Overview

The Leave of Absence request is used when entering leaves of absence that meet the following criteria:

• Leaves of absence, with or without pay, that are taken for reasons such as:

* Personal Illesss          * State / Federal Family Leave
* Military Leave           * Pregnancy Disability
* Education                  * Jury Duty

• A leave from a job for which an Interim Appointment will be created.

The Leave of Absence transaction is generated by the Appointing Authority via the Leave of Absence (09) screen.  These transactions will be auto-approved without review by the Civil Service Commission.

The Leave of Absence screen is also used to request an Extension of Leave.

TO ACCESS THE 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 09-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.

• If this is a regular (not extended) leave, the Effective Date must equal the Start Date of the leave.

• If this is an extended leave, the Effective Date must be prior to, equal to, or up to one day greater than the end date of the prior leave.

Click SUBMIT.

The Leave of Absence (09) 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 Leave of Absence (09) screen require input by the user at all times:

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

COMPLETING A LEAVE OF ABSENCE Transaction

1. LEAVE WITH PAY – This field is required for all Leave of Absence transactions.  From the drop-down menu, select (Y)es or (N)o to indicate whether or not the leave is with pay.


• Keep in mind that Leaves of Absence with different pay statuses (“Yes” vs. “No”) are not considered Extensions, and cannot be entered sequentially into CAMPS.  If the pay status changes, a Return from Leave (10) transaction must be entered between the two leaves.

 

2. REQUEST REASON CODE – This is a required field.  The reason codes displayed in the drop-down will vary depending on whether the leave is WITH or WITHOUT pay.

Select the reason for the leave of absence.  Valid entries are:

Leaves WITHOUT Pay

001	=	Attend State or National Convention Without Pay *
002	=	Military Leave Non-Pay Status
003	=	Jury Duty Non-Pay Status
004	=	Educational Leave Non-Pay Status
005	=	Personal Reasons *
006	=	Illness (Personal)
007	=	Pregnancy / Disability Non-Pay Status
008	=	Child Care
013	=	To Accept Unclassified Appointment
014	=	To Accept Elected Office
015	=	Union Business *
046	=	Workers Compensation without Pay
066	=	Merit Board/Court Decision Without Pay *
068	=	State Family Leave Without Pay
069	=	Federal Family Leave Without Pay
070	=	State and Federal Family Leave Without Pay
076	=	Disability Retirement / Rescinded *

* Deductible from seniority


Leaves WITH Pay

016	=	Administrative Leave with Pay
017	=	Jury Duty or Serving as a Witness
018	=	Military Leave With Pay
019	=	Educational Leave With Pay
020	=	Emergency Civilian Duty
021	=	Pregnancy / Disability with Pay
025	=	Sick (Personal) with Pay
028	=	Attend State or National Convention With Pay
045	=	Workers Compensation with Pay
051	=	Military Leave with Pay – Partial
067	=	Merit Board/Court Decision With Pay
071	=	State Family Leave with Pay
072	=	Federal Family Leave with Pay
073	=	State and Federal Family Leave with Pay
075	=	Training with Pay

 

3. START DATE  – This field will display the effective date of the transaction.

If the Extended Leave checkbox is checked, the system will automatically populate the Start Date field with the start date of the original leave.

4. END DATE – This is a required field.  From the calendar window, select the end date of the leave of absence.  The end date must be at least two days after the start date.

If the Extended Leave checkbox is checked, the End Date must be greater than the end date of the previous leave.

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


• For regular leaves (the Extended Leave box IS NOT checked), the Effective Date will equal the Start Date.


• For leave extensions (the Extended Leave box IS checked), the Effective Date must be greater than the Start Date.  It must also be less than, equal to, or up to one day greater than, the end date of the prior leave.



6. RECALCULATE WORKING TEST PERIOD – This field is system-generated.  If the Leave Start Date is less than the current Working Test End Date, the Recalculated Working Test Period field will be set to “Yes.”



Additionally, the Working Test End Date will be incremented based on the amount of time the employee is on leave.

7. EXTENDED LEAVE – This is an optional field.  If an employee is currently on leave, and a subsequent leave with the same pay status is being entered, the Extended Leave checkbox must be checked to show that the previous leave is being extended.  If this box is not checked, an error message will be generated.




If the leave being entered is not meant as an Extension, a Return from Leave (10) transaction must be entered before the system will permit entry of this leave.

            When the Extended Leave box is checked, the following conditions apply:

• The Start Date will equal the start date of the original leave
• The End Date must be greater than the previous end date
• The Effective Date must be greater than the Start Date; and less than, equal to, or up to one day greater than, the end date of the prior leave


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


9. 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.  The system will perform the necessary edits for the Reason Code specified.  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 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, for the majority of Leaves, is only available if the transaction status is “Incomplete” or “Future.”  The appointing authority may access the record from the inventory and delete the entire transaction. (For a Leave of Absence in Lieu of Layoff, the transaction may also be deleted in “New” status.)

• 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 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.