DHHS REV08152009

Leave of Absence Leave of Absence and Time Entryand Time Entry

A brief review of LOA Actions and how to address the conversion of the FX to GN Work Schedule Rule in BEACON

DHHS REV08152009

What we are going to cover today

• Review the Leave of Absence (LOA) process.

• Manage the FX/rotating to GN schedules when placing an employee on an LOA.

• Discuss documentation in BEACON related to LOA’s and in general.

• Demonstrate entry of an LOA into the BEACON system.

• Question/Answer

DHHS REV08152009

The challenges we face with LOA’s…

• Timely response back from Management regarding the start and return dates.

• Strong and regular contact between HR and Timekeeping to ensure time entry is accurate.

• A LOA process in BEACON that works for all LOA’s and does not involve a variety of changes.

• What else?

DHHS REV08152009

Poll: Review LOA’s

• We’re going to post a poll. With your coworkers, answer the questions

• We will review them in 5 minutes.

DHHS REV08152009

Highlights of the LOA process• Time entry is entered

for the entire month (either by HR or by Timekeeping)

• No 9500 Time Worked during an LOA

• Notes are put on the Action*

• Paid Leave counts towards FMLA and BEACON is the official record for the Action-side paper copies do not count!

DHHS REV08152009

What are good notes?

• We’re going to post a poll. With your coworkers, answer the questions

• We will review them in 5 minutes.

DHHS REV08152009

Let’s talk Notes on Actions!

• Date of note• HR initials• Date Action begins• Date projected to end• Brief reason,

reference to any documentation

• Quantity and type of leave to be used.

This information helps us verify if the Action is accurate and wouldn’t cause a time collision.

DHHS REV08152009

Here’s a good example

• Comments - LOA -FMLA• 1/20/09 - I Dellinger• EE is being placed on FMLA effective 1/6/09; she will exhaust

all available leave balances (100.35 hrs) and timekeeping will dock for remaining hrs (53.39hrs).

• Ms.Isaacs FMLA period will be from 1/6/09 -1/5/10.• EE sould be paid for 122.35 hrs in the month of January.• LDW - 1/5/09 (6 hrs)• Days worked - 1/5/09 (6 hrs)• Days off - 1/3,4,10,11,17,18,24,25,31/08• Lv exhausted:• Sick lv - 1/2,5(2 hrs),6,7,8,9(4.5 hrs)/09 = 38.5 hrs• Vac lv - 1/9(3.5 hrs),12,13,14,15,16,20,21,22(2.35 hrs)/09 = 61.85

hrs.• Holiday lv - 1/1,19/09 (New Year's & MKL) = 16 hrs.• Time Docked - 1/22(5.39 hrs),23,26,27,28,29,30/08 = 53.39 hrs

DHHS REV08152009

Here’s another good example

• LOA - FMLA• 5/1/2009 - Gereau Piercy• This places Ms. Lambert on a FMLA - LOA• Last Day Worked: 3/23/09 (6 hrs)• LOA Effective 3/24/2009

• 12 month entitlement began: 3/24/2009 ends: 3/23/2010

• 12 week entitlement began: 3/24/2009 ends: 6/15/2009

DHHS REV08152009

The BEACON configuration of the FX Schedule

• Recently, we became aware of some issues with employees who were on an FX or Rotational Schedule for part of the month and then went on an LOA.

DHHS REV08152009

Work Schedule Rule changes for LOA’s.

• The FX/Rotational WSR causes a conflict with a GN schedule when calculating the pay for a monthly pay period.

• The system looks at the WSR at the start of the month to calculate hourly rate of pay.

• So a fix is in from BEACON and will be hopefully done in a few weeks. If there is a short of pay, then contact BEST.

• Please monitor LOAs upon entry into BEACON and upon Reinstatement.

DHHS REV08152009

Work Schedule Rule changes for LOA’s.

• For employees who are on a rotational (two week) schedule 14-day work week, you will need to switch them to a 5x8 DO1NO8GN AND a

7-day work week.

• For all employees, the date of the Action should match the date of the WSR.

DHHS REV08152009

Time Entry

• Required hours must be accounted for when the employee is switched to a GN Work Schedule Rule.

• If 9000 Leave is used, no offsetting should occur so if the employee comes back mid-week, record all hours.

• IF 9400 is used, that time must be manually offset.

DHHS REV08152009

Questions?

DHHS REV08152009

Resources

• LOA updated Job Aid http://help.mybeacon.nc.gov/beaconhelp/Human_Resources/Personnel_Admin/Job_Aids/pdf_LOA%20Quick%20Reference%20New%20Process.pdf

• LOA BPP http://help.mybeacon.nc.gov/beaconhelp/Human_Resources/Workflow/r_PA%20Workflow_%20Complete%20LOA%20Action.htm#TopOfPage

• FMLA Job Aid http://help.mybeacon.nc.gov/beaconhelp/Human_Resources/Time/Job_%20Aids/pdf_FMLA_Quick_Reference_Guide.pdf