Comprehensive Guide: SAP Leave of Absence Processing

1. We are using audio during this session, so please dial in to our conference line… • Phone number: 877-322-9648 • Participant code: 182500 FastFactsFeature Presentation May 29th, 2008

2. Today’s Topic • We’ll be taking a look at… • How to process leave of absence actions in SAP.

3. Today’s Presenter • Cynthia AddisonHR Shared Services Center Manager Display picture of Cynthia here

4. Session Segments • 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.

5. Contact Us • If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: fastfacts@jhu.edu • You can also send us an instant message! • GoogleTalk – HopkinsFastFacts@gmail.com • AOL Instant Messenger – HopkinsFastFacts • MSN – FastFacts@jhu.edu

6. Survey • 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.

7. Processing Leave of Absence (LOA) ISRs in SAP

8. Agenda • 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

9. Pre-Approval Process • 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.

10. Completing the ISR 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.

11. Completing the ISR 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

12. Completing ISR 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

13. Completing the ISR 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.

14. Completing the ISR 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.

15. Second Approvers • 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.

16. Retroactive Processing • 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

17. Extending Leave • 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.

18. Extending Leave 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: http://ssc.jhu.edu/hr_payroll/index.html.

19. Returning from Leave • Return from LOA ISR is required. • LOA actions are processed through infinity. • Must return from LOA if being reassigned after leave has ended.

20. Wrap Up • 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.

21. Q&A • 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.

22. Thank You! • 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: fastfacts@jhu.edu

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