An extended absence is defined as a leave that is generally covered under federal and/or state law and with State policies. These leaves include Family Leave (FMLA/HFLL), Workers’ Compensation Leave, Military Leave, and Temporary Disability Leave. These leaves may be more commonly referred to as “protected leaves”.
The HR Admin will administer the extended absences because they normally require more specialized knowledge and special approvals prior to taking these absences. All of these extended absences also require certification prior to taking these absences. For other general leave requests that are administered through the current Form G1 (e.g. vacation, sick, bereavement, etc.), those requests will be handled by your departmental Leave Keeper.
No. While the new time and leave features will allow the employee to request the extended absence through HIP, it is highly recommended that you maintain good communication with the employee to ensure that all documentation needed is completed and to answer any of the employee’s questions. HIP just allows for easier review/approval of requests and tracking of the employee’s extended absence.
Yes, HR Admins are able to request extended absences for employees on HIP if the employee is not able to or do not have access to a computer. While the employee is highly encouraged to submit their own request through HIP, the HR Admin is able to initiate the request if necessary.
Yes, HIP will allow the employee to upload documents as part of the process of requesting the extended absence. This will allow you to review the request as well as the documentation to ensure full compliance prior to approving the request on HIP.
Workers’ Compensation and TDI will remain manual calculations for now, but the Time and Leave Project might look at that in the future once all of the logic and calculations are understood.
Employee will be on a ‘Paid Leave of Absence’ (PLOA) status. This status will stop the employee’s wages since their salary will be driven from the Compensation tab on Job Data and not from the old Payroll Change Schedule. While this PLOA status will stop the employee’s salary, this will not stop Payroll from processing any additional supplemental payments to the employee for the purposes of TDI. Payroll will need to process any supplemental payments required to the employee as part of the payroll processing. A new reason code for TDI will be added as part of the transition to Time and Leave.
General Time and Leave FAQs for all HR Personnel
Time and Leave Topic: HR Administrator Overview
