Return Employee From Leave

The purpose of this tip sheet is to help the Absence Partner return an employee from leave in PeopleSync. In PeopleSync, the Absence Partner will receive an automated notification 10 days prior to the employee’s expected last day of leave. For all leave types, the Absence Partner will confirm via phone/e-mail that the employee is returning, and request any required documentation. Upon the employee’s first day back to work, the Absence Partner is responsible for returning the employee from leave in PeopleSync.

If the employee is out on an FMLA- Self, Disability, Worker’s Comp, or ADA leave and is not returning, the Absence Partner will work with OEO, HR, or Employee Relations to determine next steps.

Steps

  1. Enter the name of the employee you are placing on leave into the Search bar.
  2. Locate and click the employee’s name in the Search results.
  3. Click the Actions ellipse button on the employee profile page and select the Return Employee From Leave task, under the Time and Leave menu.
  4. On the Return Employee From Leave screen, enter the employee’s: First Day Back at Work date, select the leave from which the employee is returning, and select the Actual Last Day of Leave date.
  5. For employees that are transitioned from a paid leave to unpaid leave, you will need to return the employee from the initial leave (paid), and place the employee on a new leave (unpaid) within PeopleSync.
  6. Click Submit.

For staff, admins, and researchers, the Absence Partner will receive the expected return from leave notification then return the employee from leave. From there, a Security Partner will update role assignments for the employee.

For full-time faculty, the Absence Partner will receive the expected return from leave notification and return the employee from leave. If necessary, the Absence Partner will then Request Compensation Change, if for example the employee was on a reduced pay leave.  To skip the Request Compensation Change, find the task in your PeopleSync Inbox, and click the gear icon in the top right and select Skip This Task. In every scenario, the Absence Partner work through Approval and the Security Partner will update role assignments for the employee.

Related Resources

Request Compensation Change

For paid full-time faculty leaves, including academic leaves of type Sabbatical (other), the Absence Partner initiating the process will receive the task to submit a compensation change request for the employee returning from leave.

Approvals

If the employee is returning from a sabbatical leave the process will route to the Academic Partner for approval.

Refer to the Approvals tip sheet for directions on performing this activity.

Assign Roles

If the employee returning from leave had been assigned an organization support role in PeopleSync, the process will route to the Security Partner to assign roles to the employee.

Refer to the Assign Roles tip sheet for directions on performing this activity.

Last updated in May 2014.

Place Employee on Leave

The purpose of this tip sheet is to help the Absence Partner place an employee on a leave of absence.

  • A leave of absence is an authorized absence from work which guarantees the continuity of employment and benefits.

In PeopleSync, employee leaves are categorized as follows:

Staff, Administrative/Professionals, Professional Researchers Faculty
Paid Paid
Unpaid Unpaid
Intermittent  

Adjuncts, Post-Docs, and Academic Students are not eligible for any leaves in PeopleSync.

Students are eligible for certain leaves in PeopleSync such as FMLA/ NYFPL if eligible

Leaves for Staff, Admins, and Researchers

Before the leave is processed, the employee may be required to request approval from a third party outside of PeopleSync. The leave types, and their corresponding approvers, are summarized below.

Leave Type 3rd Party Approver
FMLA & Disability Liberty Financial (LF)
ADA Leave Office of Equal Opportunity (OEO)
Worker’s Compensation Worker’s Compensation Insurance

If the leave is approved, the third-party approver will contact the Absence Partner, at which point the leave is submitted in PeopleSync. If PeopleSync security role assignments need to be reallocated for the employee, an additional step within PeopleSync will prompt the Security Partner to request the change.

Full-Time Faculty Leaves

Leaves without pay or leaves with partial pay

Applications for leaves of absence without pay or with partial pay begin with the approval from the department chairperson. Once received and reviewed, the request is then forwarded to the appropriate dean for final approval. Once final approval is granted, the Absence Partner is notified and submits the leave transaction. Paid leaves for full-time faculty employees (with the exception of Sabbatical (100% pay) and Sabbatical (75% pay) will prompt the Absence Partner to submit a compensation change through PeopleSync. 

Sabbatical Leaves

Request for sabbatical leaves occur outside of PeopleSync, as it is done today.

Application for a sabbatical leave is initially submitted to the department chairperson. The department chairperson must forward the application and accompanying recommendation to the appropriate dean. Finally, the dean will forward the application and accompanying recommendation, together with the dean’s own recommendation, to the Office of Academic Appointments, who will determine if a sabbatical leave is granted to the full-time faculty employee. Once final approval is granted, the Absence Partner is notified and submits the sabbatical leave transaction in PeopleSync. If the sabbatical leave is with pay other than 100% or 75%, the Absence Partner will submit a compensation change request through PeopleSync, which will require approval from the Assistant Provost for Academic Appointments (Academic Partner in PeopleSync).

Military Leaves

The process to manage military leaves outside of PeopleSync will be different from the standard process used to track all other paid and unpaid leave requests for staff, admins, researchers, and full-time faculty employees.

For approved military leaves, the Absence Partner will place the employee on paid leave in PeopleSync for two weeks. After two weeks, the Absence Partner will return the employee from paid leave in PeopleSync, and place the employee on unpaid leave (if leave is extender more than two weeks).

After two weeks, if the military salary is less than NYU salary, the employee will submit a pay stub to the Absence Partner who, once approved, will forward to NYU Payroll to pay the difference between military and NYU salary. An additional step in PeopleSync will notify the HR Partner to change an employee’s costing allocation in PeopleSync to Military Leave Chartfield, only if an employee has been on military leave for more than six months.

Steps

  1. Enter the name of the employee you are placing on leave into the Search bar.
  2. Locate and click the employee’s name in the Search results.
  3. Click the Actions ellipse button on the employee profile page and select the Place Employee on Leave task, under the Time and Leave menu.
  4. On the Place Employee on Leave page, you will input the following details.
    • Last Day of Work
    • First Day of Leave
    • Estimated Last Day of Leave
    • Leave Type
  5. The Last Day of Work field will default to one day prior to the First Day of Leave. However, you are able to manually change it, if necessary.
  6. The Leave Type field will only display paid and unpaid leaves relevant to the type of employee being placed on leave.
  7. The Leave Impact fields will populate automatically, based on the selected leave type.
  8. Click Submit.

For staff, admins, and researchers, the Absence Partner will place the employee on leave. From there, a Security Partner will update role assignments for the employee.

For full-time faculty, the Absence Partner will place the employee on leave. If necessary, the Absence Partner will then Request Compensation Change, work through Approval, and the Security Partner will update role assignments for the employee.

Staff, administrative/Professional and professional researcher leave types

Paid Leaves

  • ADA Accommodation
  • FMLA-Childcare
  • FMLA-Medical Family
  • FMLA-Medical Self
  • FMLA-Bonding
  • Military
  • NYU Bonding Leave
  • Worker’s Compensation
  • Worker’s Compensation FMAl
  • Illness

Unpaid leaves

  • ADA Accommodation
  • Childcare
  • Disability
  • FMLA-Childcare
  • FMLA-Medical Family
  • FMLA-Medical Self
  • FMLA-Bonding
  • Illness
  • Long Term Disability (LTD)
  • Military
  • Personal
  • University
  • Worker’s Compensation
  • Worker’s Compensation FMLA

Full-time Faculty employee leave types

paid leaves

  • Illness
  • FMLA-Personal
  • Maternity Leave
  • Other
  • Personal
  • Military
  • Sabbatical (100% Pay)
  • Sabbatical (75% Pay)
  • Sabbatical (Other)
  • Workload Relief-Reduction of Duties
  • Personal-Childcare

Unpaid Leaves

  • Other
  • Long Term Disability (LTD)
  • Personal
  • Military

Related Resources

Request Compensation Change

For paid full-time faculty leaves, including leaves of type Sabbatical (other), the Absence Partner initiating the process will receive the task to submit a Request Compensation Change for the employee placed on leave. This step is not applicable for Sabbatical (100% pay) and Sabbatical (75% pay) leave types. These two leave types are processed by Payroll automatically.

If the compensation change request is for a Sabbatical (other) leave type, it will be routed to the Academic Partner for consolidated approval, along with the sabbatical leave.

Approvals

For paid full-time faculty leaves of type Sabbatical (100%, 75%, and other pay), the Academic Partner will receive the task to review and approve the leave request.

For paid full-time faculty leaves of type Sabbatical (other), once a compensation change has been requested in PeopleSync by the Absence Partner, the Academic Partner will receive the task to review and approve the compensation change request, along with the sabbatical leave approval (a consolidated approval).

Refer to the Approvals tip sheet for directions on performing this activity.

Assign Roles

When an employee is placed on leave, PeopleSync provides the optional temporary reassignment of an employee’s PeopleSync security role(s) to another employee in the same supervisory organization. PeopleSync will provide this optional step if the employee has any support roles in PeopleSync. A Security Partner will be responsible for this step.

Refer to the Assign Roles tip sheet for directions on performing this activity.

This optional step will apply for both staff, faculty, and researcher leaves as well as full-time faculty leaves.

Last updated in May 2014.

Creating Payroll Commitments

As part of Position Management, Payroll will now run the Create Initial Payroll Commitment and Create Payroll Commitment Adjustment tasks in PeopleSync.

Create Initial Payroll Commitments

The Create Initial Payroll Commitments process in PeopleSync uses the payroll engine to look at costing by position, pay period by pay period, and calculates commitments.

  • Frequency: Once per year in early August; the exact timing to be coordinated with Budget Office.
  • Role: Accounting Administrator
  • Activities that must be completed prior to starting the process:
    • Create next Fiscal Year
    • Create and open ledger period
    • Create commitment rules for next Fiscal Year

Steps

  1. Run the Create Initial Payroll Commitments process in PeopleSync.
  2. Enter the upcoming Fiscal Year in the Fiscal Year field.
    1. The process will run for a few hours and return to the PeopleSync inbox of all employees with the Accounting Administrator role.
  3. Review and approve report delivered to PeopleSync inbox.
  4. Perform a high-level check of annual payroll and fringe amounts.
  5. Process will route to the Budget Office for review and approval.

Create Payroll Commitment Adjustments

The Payroll Commitment Adjustments process ensures encumbrance adjustments related to Leaves and Activity Pay are accurately carried over to UDW+.

  • Frequency: Daily
  • Role: Accounting Administrator

Steps

  1. Run the Create Payroll Commitment Adjustments process for All Positions.
  2. Enter the Company and the current Fiscal Year.
    • The accounting date will auto-populate. Do not change.
  3. The Positions field remains blank. Select the All Positions checkbox.
  4. When process returns to your PeopleSync inbox, click Approve. No review is necessary.
  5. Run the Create Payroll Commitment Adjustments process for Rescinds/Corrects.
  6. Enter the Company and the current Fiscal Year.
    • The accounting date will auto-populate. Do not change.
    • The Completed On/After is the date that Initial Payroll Commitments were created.
    • The Complete Prior To/On is today’s date.
    • Business Processes remains blank.
    • Select the Rescinded/Corrected checkbox.
  7. When process returns to your PeopleSync inbox, click Approve. No review is necessary.

Last updated in May 2020.

Payroll Accounting Adjustment

The purpose of this process to is to enter expense transfers resulting from retroactive costing allocation changes.

Entering a Payroll Accounting Adjustment in PeopleSync creates the following:

  • A reversal entry of the original journal lines. Actual pay for the worker is not changed.
  • A new journal line reflecting the reversal and a replacement entry with updated costing allocation.
  • Fringe benefit journals are also reversed and new fringe calculations and related journals automatically processed.
  • If the Period End Date is in a closed ledger period, PeopleSync will post the Adjustment Journals in the next open general ledger period and set the Accounting Date to the first day of this period.
  • If hours are present on the journal line, PeopleSync will calculate the hours on the adjustment journal line based on the debit amount calculated on the adjustment journal line.

Reminders

  • Payroll adjustments will be approved by Payroll within 3 days and by SPA, only if the costing impacts Fund 24 or Fund 25, within 3 days.
  • Payroll adjustments will post to the General Ledger 24 hours after final approval by Payroll or SPA.
  • To view all Payroll Accounting Adjustments for an employee, use the Worker History tab.
  • Use the comments section in this transaction to provide approvers (Finance Executive, Payroll, and SPA) with any important details.

Before You Start

Review this information to determine when you need to submit a Payroll Adjustment.

I need to update costing for: The transaction(s) I need to complete are:
Time Periods Retro Cost Allocation Form Payroll Adjustment Costing Allocation
The Past: Pre-PeopleSync (before 4/1/14 for WSQ and 9/1/14 for SOE) X    
The Past: Post-PeopleSync (after 4/1/14 for WSQ and 9/1/14 for SOE)   X  
The past and the future   X X
The future     X

Scenario 1: Payroll accounting adjustment to change the costing and allocate 100%

  1. Type Create Payroll Accounting Adjustments in the Search bar.
  2. Complete all required fields.
    • Select multiple pay periods if the desired adjustment applies to more than one period.
    • Select On-cycle and Off-cycle if adjustments are required on both types of payroll results.
  3. In the lower section, hit the plus (+) icon to add a new row.
    • Select the appropriate Position.
    • Under Pay Components, select Earnings (NOT deductions) and then choose the appropriate components.
  4. The current default costing Worktags will auto-populate when you select Position and Pay Components. If making the change to costing at 100%, make adjustments to Worktags here and enter 100% in the Distribution Percent field.
    • Click submit to go to page 2.
    • If the employee was terminated, the Worktags need to be entered manually.
  5. If the costing impacts Fund 24 or Fund 25, complete and upload the Cost Transfer Justification form.
    • Open the Attachment Tab using the arrow, and load the correct file by clicking on Drop Files Here.
    • The attachment must be a PDF.
  6. There are two sections on the page, Current and Proposed. The Proposed can still be edited and reflects the selected Worktags on page 1.
  7. Check that the two sections are balanced and check that the Worktags are accurate.
  8. Make any necessary adjustments to the Debit Amount, and click Submit.
  9. The transaction will go to the Finance Executive for approval.
    • You can view the status of the process and the transaction details on the Worker History tab.

Scenario 2: Payroll Accounting Adjustment with variable split in the costing allocation

  1. Type Create Payroll Accounting Adjustments in the Search bar.
  2. Complete all required fields.
    • Select multiple pay periods if the desired adjustment applies to more than one period.
    • Select On-cycle and Off-cycle if adjustments are required on both types of payroll results.
  3. Select the plus (+) button to add the Position detail and Pay Components.
    • The Default Costing Worktags will auto-populate.
    • If you know the exact or approximate percentage split in the adjusted costing you can add a new row, by hitting the + button.
    • In each row adjust the costing Worktags as needed, and enter percentages that add up to 100 percent.
    • Click Submit to go to page 2.
  4. If the costing impacts Fund 24 or Fund 25, complete and upload the Cost Transfer Justification form.
    • Open the Attachment Tab using the arrow, and load the correct file by clicking on Drop Files Here.
    • The attachment must be a PDF.
  5. The lower half of the page will provide a more detailed view of the adjustments, providing a view of Current and Proposed.
    • If multiple periods are selected, there will be a Current and Proposed section for each period.
    • Debit Amounts are now available for adjusting if the percentages were not known before.
  6. Review the adjustment and ensure your entries are balanced.
  7. Make any necessary adjustments to the Debit Amount and click Submit.

Common errors

Identical Rows Error

This error occurs when the employee has multiple rows with the same pay component and costing.

To resolve the error, click on the magnifying glass to locate the row(s) in error. You will need to add up the amounts on the duplicate rows, insert the total of the duplicates onto one of the rows, and delete the other rows.

Sum Error

This error occurs when the sums of the Current and Proposed adjustments do not match.

To resolve the error, review each row to locate the error and adjust the Debit Amounts to ensure the sums match.

Last updated in February 2015.