overview

This tip sheet provides the steps on processing a leave for a faculty member with an adjustment to compensation (reduced pay).

roles & approval chain

The Place Worker on Leave transaction is submitted by the Absence Partner and routes to the Academic Partner at OAA for review and approval.

transaction general tips

This transaction involves a Request Compensation Page step where you will make salary adjustments. Note that the system will ask you to review both the primary job’s salary as well the salary of each active non-primary jobs (such as additional compensation). Prior to initiating this transaction, we recommend that you end any outdated non-primary jobs or positions to avoid having to review this data during the transaction.

Place worker on leave Steps (Absence partner)

1. Navigate to the faculty member’s record.
2. From the Actions ellipse button, click > Time and Leave > Place Worker on Leave
3. On the Leave page, complete the following fields:
   • Last Day of Work
   • First Day of Leave
   • Estimated Last Day of Leave
   • Leave Type – Click on the field and select Leave Type. Next, choose one of the leave types listed under USA – Full-Time Faculty (Paid).
   • For example, James Doe is an FT Faculty member and is going on a 75% paid sabbatical. In this field we would select: USA – Full-Time Faculty (Paid) > Sabbatical (75% Pay).
4. Select Submit.
5. Next, you will see the Request Compensation Change for Leave of Absence task. Select the Open button.
6. On the Request Compensation Change page, complete the following fields:
7. In the Reason field select: Base Salary Change > Leave of Absence Adjustment.
8. In the Salary section, you will see the current salary in the Total Amount field. Adjust the amount to reflect 75% of pay or the amount the school/unit will be paying the faculty while on sabbatical (e.g. topped up by grant funding):
   • Option 1: In the Total Amount field, enter in 75% of the total. (For example, James Doe’s salary is $120,000. In this field we would enter: 90,000).
   • Option 2: In the Amount Change field, enter in -25. The Total Amount field will automatically adjust, reducing the total salary by 25%. (Note: be sure to enter in the minus sign – before the 25.)
9. Select the checkbox to save your entry.
10. Next, select Add button. In the Compensation Plan field, select Salary Plan (Reduction for Leave).
11. In the Total Amount field, enter in 25% of the total salary. (For example, James Doe’s salary is $120,000. In this field we would enter in 30,000).
12. Select Submit. 
13. If there are any non-primary jobs, such as additional compensation, the system will ask you to review the salary of these jobs as well. (See note at the top of this tip sheet). 
    • Click the Skip link to skip this task. You will need to provide a Comment.
14. The transaction routes to the Academic Partner (Office of Academic Appointments) for approval. (Compensation in the case of an Admin reduced pay leave). Now, check your work.
    • Once the transaction has been approved, navigate to the employee record to review your changes.
    • Next to the employee name, you will see the words (On Leave).
    • For example, Doe, James. (On Leave).
    • Select the Compensation tab.
    • At the top, you will see the Total Base Pay. (This is the original salary amount).
    • Under Plan Assignments, you will see two rows. The first row is the salary after it is reduced; the second row is this reduced amount.
    • Using our example for James Doe, the record would appear as:

In our above example, we used USA – Full Time Faculty (Paid) > Sabbatical (75% Pay) as the Leave Type. Make sure to choose the paid leave type specific to the employee.

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Last updated in July 2020