
Learning Objectives (1 of 3)
Identify the roles, tasks and terminology for Medical and Non-Medical Extended Leave transactions for Academic Appointees
1
Demonstrate the ability to submit Medical and Non-Medical Extended Leave transactions for Academic Appointees in ServiceLink
2
Learning Objectives (2 of 3)
Describe how to proactively monitor and update changes to specific extended leave requests for Academic Appointees Medical and Non-Medical Leave Transactions
3
Demonstrate knowledge of the approval process workflow for Academic Appointees Medical and Non-Medical Extended Leave transactions
4
Learning Objectives (3 of 3)
Demonstrate the ability to request changes and/or extend Academic Appointee’s Medical and Non-Medical Extended Leaves in ServiceLink
5
What’s Extended Leave Administration?Extended Leave Administration (ELA) refers to the series of tasks that includes:
Identification of a need for a Leave Validation of employee’s eligibility for extended leave Designation of the appropriate leave type, and Management of the employee’s leave from start to end date.
ELA’s life cycle begins with the identification of the need for a leave and ends with the employee’s return to work or separation.
Extended Leave AdministrationWhat’s Changing?
➔The systems: ServiceLink, UCPATH➔ Standardized workflow
➔FMLA, Paid Faculty Medical Leave (APM 710), Sabbatical Credit usage and balance will be tracked in UCPath
➔Standardized tracking, reporting, and monitoring
What’s Not Changing?➔ Leave Policies, Federal and State Regulations
➔ Approval Workflow➔ Approval Authority
Extended Leave Administration: ROLES
1: Academic Appointee (Requester) Offline
2: AP Business Partner (Initiator) ServiceLink
4: Shared Services Center Fulfiller UCPath
6: Org./Dept./SSC Inquirers ServiceLink
5: Shared Services Center AWE Approver UCPath
3: Central Office Offline
The Academic Appointee is a University employed Academic Personnel requesting an extended leave of absence.
The Academic Appointee: • Communicates with AP
Business Partner the intent to take leave and anticipated start and end dates
• Completes required leave paperwork
• Alerts the AP Business Partner if details of leave change
Academic Appointee
(Requester)
1: Academic Appointee (Requester) Offline
Extended Leave Administration: ROLES
2: AP Business Partner (Initiator) ServiceLink
4: Shared Services Center Fulfiller UCPath
6: Org./Dept./SSC Inquirers ServiceLink
5: Shared Services Center AWE Approver UCPath
3: Central Office Offline
This is a required role.
The Initiator is the individual responsible for correctness of transaction.• Consults with Academic
Appointee about medical/non-medical leave need and/or Sabbatical
• Distributes and receives required leave paperwork from Academic Appointee
• Routes paperwork through the approval process
• Enters the transaction in ServiceLink
AP Business Partner (Initiator)
2: AP Business Partner (Initiator) ServiceLink
Extended Leave Administration: ROLES
1: Academic Appointee (Requester) Offline
4:Shared Services Center Fulfiller UCPath
6: Org./Dept./SSC Inquirers ServiceLink
5: Shared Services Center AWE Approver UCPath
3: Central Office Offline
Serves as an advisory roleProvides policy guidance
Central Office
3: Central Office Offline
Extended Leave Administration: ROLES
1: Academic Appointee (Requester) Offline
4:Shared Services Center Fulfiller UCPath
6: Org./Dept./SSC Inquirers ServiceLink
5: Shared Services Center AWE Approver UCPath
2: AP Business Partner (Initiator) ServiceLink
The Shared Services Center Fulfiller:• Receives initiated transactions
from AP Business Partner through ServiceLink
• Initiates transaction in UCPath• Consults with AP Business
Partner as necessary to complete transactions
Shared Services Center Fulfiller
4: SSC Fulfiller UCPath
1: Academic Apppointee (Requester) Offline
3: Central Office Offline
6: Org./Dept./SSC Inquirers ServiceLink
5: Shared Services Center AWE Approver UCPath
2: AP Business Partner (Initiator) ServiceLink
Extended Leave Administration: ROLES
Once the Shared Services Center Fulfiller submits the Extended Leave transaction, the transaction is forwarded to the designated AWE approver in the Shared Services Center through UCPathAWE.
The SSC AWE Approver cannot be the same person as the Shared Services Center Fulfiller.
The SSC AWE Approver serves as Quality Assurance by reviewing and approving the transaction.
*Approval Workflow Engine
Shared Services Center AWE*
Approver
5: Shared Services Center AWE Approver UCPath
1: Academic Appointee (Requester) Offline
3: Central Office Offline
6: Org./Dept./SSC Inquirers ServiceLink
4: Shared Services Center Fulfiller UCPath
2: AP Business Partner (Initiator) ServiceLink
Extended Leave Administration: ROLES
The Inquirer role has the ability to monitor and view the status of the request and assigned tasks.
Individuals in Orgs., Departments and in Shared Services Centers can have an Inquiry role.
Will be identified by departments.
Org./Dept./SSC Inquirers
6: Org./Dept./SSC Inquirers ServiceLink
1: Academic Appointee (Requester) Offline
3: Central Office Offline
5: Shared Services Center AWE Approver UCPath
4: Shared Services Center Fulfiller UCPath
2: AP Business Partner (Initiator) ServiceLink
Extended Leave Administration: ROLES
Medical, Non-Medical & Sabbatical ELA Workflow*
• Academic Appointee or AP Business Partner Request for a Leave
• AP Business PartnerConfirm Eligibility and Leave Type, Sends Forms to Employee for Completion
• Academic AppointeeSubmit Completed Forms
• AP Business PartnerRoute Request for Approval Process
• AP Business PartnerEnter Transaction in ServiceLink
• Shared Services CenterReceive Transaction via ServiceLink
• Shared Services CenterEnter Transaction in UCPATH
OFFLINE PROCESS
SERVICELINK
UCPATH
Other offline processes may include, consulting, policy guidance, exception requests, etc.
Captures all local leave activities
Includes monitoring leave status, reporting, usage and balance for FMLA, Paid Faculty Medical Leave and Sabbatical Credit
*Workflow is a general representation. May vary by colleges/schools/orgs.
For the most current delegation of authority for leaves: http://academicpersonnel.ucr.edu/resources/doachart.pdf
Approval AuthorityApplicable Groups Dept. Chair/Supervisor Dean VPAP PEVC Chancellor
Senate Faculty (with the exception of SOM) X X X O OSOM Faculty Member X X O O OFaculty Members of HSCP – SOM X X O O OAcademic Senior Management Group (SMG) X X X X OSabbatical Leave (for eligible academics) X X O O ONon-Senate Faculty (Represented) X X - - -Non-Senate Faculty (Non Represented) X X - - -Non-Faculty Academics (Represented) X X - -Non-Faculty Academics (Non-Represented, includes SOM residents)
X X - -
Graduate Students (Represented) X - - -Graduate Students (Non-Represented) X - - -Staff X - - -
X ApprovesO Approves for Exception requests only- Does not Approve
Academic LeavesMedical – Example: personal illness, injury, disability
Non-Medical – Example: research leave, professional development
Sabbatical – regular, in-residence or administrative leave in lieu of sabbatical
Policy References: APM 700. For leaves requested by academics who are members of Health Sciences Compensation Plan (HSCP), refer to the plan for leave information: HSCP. For leaves requested by represented academic appointees, refer to the Memorandum of Understanding (MOU) for leave information: MOU.
Types of Medical Leaves
Medical: personal illness, injury, disability
Medical Leave may be Paid or Unpaid
Medical Leave may be for Personal or a Family Member
Medical Leave may be designated concurrently as:Family Medical Leave (FMLA)
California Family Rights Act (CFRA)Pregnancy Disability Leave (PDL)
Policy References: APM 710 and APM 715
Types of Non-Medical Leaves
Non-Medical: research leave, professional development
Research Leave with Category 1 Prior Approval (APM 025/APM 061*)Research Leave with Salary Supplement (Fellowship Leave)
Government/Public ServiceProfessional Development
Change of Duty Station (CODS)Personal
Military Leave
Qualifying Exigency
Policy Reference: Conflict of Commitment
Types of Sabbatical Leaves
Sabbatical
Administrative Leave in Lieu of Sabbatical
Regular Sabbatical
In Residence Sabbatical
Policy Reference: APM 740
ServiceLink
Medical & Non-Medical Leaves
Initiating Request in ServiceLink to Change, Extend, or Place on Medical & Non-Medical Leaves
AP Business Partner (Initiator)
• Initiator Name and Request Date fields populate automatically
Leave Option and Employee Information
Enter Leave Option
Enter Academic Appointee Information
• Select Leave Option from the dropdown
• If this request is to change or extend a previously requested leave, check the Change/Extend Existing Leave
• Select Academic Appointee requesting to be placed on leave (or to change/extend existing leave)
• If selected Academic Appointee has more than one job, select one or more jobs associated with the requested leave
Leave Reason, Proposed Effective/Return Dates and Leave Interval
Select Leave Reason
Enter Proposed Effective/Return Dates
Select Leave Interval
• Select Leave Reason from the Leave Reason dropdown*
* The dropdown is dynamic and will only display leave reasons for which the selected job code is eligible for
• Enter anticipated date on which selected Academic Appointee begins a leave of absence
• Enter Actual Return Date
Select Leave Interval from the dropdown: • Block Leave for a continuous
leave• Reduced Schedule Leave for a
leave that reduces an employee’s usual number of working hours
• Intermittent Leave for a leave occurring at irregular intervals
Affected Quarter(s) and Additional Information
Check Off Affected Quarter(s)
Enter Pay Allocation Information
In the Request Information section, check off Affected Quarter(s) where the Academic Appointee will be on leave: • Summer• Fall • Winter• Spring
In the Additional Information section, enter percentage paid and percentage unpaid. Total must equal 100%
Leave Tasks, Comments, and Attachments
Accountability Structure Tasks
Shared Services Tasks
Enter Comments and/or Attachments
Accountability Structure Leave Tasks:• Route for Approval• Send/Receive Leave
Packet
Shared Services Leave Tasks: • Submit UCPath
Transaction
• Enter comments and/or general leave instructions to ensure accurate and timely entry in UCPath by SSC Fulfiller
• Attach any documents supporting the request
Shared Services Centers
Academic Appointee Extended Leave
SSC Fulfiller
- Enters the appropriate leave transaction(s) in UCPath to place Academic Appointee on leave
SSC AWE Approver
- Reviews and approves leave transaction in UCPath
SSC Fulfiller
- Monitors active leave status and takes action as needed to extend Academic Appointee’s leave, change leave type, or return Academic Appointee to work
UCPath
UCPath System Process
Definition: AWE is a UCPath functionality that automatically routes certain transactions for review and approval
Approval Workflow Overview:
Note: Transactions require at least one approver; initiators cannot approve their own transactions
UCPath Approval Workflow Engine (AWE)
UCPath AWE Roles
InitiatorEnters
transactions in UCPath and submits for
approval
ApproverReviews and
approves transactions. Adds ad hoc approvers and ad
hoc reviewers to AWE workflow when
necessary
AWE AdminMonitors
transaction routing and
resolves routing errors
ServiceLinkDemo
Scenario: Medical
Description
A medical leave of absence is defined as an absence of at least seven calendar days
that qualifies under APM-710, APM-715, the PX
contract, or the BX contract.
Business Case
An Academic Appointee is diagnosed with a benign brain tumor, which will
necessitate surgery. The Academic Appointee is
requesting a Medical Leave of Absence
ServiceLink Demo – Medical https://goo.gl/KF5uYT
Scenario: Non-Medical
Description
A non-medical leave of absence is defined as an absence of at least seven
calendar days that is indicated as ‘non-medical’
in APM-750, APM-751, APM-758, APM-759
Business Case
An Academic Appointee is
requesting a Research Leave (Professional
Development in UCPath)
ServiceLink Demo – Non-Medical https://goo.gl/4g8mJB
Scenario: Sabbatical
Business Case
An Academic Appointee is
requesting a Regular Sabbatical Leave
ServiceLink Demo – Sabbatical https://goo.gl/XxYWQ6
Summary
Key Points
What’s New • Standardizes Processes
• Improved Tracking, Monitoring & Reporting
Roles
Academic Leave Types
Entry in ServiceLink & UCPath
Policy References and Resources
APM Section V: Benefits and PrivilegesHealth Sciences Compensation Plan (HSCP)
Systemwide AgreementsAPO Leave of Absence Information Page
Delegations of Authority
Online Evaluation - https://goo.gl/4AJccN
Additional Courses
• UCR EL120 Staff Medical & Non-Medical Leave
• UCPath ABML200 Extended Leaves of Absence
• Job Aids
Training Resources
http://fomucpath.ucr.edu/training/resources.html
Your Feedback Pleasehttps://tinyurl.com/ucrfomucpathfeedback
