Page Name: Department Offsets Group Table



BUSINESS PROCESS GUIDE

PEOPLESOFT

HUMAN CAPITAL MANAGEMENT

Release 8.9

for OHR Payroll & Benefits Employees

Process Compassionate Leave

MARCH 2009

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TABLE OF CONTENTS

Process Overview 3

Processing Compassionate Leave 5

Benefits: Add Compassionate Leave Plans 5

Payroll: Processing Compassionate Leave Hours 8

Record Donation Of Compassionate Leave From The Donor 8

Input the number of donated hours: 9

Transfer The Compassionate Leave From Donor To The Recipient 10

Convert Donated hours to Received hours 12

Find the Pay rate for each employee 12

Increment And Pay The Recipient The Donated Hours 14

Transfer Leave Back To The Donor 16

Adjust Leave Deducted From The Recipient 18

Earning Codes Set Up 20

CLA (Compassionate Leave Adjustment) 20

CLD (Compassionate Leave Donated) 21

CLH (Compassionate Leave Hourly) 22

CLI (Compassionate Leave Received) 23

CLS (Compassionate Leave Salaried) 24

CLT (Compassionate Leave Transfer) 25

Donor And Recipient Leave Balances 26

Quick Reference Guide 29

Process Overview

This guide provides information for users with these roles in Peoplesoft:

• OHR PAYROLL GENERAL USER and

• OHR PAYROLL SUPER USER

Employees may voluntarily transfer accrued vacation leave to another employee who is unable to work due to a catastrophic illness or injury or who is absent due to a catastrophic illness or injury within the employee’s immediate family, established household, or in situations that place primary responsibility for care on the employee.

An illness or injury may be considered to be catastrophic if it is:

• seriously incapacitating (in the case of the employee, the employee is unable to perform the essential functions of his or her job held at the time of the illness or injury) and

• extended (i.e., the anticipated duration of the illness or injury is at least 45 days).

Compassionate transfer of leave is subject to the employing department’s availability of funds and the approval of Human Resources.

Employee Requesting Donated Compassionate Leave

To receive donated leave hours, an employee must:

1. provide a written confirmation from a physician chosen by the employee, subject to reconfirmation by a physician chosen by the university, that the illness/injury of the employee or member of the immediate family of the employee is catastrophic

2. have passed initial probation, if applicable and

3. have exhausted all forms of paid leave (e.g., vacation, sick leave, compensatory time).

Upon meeting these conditions, the requesting employee or his or her supervisor must complete a Request for a Donation of Compassionate Transfer of Leave Hours form (). This form allows the supervisor to solicit vacation hours from the unit, department, and/or university community. The supervisor must also complete a Compassionate Transfer Request Memo () that states the employee’s diagnosis and the anticipated return date. An employee can submit medical documentation directly to OHR benefits if they do not want the medical condition disclosed to the supervisor.

To obtain approval for compassionate leave from Human Resources, the memo and the completed form must accompany a physician’s statement confirming the diagnosis and the inability of the employee to perform work duties. All medical information is to remain confidential.

After these documents are reviewed, an approval memo is sent to the department business manager and the OHR Payroll office. If the request is to going campus wide, OHR benefits will notify University Staff Council.

Employee Donating Compassionate Leave Hours

An employee may voluntarily contribute vacation hours to a recipient of compassionate leave if a minimum balance of 80 vacation hours is available after the leave is transferred. Donations must be submitted through the Authorization to Donate Compassionate Leave Hours form to OHR Benefits. ()

This process is governed by this policy manual:

Processing Compassionate Leave

Benefits: Add Compassionate Leave Plans

Prior to any processing of compassionate leave hours, the donor and recipient must each have compassionate leave plans added to their record. Add the compassionate leave plan when you receive either an “Authorization to Donate Hours” from a donor employee, or a

“Compassionate Transfer of Leave Memo” from the recipient’s supervisor.

Navigation:

Login to Peoplesoft at with your ASURITE ID and password.

Navigate through these menus: Benefits > Enroll in Benefits > Leave Plans

Search for the employee:

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Search by any information you have about the employee. Click on “include history” to see all information about the leave plans of the employee.

Make sure there is not already a “Compassionate Leave” plan for the employee. Click on the “view all” link and scroll through the plans.

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If there is not a “compassionate leave” plan, click on the plus sign to add a row.

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Enter “5Y” or select “Compassionate Leave” from the magnifying glass for the Plan type.

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Enter the effective date from the donor form or supervisor memo.

Select “DONATE” as the Benefit plan.

Click on “Save”

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Do this for BOTH the donor employee AND the recipient employee.

Payroll: Processing Compassionate Leave Hours

The compassionate leave process has three steps:

1) Deduct the donation of desired leave balance from the donor employee

2) Transfer the donation of leave from the donor

3) Increment and pay the donated leave to the recipient employee.

Record Donation Of Compassionate Leave From The Donor

When you receive an “Authorization to Donate Compassionate Leave Hours” form from benefits, deduct the vacation hours from the donor employee’s pay line.

Navigate: Open a web browser and go to this PeopleSoft: .

Login with your ASURITE ID and password. Then click on these menus:

Payroll for North America>Payroll Processing USA>Update Paysheets>By Payline

Search for the donor employee:

1) Type the Empl ID for the donor in the Emplid field.

(The Empl ID is also called the affiliate ID. It’s the 10 digit number that starts with either 1000 or 1200)

2) Click on the Search button

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Input the number of donated hours:

1) In the “other earnings” box, insert a new row using the “+” sign.

2) Input the earnings code CLD (Compassionate Leave Donation)

3) Input the number of hours donated.

4) Save the record.

The reduction to the vacation balance for the donating employee will be seen after the Leave Accrual Process is run. (Taken bucket)

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Transfer The Compassionate Leave From Donor To The Recipient

When you receive a “Compassionate Transfer Request Memo” from the recipient employee’s supervisor, transfer the donated hours from step one from the donor employee. .

Navigate: Click on these menus:

Payroll for North America>Payroll Processing USA>Update Paysheets>By Payline

1) Input the EmplID of the Donor

2) Click on Search

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Add the following information to the donor’s payline:

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1) Add a row to the “other earning” box by clicking on the plus sign

2) Put in the code CLT (Compassionate Leave Transfer)

3) Enter the same number of hours you used in step one.

4) Click on Save

This amount will not show up on the recipient’s balances because we do not want them to know how much compassionate time they have available to take. This information is communicated through the departments.

Convert Donated hours to Received hours

If the donor and recipient have different pay rates, it will affect the number of hours received. For example, if the donor employee makes $20 / hour and the recipient makes $10/hour, every hour donated will be worth two received hours. To figure out the exchange, look up the hourly rate for the donor(s) and the recipient and enter the numbers into the spreadsheet maintained by OHR payroll. (Example below).

Find the Pay rate for each employee

Navigate: Click on these menus:

Payroll for North America>Payroll Processing USA>Update Paysheets>By Payline

1) Input the EmplID of the each employee (donor or recipient)

2) Click on Search

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Note the hourly rate for the employee.

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Fill in the hourly pay for the donor and recipient and the number of donated hours. The number of credited hours will calculate automatically. When the recipient uses the hours, put a “U” in the proper cell in column “I”. The balance will adjust to say how many hours are left.

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Increment And Pay The Recipient The Donated Hours

When you get a “Compassionate Transfer Request Memo” from the recipient’s supervisor, and there are donated hours available for that employee, increment and pay the hours to the recipient:

Navigate: Click on these menus:

Payroll for North America>Payroll Processing USA>Update Paysheets>By Payline

1) Input the EmplID of the Recipient

2) Click on Search

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Add the following information to the Recipient’s payline:

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1) Add a row to the “other earning” box by clicking on the plus sign

2) Put in the code CLI (Compassionate Leave Increment)

3) Enter the number of donated hours.

4) Add a second row

5) Put in the code CLS (for salaried employees) or CLH (for hourly)

6) Enter the same number of donated hours.

7) Click on Save

The recipient (or their DTA) can now use those hours using the normal time and labor screens.

Transfer Leave Back To The Donor

If the donor changes their mind and wants to take back the donated compassionate time or what was left unused from the recipient using the payline, you can add hours back to their payline.

Navigate: Click on these menus:

Payroll for North America>Payroll Processing USA>Update Paysheets>By Payline

1) Input the EmplID of the Donor

2) Click on Search

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Add the following information to the donor’s payline:

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1) Add a row to the “other earning” box by clicking on the plus sign

2) Put in the code CLA (Compassionate Leave Adjustment)

3) Enter the number of hours the donor is to receive.

4) Click on Save

The amount will be added to the donor’s available vacation hours.

Adjust Leave Deducted From The Recipient

If the recipient’s number of hours needs to be reduced, use the CLA code to remove hours that have been incremented or paid (but not used) by the recipient.

Navigate: Click on these menus:

Payroll for North America>Payroll Processing USA>Update Paysheets>By Payline

1) Input the EmplID of the Recipient

2) Click on Search

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Using earnings code CLA- Compassionate Leave Adjustment record the correction of compassionate hours with a “-“so that the compassionate leave balance is adjusted accordingly.

Earning Codes Set Up

Navigation: Setup HRMS> Product Related> Payroll for North America> Compensation and Earnings > Earnings Table

CLA (Compassionate Leave Adjustment)

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CLD (Compassionate Leave Donated)

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CLH (Compassionate Leave Hourly)

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CLI (Compassionate Leave Received)

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CLS (Compassionate Leave Salaried)

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CLT (Compassionate Leave Transfer)

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Donor And Recipient Leave Balances

Navigate: Benefits > Manage Leave Accruals > Review Accrual Balances

Enter information you have about the employee

Click on “Search”

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Look for the rows that have the plan type of “Compassionate Leave”. Note that there can be many rows. Use the Navigation in the upper right corner of the screen.

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Example Pay Check Entries

These are the views that employees will see when they look at their paycheck.

Donor pay check

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Recipient pay check

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Payroll employees can also look at the paycheck for a donor or recipient.

Navigate: Payroll for NA>payroll processing USA>produce payroll>review paycheck

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Quick Reference Guide

Use this page as a reminder of codes or navigation.

Benefits: Assign Leave plan to recipient and donor employee

When you get paperwork about a recipient needing hours or a donor willing to give them, you must assign them to a leave plan before any of the rest of the actions can take place.

Navigate to: Benefits > Enroll in Benefits> Leave Plans

1) Search for each employee, click on “include history” and view all rows to ensure that a compassionate leave plan doesn’t already exist.

2) Add a row by clicking on the plus sign in the upper right corner.

3) Select “5Y” Compassionate transfer leave” from the magnifying glass (or type it in)

4) The effective date is the date the form was signed

5) Select “DONATE” for the “Benefit Plan” Field. .

6) Click “Save”.

7) Forward donor form to OHR payroll.

Convert Donated hours to Received Hours Via a Dollar-for-Dollar Spreadsheet

Payroll staff keep a spreadsheet that allows you to enter the salaries of the donor and recipient employees to find out how donated hours convert to received hours. For example, if the donor employee’s salary is $20/ hour, and the recipient’s salary is $10/hour, every hour of donated time is two hours of received time.

Find the salaries of the employees by navigating to: Payroll for North America>Payroll Processing USA>Update Paysheets>By Payline

Enter the hourly pay into the spreadsheet to see the conversion of hours.

Payroll info

These are the earnings codes used in this process:

• CLA Compassionate Leave Adjustment

• CLD Compassionate Leave Donate

• CLT Compassionate Leave Transfer

• CLI Compassionate Leave Received

• CLH Compassionate Leave Hourly

• CLS Compassionate Leave Salary

All codes are entered into PeopleSoft by searching for either the donor or recipient.

Navigate: Payroll for North America>Payroll Processing USA>Update Paysheets>By Payline

All codes are entered into the “other earnings box” of the screen.

|Reduce Vacation hours donated by donor employee |

|Navigate to search screen (use above navigation) |

|Search for the donor, |

|Enter “CLD” in the “other earnings” box and the number of hours donated. |

|Click on “save” |

1) Do this when you receive an “Authorization to Donate Compassionate Leave Hours” form

| |

|Transfer donated vacation hours from donor |

1) Navigate to search screen

2) Search for the donor,

3) Enter “CLT” in the “other earnings” box and the number of hours to transfer

4) Click on “save”.

Increment and pay recipient transferred hours

1) Search for the recipient

2) Enter two rows in the “other earnings” box – one with “CLI” to increment the available hours and the other with “CLH” (hourly) or “CLS” (salary) to pay the recipient the donated hours.

3) Click on Save

4) Do this when you receive a “Compassionate Transfer Request Memo”

Return donated vacation hours donated by Donor: (upon request)

1) Navigate to search screen (use above navigation)

2) Search for the donor,

3) Enter “CLA” in the “other earnings” box and the number of hours to be returned to donor.

4) Click on “save”

Correct donated vacation hours of Recipient (upon error)

1) Navigate to search screen (use above navigation)

2) Search for the recipient,

3) Enter “CLA” in the “other earnings” box and the NEGATIVE number of hours to be removed from the recipient.

4) Click on “save”

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