EDB MANUAL

UCLA Payroll Services

A guide for departments to use when adding or changing employee records on the Employee Data Base (EDB).
EDB MANUAL, SECTION C - ACADEMIC ACTIONS

C7.0 EDB ACADEMIC ACTIONS - SABBATICAL LEAVES & LEAVES WITH PAY


C7.1 Types of Sabbatical Leaves

Sabbatical leaves are of two types, as provided in Section 103.4 of the Standing Orders of The Regents:

  1. Regular sabbatical leave provides salary at varying percentages of regular salary, depending on the amount of accrued sabbatical leave credit, and the option elected by the eligible faculty member. An individual on a regular sabbatical leave is excused from all regular duties to enable that individual to devote full-time to research and/or study.
  2. Sabbatical leave in residence at the University may be taken by a member of the teaching staff who is eligible for a regular sabbatical and who, in addition to a program of research and/or study at one of the University campuses, will teach at the home campus or another campus, one class which meets regularly at least three hours each week during each term of the sabbatical period; or will perform an equivalent amount of instructional service in a course or in a clinical setting regarded as essential to the program of that campus. An individual on a sabbatical leave in residence shall be freed from all other teaching obligations and from all committee and administrative work. When a sabbatical leave is spent in residence on a campus other than the home campus, the host campus shall assume the responsibility for payment of the additional salary.

C7.2 Qualifying Service

Credit toward eligibility to apply for sabbatical leave is accrued by an academic appointee for each full quarter or semester of half-time or more service. See APM 740 for the complete list of academic titles eligible for sabbatical leave accrual, conditions of eligibility to accrue, and all other applicable sabbatical leave policy.

Service with the University must be continuous to provide eligibility credit toward sabbatical leave. Any separation from the University, other than by approved leave of absence, interrupts continuous service. Credit toward sabbatical leave accrued prior to an interruption of University service is not reinstated upon the return of an appointee to qualifying service.

C7.3 Approval Authority

When the Dean and the Chair is the same individual, the Academic Vice Chancellor is the approval authority on all sabbatical leaves. These Schools are:

  • Law 
  • Dentistry
  • Nursing

Schools where the Dean does not act as the Chair have been delegated approval authority for certain actions. Schools having this expanded approval authority are:

  • Education and Information Studies
  • College of Letters and Science
  • Arts and Architecture
  • Theater/Film/Television
  • School of Medicine
  • Engineering
  • Anderson Graduate School of Management
  • Public Health
  • Public Policy & Social Research

All Deans have the approval authority to authorize changes in terms of approved sabbatical leaves and the approval of sabbatical supplementation.

An Academic Sabbatical Leave of Absence form must be completed and forwarded to the Academic Personnel Office with appropriate approval/recommendation signatures and a copy of the faculty member's request.

At times it may be necessary for a faculty member to request that quarters be advanced in order to have the required number to take sabbatical leave. The Academic Vice Chancellor has the approval authority to "advance" quarters. Complete the Academic Sabbatical Leave of Absence form, with appropriate recommendation signatures and attach a copy of the faculty member's request and any other correspondence that may be appropriate.

The Academic Personnel Office will notify the Dean's Office when the Academic Vice Chancellor approval has been secured for all the above actions that are not Dean's authority. The Dean's Office will then notify the department in order for the action to be processed on-line.

C7.4 Other Leaves With Pay

Refer to the Academic Personnel Manual for the policies, definitions, criteria, and approval authority for the following leaves:

Leaves for Service to Governmental Agencies

APM 750

Military Leave

APM 751

Leaves to Attend Professional Meeting

APM 752

Other Leaves with Pay

APM 758

Parental Leave and Modified Duties

APM 760

C7.5 Approval Authority

For individuals who do not accrue sick leave, all Deans have the authority to approve paid leave for illness for no more than 60 calendar days. An Academic Sabbatical Leave of Absence form must be completed and forwarded to the Academic Personnel Office with appropriate approval/recommendation signatures and a copy of the faculty member's or Chair's request. The Academic Personnel Office will notify the Dean's Office when those actions requiring Academic Vice Chancellor review are approved. The Dean's Office will then notify the department in order for the action to be processed on-line.

C7.6 Impact of Periods of Leaves on Eight-Year Limit Reviews

Periods of leave, whether with or without salary, shall be included as service toward the eight-year limit. Exception must be based on the petition filed at the time the leave is requested, or in the case of sick leave, within one quarter or semester after the leave is taken. The Academic Vice Chancellor will determine if the activity undertaken during the course of the leave is substantially unrelated to the individual's academic career.

Any childbearing or parental leave (provided for in APM 710-8-a, 760-26, and/or 760-27) which is equal to or exceeds one semester or one quarter and which is not greater than one year (whether with or without salary) shall automatically be excluded from service toward the eight-year limit. The faculty member may inform the department chair in writing before, during, or within one quarter or semester after the leave that it should not be excluded from service toward the eight-year period. (See APM 133-17-1, b, -c, and -d, and -i.)

For additional information, review Appendix 26 of "The CALL."

C7.7 Entering Sabbatical Leave or Leave with Pay Data - (SABB)

ELVE - Leave of Absence Data
Field Data Information
Leave of Absence Action Code Enter action Code 07, this indicates a paid leave.
Leave of Absence Begin Date Enter the begin date of the leave. This is usually the beginning of the Academic year or the beginning of the affected quarter. For example, July 1, 20YY is 0701YY.
Return Date Enter the date when the individual comes back on active pay status. This is usually the beginning of the Academic year or quarter. For example, March 1, 20YY is 0301YY.
Type Enter the appropriate leave type code. For example, a sabbatical leave at full salary is code "01", a professional development leave with pay is code "07". Please note, the leave type code entered here must match the code indicated on the Sabbatical Leave of Absence Form.
Last Sabbatical Credit Balance Do not enter data. UCLA does not use this field at this time.
Sabbatical Credit Date Do not enter data. UCLA does not use this field at this time.
Sabbatical Credit Accrued Do not enter data. UCLA does not use this field at this time.
Sabbatical Credit Accrued thru Date For sabbatical leaves only, enter the month and the year the faculty member returns from the leave.
Sabbatical Credit Used Do not enter data. UCLA does not use this field at this time.
Total Sabbatical Credit Balance Calculate accruals and usage through the end date of the sabbatical and enter the balance. This figure indicates the individual's available balance once the leave has been completed.
Press Enter and then "F11" to advance to the next screen.


Please Note: When processing a sabbatical leave or other leave with pay at full salary, after completing the ELVE screen the bundle may be updated. No changes need to be made to the appointment and distribution lines for the employee. The sabbatical at full salary was indicated on the ELVE screen. IT IS NO LONGER NECESSARY TO CHANGE THE REG DISTRIBUTION LINE TO AN SLF LINE. Again, this applies ONLY to leaves at FULL SALARY.

EAPP - Appointment and Distribution
Field Data Information
Appointment Number Nothing should be changing at the appointment level.
Actions Do not change.
Pgm Do not change.
Type Do not change.
Basis Do not change.
Paid Over Do not change.
Appt Begin Do not change.
Appt End Date Do not change.
Dur Do not change.
Dept Do not change.
Title Do not change.
Grade Do not enter data; staff use only.
Percent Full Time Do not change.
Fixed/Variable Do not change.
Ann/Hr Rate Do not change.
Rate Do not change.
Schedule Do not change.
Time Do not change.
Leave Accrual Code Do not change.
Distribution Number The distribution number uniquely identifies a payroll distribution associated with an appointment. Do not try to change this number. The existing data will be changed and maintained in a "suspense" mode, if the sabbatical leave is at less than 100%. Using a copy command will duplicate the information on this line and change the effective dates, percentage of time, and DOS code.
Actions Do not enter a code. The leave action was indicated on the ELVE screen.
Location, Account, Cost Center, Fund, Project, Sub Do not change. This is considered the permanent funding line.
FTE Do not enter data in this field. It is no longer used at UCLA.
Distribution % Do not change. This is considered the permanent funding line.
Pay Begin If sabbatical is less than 100%, enter the begin date of the sabbatical period.
Pay End If sabbatical is less than 100%, enter the end date of the sabbatical period.
Step Do not change.
O/A Indicator Do not change.
Rate/Amount Do not change.
DOS If the sabbatical leave is at less than 100%, enter the appropriate SUSPENSE description of service code. This will tell the system not to consider this an active pay line. No pay will be generated during the begin and end dates once the proper code has been entered. Use "RES" for tenured faculty and "RSA" for Assistant Professors. Refer to the Description of Service Table for other suspense codes appropriate to the type of series. This line will become active during the Monthly Maintenance process when the system will automatically drop the end date once it has passed.
Create one or two new distributions to indicate that sabbatical is being taken. Move the cursor to the bottom of the screen to the Command Line arrow [= = =>] and enter the command: [copy from xx to yy] This command will result in the system automatically identifying the next available distribution number and will duplicate distribution information.
Actions Do not complete. This area is reserved for Action Codes that identify the activity or change of information that is occurring at the Distribution level. The sabbatical leave was already entered on the ELVE screen.
Location, Account, Cost Center, Fund, Project, Sub Do not change.
FTE Do not enter data in this field. It is no longer used at UCLA.
Distribution % Do not change if this is a full salary is to be paid from this above account. If partial salary is to be paid from this account, indicate the reduced percentage.
Pay Begin Enter the begin date of the sabbatical period.
Pay End Enter the end date of the sabbatical period.
Step Do not change.
O/A Indicator Do not change.
Rate/Amount Do not change. This is the full Monthly rate for the designated Rank and Step.
DOS This is the Description of Service Code. Select the appropriate sabbatical supplement code according the percentage of time that is associated with this distribution. Typical DOS codes are "SLT" and "SLS." Additional codes are available for other series and varying percents of time.
If a supplemental payment is to be made, cursor to the bottom of the screen to the Command Line arrow [= = =>] and enter the command: [copy from xx to yy] and enter the new information where needed.
OR.....
Press Enter and then "F11" to advance to the next screen.

 

EACD - Academic Service
Field Data Information
Qtr/Sem/Months in 8-Year Rule Do not change.
Units Do not change.
Extension to 8 Year Rule If this leave has also resulted in an approval to extend the 8-Year Rule, enter the number of quarters, semesters or months to be excluded. If this is a sabbatical leave, no adjustment should be made; sabbatical leaves do not stop the tenure clock.
Units Enter the code that represents quarters (Q), semesters (S) or months (M).
Qtr/Sem/Months on 19900 > 50% Do not change.
Units Do not change.
Qtr/Sem/Months in Unit 18 Titles Do not change.
Units Do not change.
Qtr/Sem as Teaching Asst Do not change.
Units Do not change.
As of Do not change.
Press Enter and then "F9" to complete the action and update the record.


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