Instructions for Employee Data Changes
As a Leave Administrator, you deal with a situations where employee data changes. These instructions will help you ensure that employees are properly entered in the Web Leave System and that their leave time accrues correctly.
Add a New Employee/Rehired Employee
Full-Time Employees
A new or rehired employee can be entered into the leave system as of the Human Resources (HR) action effective date. The employee should be entered into the Web Leave System the month they begin work.
To enter the employee you need the
- Human Resources ID number of the employee and
- Supervisor's name and email address.
Note: The employee's email address defaults to a standard; be sure to verify it is correct.
- If entering the employee during the first month of employment, the beginning balance for sick and vacation leave will be zero.
- If entering the employee after the first month of employment, adjust the leave record by submitting a transaction to increase the leave type.
Do not enter the amount of leave the employee accrues per month in the data field for vacation/sick, the system will generate the hours accrued; these fields are for beginning balances only.
Note: Leave accrual amounts for EPA employees defaults to 16 hours for vacation and 8 hours for sick leave.
Part-Time Employees
If the employee accrues a different amount than the default, the leave Administrator must change it. Leave is based on 1.00 FTE, so if the employee works less than 40 hours a week. the accrual hours should reflect as if they were full-time. The system will multiply the FTE by the full-time accrual rate in order to accrue the correct amount of leave.
Delete/Terminate An Employee
Prior to an employee leaving the University, the leave administrator should reconcile the leave balances. Once the leave is verified, the Leave Administrator the Leave Administrator should
- Print the monthly breakdown report.
- Have the employee and supervisor sign the report.
- Place the report in the employee's file.
- Delete the employee in the Leave System.
Note: If the employee being deleted is a Leave Administrator, the Department should submit an ASAP form form so the employee will be removed from the Leave Administrator table.
To Delete Employee
- Modify Employee Database
- Highlight the employee
- Select Delete
- Are you sure you want to Delete this Employee? Select Yes
- Select Submit
Note: If the employee being deleted is a Leave Administrator, the Department should submit an ASAP Form form to remove the employee from the Leave Administrator table.
Transfer An Employee
- If the employee is transferring from another state agency and has a sick and vacation leave balance, enter the balance.
- For EPA employees, the leave accrual amount defaults to 16 hours for vacation and 8 hours for sick.
If the employee accrues a different amount than the default, it is the responsibility of the Leave Administrator to change it. This is based on 1.00 FTE, so if the employee works less than 40 hours, the accrual hours should reflect as if they were full-time. The system will multiply the FTE by the full-time accrual rate to determine the correct amount of leave.
The Leave Administrator in the department that the employee is leaving is responsible for transferring the employee to the new department.
To Transfer an employee to another department:
- Modify Employee Database
- Highlight the employee
- Select Transfer
- Select the Department to which the employee is transferring
- Select Transfer Employee to new OUC
Change EPA or SPA Status
Employee classification changes are reflected in the web system the day after the action receives final approved in the Human Resource System.
- If the employee is going from EPA to SPA, the leave will begin to accrue based on the years of service.
- If the classification is going from SPA to EPA, the Leave Administrator is must edit the employee's accrual record, if the accrual rate is different from the defaults (16 hours vacation, 8 hours sick).
Change Full-Time Equivalency (FTE)
FTE changes are also reflected in the web system the day after the action has been received final approval in the Human Resource system.
If the employee is EPA, the hours accrued should be entered as a full-time FTE; the system will calculate the hours at the reduced FTE.
Temporary and EPA 9-Month Employees
Temporary and EPA 9-month faculty employees do not earn leave and are only entered into leave system if they are a Leave Administrator or a Supervisor. The Leave Administrator should enter these employees in the database with zeros in the accrual time for vacation and sick. When entering the employee, do not enter a last process date, this field is system-generated
