Leave of Absence Action - Create Active or Inactive Leave of Absence

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Procedure Updated: 
10/31/18

Use this procedure to put an employee on a leave of absence. The procedure for processing Leave of Absence - Active or Leave of Absence - Inactive is similar (Leave of Absence - Active will be used as an example in this user procedure).

Tips: 

State Human Resources recommends agencies only use a Leave of Absence action type for absences in excess of 15 days, or for circumstances that require additional tracking outside the leave system.

Notify your payroll processor, benefits processor, and/or time and attendance processor of the employee's leave of absence. These roles do not make entries through the Leave of Absence (PA40) action, but they may need to delimit deductions, membership fees, or certain benefits while the employee is on leave.

Be sure to communicate with your payroll processor before entering a retroactive action.

  1. Step 1

    Enter transaction code PA40 in the command field and click the Enter button.

    Screenshot of command field.

  2. Step 2

    Complete the following fields:

    • Personnel no.
    • From

    Screenshot of personnel number field.

    TIPS:
    • The From date should be the day before the employee's approved leave of absence begins.

    • The Actions (0000) infotype will change the start date to the first day the employee is on a leave of absence.

  3. Step 3

    Click Enter to populate the employee information.

  4. Step 4

    Under Personnel Actions, click the box to the left of Leave of Absence – Active (or Leave of Absence – Inactive).

    Screenshot of personnel actions.

    TIPS:
    • Use Leave of Absence - Active when an employee on leave of absence will still receive compensation and/or use a combination of leave and leave without pay.

    • Use Leave of Absence - Inactive when an employee on leave of absence will not receive compensation or use leave during the absence. Do not use this action if the employee plans to submit at least 8 hours of leave per month to maintain insurance benefits.

  5. Step 5

    Click the Execute button to begin the transaction.

  6. Step 6

    Complete the Actions (0000) infotype.

    The following field is mandatory:

    The following fields will default:

    Screenshot of actions infotype.

    TIPS:
    • For Leave of Absence – Active, the Employment status is set to Active.

    • For Leave of Absence – Inactive, the Employment status is set to Inactive.

  7. Step 7

    Click the Enter button to validate the information.

  8. Step 8

    Click the Save button.

  9. Step 9

    Review the Organizational Assignment (0001) infotype and make any applicable changes.

    Screenshot of organizational assignment infotype.

  10. Step 10

    Click the Enter button to validate the information.

  11. Step 11

    Click the Save button.

  12. Step 12

    Complete the Monitoring of Tasks (0019) infotype.

    The following fields are mandatory:

    The following fields are optional:

    • Reminder Date
    • Lead/follow up time

    Screenshot of monitoring of tasks infotype.

    TIPS:
    • If you do not want to create a new task, click the Next Record button or the Exit button.

    • The Reminder Date field can be completed by one of the following:

      • Enter a Reminder Date, or
      • Enter the Lead/follow-up time. The Reminder Date field will populate based on what was entered in the Lead/follow-up time field, or
      • Leave Reminder Date and Lead/follow-up time blank. The Reminder Date field will populate with a date two months prior to the Date of Task.
    • Run the Task Monitoring Report (S_PH0_48000450) to view the reminder dates and task dates for the tasks entered on this infotype.

    • Only one task can be entered during the leave of absence action (PA40). If you have more than one task to create for the employee, follow the Monitoring of Tasks - Create New Record procedure.

  13. Step 13

    Click the Enter button to validate the infomation.

  14. Step 14

    Click the Save button.

    Stop:
    • For the personnel administration processor, this will mark the end of the Leave of Absence - Active or Inactive action. After saving, click the Exit button. Communicate with your payroll office and time and attendance processor to notify them of the leave of absence because they may have changes to enter for the employee as well.