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We are using audio during this session, so please dial in to our conference line… Phone number: 877-322-9648 Participant code: 182500. FastFacts Feature Presentation. May 29 th , 2008. Today’s Topic. We’ll be taking a look at… How to process leave of absence actions in SAP.

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Fastfacts feature presentation

FastFactsFeature Presentation

May 29th, 2008

Today s topic
Today’s Topic our conference line…

  • We’ll be taking a look at…

    • How to process leave of absence actions in SAP.

Today s presenter
Today’s Presenter our conference line…

  • Cynthia AddisonHR Shared Services Center Manager

Display picture of Cynthia here

Session segments
Session Segments our conference line…

  • Presentation

    • Cynthia will provide an overview of how to process leave of absence ISRs in SAP.

    • During Cynthia’s presentation, your phone will be muted.

  • Q&A

    • After the presentation, we’ll hold a Q&A session.

    • We’ll open up the phone lines, and you’ll be able to ask questions.

    • Cynthia will answer as many of your questions as time allows.

Contact us
Contact Us our conference line…

  • If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: [email protected]

  • You can also send us an instant message!

    • GoogleTalk – [email protected]

    • AOL Instant Messenger – HopkinsFastFacts

    • MSN – [email protected]

Survey our conference line…

  • Survey

    • At the end of this FastFacts session, we’ll ask you to complete a short survey.

    • Your honest comments will help us to enhance and improve future FastFacts sessions.

Agenda our conference line…

  • Pre-approval before ISR initiation

  • Completing the ISR

    • LOA w/pay

    • LOA w/o pay

  • Second approvers

  • Retroactive processing

  • Extending leave

  • Returning from leave

  • Wrap up

  • Questions/concerns

Pre approval process
Pre-Approval Process our conference line…

  • Things to check:

    • What type of leave is employee eligible for?

      • Family Medical Leave

      • Personal

      • Health, etc.

    • Is accrued sick/vacation time available?

    • Will leave be supplemented by…

      • Short term disability (STD)

      • Military differential

      • Worker’s comp

    • Was E210 completed with appropriate codes?

    • What is the expected return date?

    • Were approvals obtained from Divisional HR?

  • Process LOA ISRs in a timely fashion to avoid overpayments.

Completing the isr
Completing the ISR our conference line…

LOA With Pay

  • Must indicate prorated semi-monthly salary for JHU staff.

    • STD

    • Long Term Disability (LTD)

    • Worker’s comp

    • Reduced hours

      • Employee is able to return to work at reduced hours without jeopardizing benefits eligibility.

      • Check with JHU divisional HR offices for appropriate approvals related to this option.

  • Base pay and labor distribution record will not be changed by HRSS.

  • Expected return date is critical.

Completing the isr1
Completing the ISR our conference line…

LOA With Pay (cont’d)

  • Proration set up on infotype 2010 by HRSS from start date of leave through the first day of the pay period that contains the expected return date

    • One infotype per pay period.

    • Divisional HR can assist with the calculating the pro-rated semi monthly salary.

  • May also place ee on loa at 100% pay if individual does not have a timekeeping system to record leave (faculty/students)

    • No proration is required for this type of leave

Completing isr
Completing ISR our conference line…

LOA With Pay

  • For Health System Employees

    • This type of leave must be chosen if employee will receive any compensation during leave

    • May continue to process timesheets through Kronos, Nightingale or CATS

    • Employee can only be billed during leave of absence without pay

Completing the isr2
Completing the ISR our conference line…

LOA Without Pay

  • No proration is needed because employee will receive no pay as reflected on base pay and labor distribution record (9027)

  • Base pay and labor distribution remains unchanged.

  • Person will remain on unpaid leave until a Return from Leave ISR is completed.

  • Should not receive any supplemental pay during this time.

    • Benefit premiums are billed by Benefits Administration for periods of leave of absence without pay.

    • System will automatically deduct benefit premiums from supplemental pay received during a leave which will may cause double billing.

Completing the isr3
Completing the ISR our conference line…

LOA Without Pay – Exception

  • Military Leave

    • Employee is placed on a LOA w/o pay using reason 01.

    • Must process additional payments via ISR to pay supplemental earnings using wage type 3076.

      • Please note: wage type 3076 is not in the ISR drop-down list.

      • Use wage type 3055, but indicate wage type 3076 in the Comments section.

    • Earnings on infotype 15 are not prorated.

    • Will require one record for each pay period

    • Must contact Benefits Administration to prevent billing during this LOA w/o pay since monies will be earned during this period.

      • Benefit deductions will be taken from any money earned.

    • For specific military leave policies, consult your divisional HR Office or health system service center.

Second approvers
Second Approvers our conference line…

  • Second approvers are required for all LOA actions for the following:

    • JHU Faculty, Deans/Officers, Staff, Postdocs, Medical Residents/Interns

    • All Home Care Employees

      • JH Home Care Group

      • JH Home Health Services

      • JH Pharmaquip

      • JH Pediatrics at Home

  • ISRs without appropriate approval will be rejected.

Retroactive processing
Retroactive Processing our conference line…

  • Increases the chances of overpayments

  • Effects future dated actions already processed

    • HRSS must redo all future dated actions so that leave status is correctly reflected

  • Check infotype 15 for overpayment advances and resolve quickly

  • Please coordinate with Payroll and HR Shared Services to clear overpayment advances with retroactive payments if applicable

    • Overpaid $200 a month ago and is now receiving a $200 bonus that can be applied to that overpayment

    • Proper approval/documentation required

Extending leave
Extending Leave our conference line…

  • Another ISR for leave of absence with pay is required if the leave extends beyond the expected return from leave date indicated on the original LOA ISR.

  • Proration will be set up solely based upon expected return from leave date by HRSS.

  • Without ISR to extend leave with pay, the employee will return to full pay on the next pay period

  • If the proration of salary changes mid-pay period, HRSS must manually calculate total salary for that pay period.

    • System will only allow one proration record per pay period.

Extending leave1
Extending Leave our conference line…

Things to note:

  • Changing from LOA w/pay to LOA w/o pay requires an ISR.

  • Changing the pro-rated salary on a LOA w/pay requires an ISR.

  • ISR to extend LOA w/o pay is not required

    • LOA actions go into infinity

    • send an email to update expected return date (Monitoring of Tasks – infotype 19) to your client email box

    • Link to our Contact Page:

Returning from leave
Returning from Leave our conference line…

  • Return from LOA ISR is required.

  • LOA actions are processed through infinity.

  • Must return from LOA if being reassigned after leave has ended.

Wrap up
Wrap Up our conference line…

  • LOA ISRs must be processed in a timely fashion to avoid overpayments.

  • Please ensure that you know what type of leave the ee qualifies for and have received all prior approvals before initiating the ISR.

  • Be sure to indicate second approvers

  • Employee may receive salary changes during a leave of absence w/pay.

  • No supplemental pay should be processed/effective during a period of LOA w/o pay (except military leave).

  • Leaves with prorated salary must be extended with another ISR.

  • Retroactive LOA actions can affect actions already on the record.

    • Please do overview of history to ensure actions reflect correct leave status.

Q&A our conference line…

  • We’re going to open the phone lines now!

  • There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line.

  • We’ll be answering questions in the order that we receive them.

  • We’ll also be answering the questions that were emailed to us during the presentation.

  • If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.

Thank you
Thank You! our conference line…

  • Thank you for participating!

  • We would love to hear from you.

    • Are there certain topics that you would like us to cover in future FastFacts sessions?

    • Would you like to be a FastFacts presenter?

    • Please email us at: [email protected]

Survey our conference line…

  • Before we close, please take the time to complete a short survey.

  • Your feedback will help us as we plan future FastFacts sessions.

  • Click this link to access the survey…

    Thanks again!