Data Standards

Data Standards

Leave of Absence with Pay

Description: An employee may be placed on leave with pay because the employee is relieved of duties with pay pending an investigation (K.A.R. 1-10-7), job injury, health reasons, military leave for training, or sabbatical. Please refer to Administer Workforce/Plan Salaries CBT for more detailed information.

Last column refers to data interfaced with SHARP by the Regents institutions.

Menu Path: Go, Administer Workforce, Administer Workforce (U.S.), Use, Job Data

Employee ID and Employee Record #- Online agencies must enter in search box; Regents must send in interface file. Incorrect data entry updates the wrong employee.

Job Data 1 Panel

Data Fields	Comments	Impact of Error	Agency Required?	Regents Inteface?
Employee Status:	Defaults based on the Action Code selected Verify status is "Leave with Pay"		Yes	Yes
Effective Date:	Insert new row Enter effective date of leave with pay (first day employee does not report to work; see * below)	Incorrect Date Last Worked defaults to Employment Data Incorrect date defaults to Job Summary and other panels	Yes	Yes
Effective Sequence:	Defaults as "0" Change only if action is not the first transaction to occur on the Effective Date entered	Incorrect sequence of events that occur on same effective date	Yes	Yes
Action/Reason:	Select "Paid LOA" as Action Code Select appropriate Reason Code (press F4 for drop down list)	Selecting wrong Action/Reason may affect data in other panels	Yes	Yes
Action Date:	Automatically displays the date you entered the action		Yes	Yes
Position Number:	Enter position number for the new position	Employee appointed to wrong position	Yes	Yes
Tax Location Code:	Defaults value entered on previous job data row Change if needed. Tax location should represent the state where employee works, not where employee lives	Incorrect tax location code will default into the state tax data panels	Yes	Yes

Job Data 4 Panel

Data Fields	Comments	Impact of Error	Agency Required?	Regents Inteface?
Employment Status:	Defaults value entered on previous job data row Change if needed		Yes	Yes

Employment Data 1 Panel

Data Fields	Comments	Impact of Error	Agency Required?	Regents Inteface?
Expected Return Date	Optional field to enter date employee is expected to return		Optional	If needed

* "Date Last Worked" field on Employment Data 1 panel automatically defaults to the day before the effective date of the leave with pay. The system uses the Effective Date to represent the beginning of an action.

Regents must also send the following information in an interface file:

Annual Benefits Base Rate, Compensation Frequency, Compensation Rate, Step

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Page last modified on: June 29, 2012