Division of Human Resources Attendance & Leave Audit Procedures
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1 Goal: Resources: To educate leave coordinators on how to execute the business processes as they apply to leave audits and timesheets. University Attendance and Leave Administrator Beverly Jerry - Tampa (813) bjerry@usf.edu Regional HR Contacts Robin Jones St. Petersburg (rlj@mail.usf.edu) Carolyn Dyson Sarasota-Manatee (cdyson@sar.usf.edu) Upon completion of this workshop, you will be able to: Apply USF leave regulations and procedures accurately Identify employee s Job history (salary plans, employee class, etc.) Reconcile and track leave taken on timesheets Process and track FMLA and sick leave pool leave request Verify ALT entries Explain how ALT processes leave reports Process leave payouts Exercise 1: Location of HR A&L Website and USF Regulations Follow the navigation path below to access the HR A&L Website and Regulations & Policies. Scroll to bottom of USF Home page and click on Human Resources or Regulations & Policies. Human Resources Home Page: HR Services > Benefits > Attendance & Leave Regulations & Policies: USF Home Page > Regulations & Policies > Search index of current regulations and policies > select a category > Human Resources > Benefits and Hours of Work (Faculty) or Benefits and Hours of Work (Staff) Exercise 2: department. Run Public Query (U_ALL) - provides information for all employees appointed within a Page 1
2 Exercise 3: How to Reconcile and Track Leave on Timesheets the examples below demonstrates how the leave procedures are applied for different leave situations. Leave coordinators should ensure all timesheets are filled out correctly. If time worked or leave taken is entered incorrectly on the timesheet you will need to resubmit the timesheet back to the employee and/or the supervisor. Example of adjusted workweek Example of adjusted leave used Page 2
3 Example of overtime when workweek could not be adjusted Division of Human Resources Example of work during a week with a holiday Page 3
4 Example of worked on a holiday Example of holiday falls on a regular day off Page 4
5 Example of holiday falls on a regular day off Part-time Employees Division of Human Resources Exercise 4: How to process and track FMLA and sick leave pool requests Step 1 (FMLA) - Follow the navigation path below to access the FMLA website. Human Resources Home Page: HR Services > Benefits > Attendance & Leave > Family & Medical Leave Act Page 5
6 Step 2 Discuss and Demonstrate Go to FIND IT and click on FMLA Information for Departments and refer to What Attendance & Leave Coordinators need to know. The instructor-led discussion will assist the leave coordinator in understanding their responsibilities. Step 3 - How to record FMLA hours on timesheets Example of employee on continuous FMLA and using partial leave Page 6
7 Step 4 (Sick Leave Pool) - Follow the navigation path below to access the Sick Leave Pool website. HR Services > Benefits > Attendance & Leave > Leave Programs > Sick Leave Pool Step 5 - Discuss & Demonstrate Click on Sick Leave Pool Procedure. The instructor-led discussion and demonstration will combine ALT fundamentals covered in GEMALT training and the USF Leave Procedures on the Sick Leave Pool website Page 7
8 The discussion and demonstration will cover the following: Documentation required from the department for use of hours A&L coordinator responsibilities Use of hours for maternity leave Step 6 - How to record sick leave pool hours on timesheets Example of employee exhausting all leave and approved to use sick leave pool hours Page 8
9 Example of employee using accrued leave before using sick leave pool hours Page 9
10 Exercise 5: How to process and track Job Related Disability Leave Step 1 - Discuss & Demonstrate Disability Leave - Follow the navigation path below to access the Job Related Disability Leave website. Human Resources Home Page: HR Services > Benefits > Attendance & Leave > Leave of Absence > Job Related Disability Leave The instructor-led discussion and demonstration will combine ALT fundamentals covered in GEMALT training and the USF Leave Procedures on Job Related Disability Leave The discussion and demonstration will cover the following: Use of hours Departmental A&L Coordinator responsibilities Page 10
11 Step 2 - How to record disability leave hours on timesheets Example of employee using disability leave hours Page 11
12 Example of employee on Wage Loss during a week with a holiday Page 12
13 Exercise 6: Step 1 Verify ALT Entries Review an Employee s Leave Management Record: GEMS Navigation: Home > Benefits > Manage Leave Accruals > Leave Management The following items will be reviewed and discussed: How to correct an entry once leave has posted Viewing balances when entering a negative adjustment How to verify leave accruals are accurate Verify accuracy of year end carry forward leave balances Run queries to assist with accuracy of leave request Practice leave scenarios for reconciliation of timesheets and ALT Page 13
14 Exercise 7: Reports (Employee Leave Year End Report): PeopleSoft provides several ways to review and analyze employee leave balances through delivered reports. Departmental leave coordinators can use the employee leave year end report to verify data and track absences. Discussion will be held on how ALT processes leave. GEMS Navigation: Home > USF Menu Items > USF Menu Items > Report > Employee Leave Year End Report Page 14
15 Exercise 8: Process Leave Payouts for Terminating Employees - Discussion: Eligible employees will receive a payout of any unused annual leave, compensatory leave and a portion of unused sick leave within a reasonable period of time in accordance with the University Procedures Departmental leave balance audits will be completed and adjustments made to the ALT system by the terminating employee s Departmental A&L Coordinator prior to the end of the pay period following the separation of the employee. The ALT system is considered the system of record. Leave balances will be paid based on the system of record to individuals who leave employment. Final leave payments will be processed approximately within 30 days from the last day of employment. To process leave payouts: 1. Department: Receives resignation/termination approval/layoff finalization An ASF is created and immediately sent to HR The departmental leave coordinator will conduct a leave audit on the employee Departmental leave coordinators will update ALT within two weeks of termination 2. Employment Center/Regional HR Office: Receives ASF with end date of employment and updates GEMS 3. Payroll: Identifies terminated employees with leave balances Reviews balances in ALT Receives verification of eligibility from the University A&L Administrator (sick leave payouts only) Clears balances in ALT Issues payment to employees approximately 30 days after their last day of employment 4. University A&L Administrator: Verifies sick leave payout eligibility For more information on leave payouts refer to the Leave Payout Operating Procedures located on the HR A&L website Page 15
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Goal: Resources: To educate leave coordinators on how to execute the business processes as they apply to leave audits and timesheets. University Attendance and Leave Administrator Beverly Jerry - Tampa
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