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 D - STAFF ACTIONS

D9.0 EDB STAFF ACTIONS - LEAVE OF ABSENCE/CHANGE IN LEAVE RETURN DATE BUNDLE


Use this bundle to record and process all periods of absence that have been authorized by the department as an approved leave of absence. All approved leaves of absence without pay and leaves of absence with pay due to Family and Medical Leave Act (FMLA) requirements must be entered on-line. A department head may approve an employee's request for a leave of absence without pay for a period not to exceed six (6) months. However, the department head must consult with Campus or Healthcare Human Resources for an approval of an extension of a leave of absence without pay beyond six (6) months. Refer to the appropriate personnel policies and bargaining agreements regarding leave of absence.

Use this bundle to process a change in the leave return date.

In addition, the next salary review date must be changed if the leave of absence period affects the months of qualifying service required for the employee to retain the existing salary review date. Because an employee is not on pay status during a leave of absence without pay, other benefits, such as those listed below, may be affected. Refer to the specific personnel policies and bargaining agreements for detailed information. Department Benefit Representatives can order "Benefits Checklist" pamphlets from the Benefit Programs Office to have available for employees when they go on leaves of absence. Informational pamphlets are available for the following leaves of absence:

To find Benefits Checklists refer to https://www.chr.ucla.edu/benefits.

OTHER BENEFITS THAT MAY BE AFFECTED BY A LEAVE WITHOUT PAY

ELVE - Leave of Absence Data
Field Data Information
Leave of Absence Action Code Enter action code "08" for leave of absence without pay. Enter action code "07" for leave of absence with pay.
Leave of Absence Begin Date Enter the date the leave of absence starts. For leaves without pay, this is the begin date of the period the employee will not be on pay status.
Return Date Enter the date the employee is scheduled to return from leave of absence. For leaves without pay, this is the date the employee is scheduled to return to pay status. If the leave of absence is extended or shortened, enter the new return date. Any extensions beyond six (6) months must be approved by Campus or Healthcare Human Resources.
Type Enter the code that indicates the type of leave of absence the employee is on. For example, 04 is Childbearing. If the leave is Family and Medical Leave without pay (15) contact Campus or Healthcare Human Resources to determine eligibility under FMLA.
Press Enter and then "F11" to advance to the next screen.

 

EPER - Personnel-Miscellaneous
Field Data Information
Next Salary Review Date For employees on leave without pay, enter a new salary review date if the time on pay status before and after the leave does not equal the months required for the employee to be eligible for the existing review date. Refer to Section D16.0 for salary review date guidelines.
Next Salary Review Type Enter the code that represents the type of increase for which the employee is eligible. If the existing code is correct, do not change.
Press Enter and then "F9" to update


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