Overview

An Aggregate Leave of Absence (11) transaction is entered when an employee has accumulated two or more individual days of leave without pay.

This screen is also used to request Furloughs and Furlough Extensions.  Furloughs may be requested for up to 30 days within a calendar year.

Furlough Extensions can be taken for an additional 60 days after the initial 30-day request.

TO ACCESS THE AGGREGATE LEAVE OF ABSENCE SCREEN

From the Menu Bar, select New Transaction.  The Select Transaction screen will display.  From the “Select Transaction” drop-down menu, select 11-Aggregate Leave of Absence.  A new, blank Employee ID field will display.

Type the employee’s Employee ID number.

THE EMPLOYEE ID LOOKUP WINDOW

If the Employee ID number is not known, click the LOOK UP button.  An EMPLOYEE ID LOOKUP WINDOW will open.

• To search by Social Security Number, position the cursor on the EMPLOYEE SSN field and type the employee’s SSN.  Dashes and/or spaces are not permitted.

• To search by Name, position the cursor on the LAST NAME field.  Type all or part of the employee’s last name.  The employee’s first name may also be entered to narrow the search.

Click the SEARCH button.  One or more employee records will display.  In the SELECT column, click on the box next to the desired employee.  The user will return to the Select Transaction screen, and the Employee ID field will be populated.

The system will default to the current date as the transaction Effective Date.

• If this date is correct, click SUBMIT.

• If this date is not correct, open the calendar and select the correct date.  Click SUBMIT.

The Aggregate Leave of Absence (11) screen will display.

When the screen displays, the fields in the CURRENT section will be populated automatically with the employee’s most recent employment information.  These fields are not keyable.

REQUIRED FIELDS

The following fields on the Aggregate Leave of Absence (11) screen require input by the user at all times:

Additional fields may become required based on the Request Reason Code selected.

COMPLETING AN AGGREGATE LEAVE OF ABSENCE Transaction

1. AGGREGATE NUMBER OF LEAVE DAYS – This field is required for all Aggregate Leaves of Absence.  Enter the total number of unpaid workdays the employee accumulated for the reason code specified.


2. START DATE – This is a required field.  From the calendar window, select the start date of the aggregate leave period.


3. REQUEST REASON CODE – This is a required field.  Valid selections are:


• 001 (Furlough)
• 002 (Furlough Extension)
• 003 (State Family Leave)
• 004 (Federal Family Leave)
• 005 (State and Federal Family Leave)
• 010 (Other – Non-deductible)


4. EFFECTIVE DATE – This is a display-only field that indicates the effective date of the transaction.



 

5. END DATE – This is a required field.  From the calendar window, select the end date of the aggregate leave period.


6. COMMENTS – This is an optional field.  If necessary, enter any comments that may clarify or support the request.



7. PRIOR COMMENTS – This is a display-only field.  All text previously entered in the Comments field will be automatically moved to the Prior Comments field after the transaction record is submitted.  The system will capture and display the Logon ID of the user and the date and time that the comment was submitted.

After completing all the necessary fields, select one of the following:

• SUBMIT will edit the data entered.  If any errors exist, the appropriate error message will display at the top of the screen.  The user must correct the identified error(s) and click SUBMIT again.

Because Aggregate Leaves of Absence are auto-approved, the action will immediately show in the inventory with a status of “Approved,” and will also display in the employee’s history.

• SAVE will not perform any edits on the data entered.  The transaction will be moved to inventory with a status of “Incomplete.”  It may then be accessed from the inventory and finalized at a later time.

• DELETE is an appointing authority function that is only available if the inventory status is “Future” or “Incomplete” (the record has been “Saved” instead of “Submitted”).  The appointing authority may access the record from the inventory and delete the entire transaction.

• CANCEL will cancel the current transaction and return the user to their Home Page.  All information previously entered will be discarded.

CSC REVIEW FIELDS

The following fields are reserved for Civil Service Commission use only.

• DOCUMENT RECEIVED (DPF31’s) – This field is used only for Discipline transactions.  It is not required for Aggregate Leaves of Absence.

• CERTIFIED SIGNATURE RECEIVED – A check in this field indicates that the Civil Service Commission received the appropriate signed documentation from the appointing authority.