Work Instruction
Functional Area: Manager Self Service (MSS) / MSS Leave of Absence Return PCR
Purpose MSS
Use this procedure once an employee has been approved to return to work. You need to enter a Return from Leave of Absence PCR for this employee.
Prerequisites
  • University business processes exist for the leaves of absence returns and will continue to require additional levels of approvals. All leave of absence PCRs are closely monitored by the Special Handling Approver in the Benefits Office, and all FMLA and medically- related leave of absence requests are forwarded by workflow for their Special Handling Approval. Specialized workflow rules are in place to accommodate the additional levels of approvals for all of the leave-related PCRs. We have designed a workflow rule to make sure that the Return from the Leave of Absence PCR will follow the workflow route of the original leave of absence on the employee’s master record in the R/3 system.
URL Address
Use the following URL to begin this transaction:
Helpful Hints
  • Leave of Absence Return PCR is a member of a Collision group [formerly known as "Earmark"]
  • A Collision PCR cannot be processed simultaneously with otherCollision PCRs. The Collision group of PCRs are:
  • Separation (Voluntary and Involuntary)
  • Retirement
  • All of the PCRs for maintaining Leaves of Absences
  • Cost Distribution
  • Collision serves to protect the integrity of an employee’s record by controlling the sequence and the timing of PCR changes
  • Collision locks the employee record until the PCR with Collision has been completed
  • "PCR/New Hire Processing Schedules" --provides good documentation regarding Payroll due dates for PCRs and can be found on the Payroll Operations Web Site:
  • The "PCR Overview" tab in MSS provides a PCR Status Report for PCRs you have initiated.
  • The "Overview" tab will contain all PCRs that have been returned to you as the initiator to edit and resubmit.
  • On certain screens you may have to scroll to view some data entry fields.
  • The Effective Date field is the effective date for the action. Today's date is the default date automatically pre-filled in the PCR. You can change it to another date by typing the date in the format: MM/DD/YYYY; or you can use the calendar control to select the effective date for the action.
  • You can now search foremployees by using the Standard Search or an Advanced Search:
  • Standard Search allows you to find the employee by either the Last Name, First Name or Personnel Number (PERNR); or
  • Advanced Search provides more criteria to search for the employee:Organizational Unit, Personnel Area, Personnel Subarea
Tips and Tricks
You will note that changes have been made for the leave of absence return reason codes and workflow rules are listed below for both the Leave of Absence with Pay and the Leave of Absence without Pay.Note:revised business requirements utilize boththe Unit Level and VP Level Approval step for each employee subgroup. Special Handling Approval is required based on the reason code in use within the PCR (described in the chart below). After all approvals have been processed, the PCR is automatedto update the employee master record.
Following the update of the employee master record, a system generatednotification will be sent to the initiator of the PCR stating that the PCR has been processed.
Below are the reason codes and workflow requirements for the Leave of Absence with Pay PCR.
Personnel Actions – Leave with Pay / Special Handling Approval
Employee Relations / Special Handling Approval
LOA Admin
Paid FMLA - Med/sick - EE / Yes
Paid FMLA – Med/sick – FAM / Yes
PaidFMLA – Childrearing / Yes
PaidFMLA – Adoption / Yes
PaidFMLA – OIL (FOP) / Yes
Paid Med/sick - EE / Yes
Paid Med/sick – FAM / Yes
Paid Childrearing
Paid Adoption
Paid OIL (FOP)
Paid Unauthorized Medical / Yes
Paid Military
Paid Personal (AAUP)
Paid Admin / Notification Only
Paid Special (AAUP)
Paid Aca/Sab
Below are the reason codes and workflow requirements for the Leave of Absence without Pay PCR.
Personnel Actions – Leave Without Pay / Special Handling Approval
Employee Relations / Special Handling Approval
LOA Admin
Unpaid FMLA - Med/sick - EE / Yes
Unpaid FMLA – Med/sick – FAM / Yes
Unpaid FMLA – Childrearing / Yes
Unpaid FMLA – Adoption / Yes
Unpaid Med/sick EE / Yes
Unpaid Med/sick – FAM / Yes
Unpaid Childrearing
Unpaid Adoption
Unpaid AAUP – Child-rearing
Unpaid Unauthorized Med / Yes
Unpaid Military
Unpaid Personal
Unpaid Educational
Unpaid Professional
Unpaid Union / Yes
Unpaid Admin / Notification Only
Unpaid Special (AAUP)
11/7/2017
Ver: Rev 2016-1 / MSS Leave of Absence Return PCR.udc
© University of Cincinnati / 1/1
Work Instruction
Functional Area: Manager Self Service (MSS) / MSS Leave of Absence Return PCR
Procedure
1. / Login to the UC Flex Portal at
Welcome - UCFlex Enterprise Portal - Windows Internet Explorer

2. / Click the Manager Self-Service tab .
Work Overview - UCFlex Enterprise Portal - Windows Internet Explorer

3. / Click the Personnel Change Request tab .
Select Employee

4. / As required, complete/review the following fields:
Field / R/O/C / Description
Last name: / Required / Employee's last name
Example:
kink
First name: / Optional / Employee's first name
Example:
brian
Personnel Number: / Optional / Unique number assigned to an employee's job assignment
Example:
2137
/ Advanced Search provides more criteria to search for the employee: Organizational Unit, Middle name, Personnel Area, Personnel Subarea.
Select Employee

5. / Click the Start button .
Select Employee

6. / Click the button to select an employee.
Select Employee

7. / Click the Next button .
Select Process for Kinkle Brian

8. / Click the button to select the Return from Leave of Absence PCR.
Select Process for Kinkle Brian

9. / Click the Next button .
/ Remember to use the PCR "Step Road Map" toknow the phase of thePCR initiating process.
Select Process for Kinkle Brian

10. / If no error occurs go to the next step.
/ The error message was triggered by selecting a PCR that is controlled by Collision. The error was caused from a PCR remaining in process and the initiator attempts to create another similar PCR.
Fill Out Form UC Return from Leave of Absence for Kinkle Brian

11. / Click in the Return From LOA Date field .
Start Process for Employee - UCFlex Enterprise Portal - Internet Explorer

12. / As required, complete/review the following fields:
Field / R/O/C / Description
Effective Date / Required / Date the changes become effective for the employee's record or Effective date of plan data (Benefits)
Example:
07/18/2016
Enter the date the employee returned from the leave, in the format MM/DD/YYYY.
Fill Out Form UC Return from Leave of Absence for Kinkle Brian

13. / Scroll down to view more of the form.
Start Process for Employee - UCFlex Enterprise Portal - Windows Internet Explorer

14. / Click the New Reason for Return from LOA drop down .
Start Process for Employee - UCFlex Enterprise Portal - Windows Internet Explorer

15. / The Return from LOA must be the same as the Current Reason for LOA.
Click .
Start Process for Employee - UCFlex Enterprise Portal - Windows Internet Explorer

16. / Click in the New Comments box .
Start Process for Employee - UCFlex Enterprise Portal - Windows Internet Explorer

17. / As required, complete/review the following fields:
Field / R/O/C / Description
New Comments / Required / Comments add to a PCR tofurther explainthe reason for the action
Example:
Paperwork complete for UHS
/ Use the Save as a Draft to complete the PCR later. A draft creates a collision (just like an earmark). Finish processing as soon as possible to not block other PCRs.
Fill Out Form UC Return from Leave of Absence for Kinkle Brian

18. / Click the button.
/ This is the last screento check the accuracy of the entered data beforesending the form.The form can't be changed on this step. Click the previous button toedit the data.
Review Form UC Return from Leave of Absence for Kinkle Brian

19. / Click the Send button .
/ Remember to keep the process reference number for tracking purposes.
Step Completed

20. / Click .
/ It's very important to logoff before closing the browser window. Your session could hang or remain open.
Welcome - UCFlex Enterprise Portal - Internet Explorer

21. / Click Yes .
End of simulation.

22. / End.
11/7/2017
Ver: Rev 2016-1 / MSS Leave of Absence Return PCR.udc
© University of Cincinnati / 1/22
Work Instruction
Functional Area: Manager Self Service (MSS) / MSS Leave of Absence Return PCR
Result
You have completed a Return from Leave of Absence PCR.
11/7/2017
Ver: Rev 2016-1 / MSS Leave of Absence Return PCR.udc
© University of Cincinnati / 1/22