Functional Area: Manager Self Service (MSS) / MSS Leave of Absence without Pay
PurposeMSS
Use this procedure to place an employee on an unpaid leave of absence with a Personnel Change Request (PCR)Leave of Absence without Paythrough Manager Self Service (MSS).In UC Flex, a Leave of Absence (LOA) Without Pay personnel action is considered to be an inactive work relationship. This is a work relationship that has been interrupted for specific reasons, for which the employee has not been separated.
Prerequisites
- University business processes for the leaves of absence will continue to require additional levels of approvalsin addition to the Unit Level and VP Level Approvers. Leave of Absence PCRs are closely monitored by 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 PCRs.
- Manual processes required prior to the submittal of a PCR are documented in the Business Process information below.
Use the following URL to begin this transaction:
Helpful Hints
- TheLeave of Absence with Pay is part of a combination PCR: UC Process forLeave of Absence with/without Pay and Extension.
- PCR/New Hire Processing Schedules" -- good documentation regarding Payroll due dates for PCRs 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: Last Name, First Name, Middle Name,Personnel Number, Organizational Unit, Personnel Area, Personnel Subarea.
A Leave of Absence Without Pay personnel action in SAP groups all of the infotypes together that must be maintained or delimited when an employee is on a Leave of Absence Without Pay. The process of requesting and approving an unpaid leave for an employee will be completed using a Personnel Change Request (PCR) through Manager Self Service (MSS).
Infotypes updated by the Leave of Absence with Pay PCR to the employee master record in R/3 are:
- Actions Intofype 00
- Org Assign. Infotype 01
- Monitoring of Tasks Infotype 19) [Processing indicator changes to New Task]
Collision functions for the PCRs in a number of ways (similar to "Earmarks"):
- 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.
Personnel Actions – Leave Without Pay / Special Approval
Employee Relations / Special 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 without Pay.udc
© University of Cincinnati / 1/1
Work Instruction
Functional Area: Manager Self Service (MSS) / MSS Leave of Absence without Pay
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 Personnel Change Request .
Select Employee
4. / As required, complete/review the following fields:
Field / R/O/C / Description
Last name: / Required / Employee's last name
Example:
niedz*
First Name: / Optional / Employee's first name
Example:
John
Personnel Number: / Optional / Unique number assigned to an employee's job assignment
Example:
2415
/ Advanced Search provides more criteria to search for the employee: Middle name, Organizational Unit, Personnel Area, Personnel Subarea
Select Employee
5. / Click the Start button .
Select Employee
6. / To select an employee click the button in front of their name.
Select Employee
7. / Click the Next button .
Select Process for Niedzwiecki John H
8. / Click to select the UC Leave of Absence PCR.
9. / Click the Next button .
Select Process for Niedzwiecki John H
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 Leave of Absence for Niedzwiecki John H
11. / Scroll down to view more fields.
Start Process for Employee - UCFlex Enterprise Portal - Windows Internet Explorer
12. / Click the Leave of Absence without Pay radio button .
Start Process for Employee - UCFlex Enterprise Portal - Windows Internet Explorer
13. / Click the drop down to select the Reason for Action .
/ 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.
Start Process for Employee - UCFlex Enterprise Portal - Windows Internet Explorer
14. / Click the action.
Start Process for Employee - UCFlex Enterprise Portal - Windows Internet Explorer
15. / As required, complete/review the following fields:
Field / R/O/C / Description
LOA Return Date / Required / The documented actual expected return to work date
Example:
08/15/2016
/ Please enter the LOA Return Date in the format MM/DD/YYYY.
Fill Out Form UC Leave of Absence for Niedzwiecki John H.: Step 3 (Fill Out Form)
16. / Scroll down to view more fields.
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:
Medical forms have been filed
Fill Out Form UC Leave of Absence for Niedzwiecki John H
18. / Click the Next button .
/ Remember to check the accuracy of the entered data beforegoing to the next step. This is the last step where the form can be changed!
Fill Out Form UC Leave of Absence for Niedzwiecki John H.: Step 3 (Fill Out Form)
19. / Click Next button .
Review Form UC Leave of Absence for Niedzwiecki John H
20. / Click Send 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.
Step Completed
21. / 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
22. / Click Yes .
End of simulation.
23. / End.
11/7/2017
Ver: Rev 2016-1 / MSS Leave of Absence without Pay.udc
© University of Cincinnati / 1/19
Work Instruction
Functional Area: Manager Self Service (MSS) / MSS Leave of Absence without Pay
Result
You have completed a Leave of Absence Personnel Change Request.
11/7/2017
Ver: Rev 2016-1 / MSS Leave of Absence without Pay.udc
© University of Cincinnati / 1/19