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.