Place an Employee on Leave of Absence - Process Help (R12)

Use these instructions to place an employee on paid or unpaid leave of absence (LOA) that is not FMLA or military leave.

Prerequisites

  1. Complete paperwork supporting the leave must be on file.
  2. Beginning leave of absence date must be known.

To place an employee on approved leave of absence

When completing the Oracle forms referenced in this procedure, note that a white field indicates optional entry or one that is conditional based on the particular process.

  1. Perform this procedure when an employee has been approved for leave of absence for child care, disability, or personal reasons.
  2. Navigate to People > Enter and Maintain to go to the Decision form.
  3. If the current effective date is not the first day of the leave of absence, click Yes to go to the Alter Effective Date form.
  4. Complete the following fields:

    Field Name

    Required (R) or Optional (O)

    Description

    Effective Date

    R

    First day of leave of absence.

    Today's Date

    R

    Current date

  5. Click OK to go to the Find Person form.
  6. If the current effective date is the first day of the leave of absence, click No to go to the Find Person form.
  7. Complete one of the following appropriate fields.

    Field Name

    Required (R) or Optional (O)

    Description

    Full Name

    O

    Person's last name.

    Social Security

    O

    Person's social security number.

    Type

    O

    Select from the List of Values:

    Contingent Worker

    Applicant

    Employee

     

    Employee Number

    O

    Person's ID Number.

  8. Click Find to go to the People form.
  9. Click Assignment to go to the Assignment form.
  10. Complete the following field by selecting from the List of Values.

    Field Name

    Required (R) or Optional (O)

    Description

    Status

    R

    Payroll processing and record keeping status.

    Select Paid Leave for employees using accrued PTO during LOA for child care, disability, or personal reasons.

    Select Unpaid Leave for employees who have exhausted their PTO or who are not using PTO.

     

  11. Select File> Save.
  12. Click the [ ] field to go to the Additional Assignment Details form.
  13. Complete the following field:

    Field Name

    Required (R) or Optional (O)

    Description

    FTE

    R

    The time a salaried employee is regularly scheduled to work.

    Select 0 (zero) if Unpaid Leave was selected in step 10

    Select up to 1 if Paid Leave was selected in step 10 and the person is using accruals.

  14. Click OK to return to the Assignment form.
  15. Select File > Save.
  16. Close the Assignment form by selecting the X icon in the upper right of the form to return to the People form.

    Note: If leave of absence is being supplemented with paid time off, input the persons PTO leave usage. When the person comes back from LOA, reverse this procedure, changing the FTE and Status fields as necessary.