Slide 1 FastFacts Feature Presentation May 29 th, 2008 We are using audio during this session, so...

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Slide 1 FastFacts Feature Presentation May 29 th , 2008 We are using audio during this session, so please dial in to our conference line… Phone number: 877-322-9648 Participant code: 182500

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Transcript of Slide 1 FastFacts Feature Presentation May 29 th, 2008 We are using audio during this session, so...

Page 1: Slide 1 FastFacts Feature Presentation May 29 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 1

FastFactsFeature Presentation

May 29th, 2008

We are using audio during this session, so please dial in to our conference line…

Phone number: 877-322-9648 Participant code: 182500

Page 2: Slide 1 FastFacts Feature Presentation May 29 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 2

Today’s Topic

We’ll be taking a look at…How to process leave of absence actions in SAP.

Page 3: Slide 1 FastFacts Feature Presentation May 29 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 3

Today’s PresenterCynthia AddisonHR Shared Services Center Manager

Display picture of Cynthia here

Page 4: Slide 1 FastFacts Feature Presentation May 29 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 4

Session Segments

PresentationCynthia will provide an overview of how to process leave of absence ISRs in SAP.During Cynthia’s presentation, your phone will be muted.

Q&AAfter the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Cynthia will answer as many of your questions as time allows.

Page 5: Slide 1 FastFacts Feature Presentation May 29 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 5

Contact Us

If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: [email protected] can also send us an instant message!

GoogleTalk – [email protected] Instant Messenger – HopkinsFastFactsMSN – [email protected]

Page 6: Slide 1 FastFacts Feature Presentation May 29 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 6

Survey

SurveyAt the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

Page 7: Slide 1 FastFacts Feature Presentation May 29 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 7

Processing Leave of Absence (LOA) ISRs in

SAP

Page 8: Slide 1 FastFacts Feature Presentation May 29 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 8

AgendaPre-approval before ISR initiationCompleting the ISR

LOA w/pay LOA w/o pay

Second approversRetroactive processingExtending leaveReturning from leaveWrap upQuestions/concerns

Page 9: Slide 1 FastFacts Feature Presentation May 29 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 9

Pre-Approval ProcessThings to check:

What type of leave is employee eligible for?Family Medical LeavePersonalHealth, etc.

Is accrued sick/vacation time available?Will leave be supplemented by…

Short term disability (STD)Military differentialWorker’s comp

Was E210 completed with appropriate codes? What is the expected return date?Were approvals obtained from Divisional HR?

Process LOA ISRs in a timely fashion to avoid overpayments.

Page 10: Slide 1 FastFacts Feature Presentation May 29 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 10

Completing the ISRLOA With Pay

Must indicate prorated semi-monthly salary for JHU staff.STDLong Term Disability (LTD)Worker’s compReduced hours

Employee is able to return to work at reduced hours without jeopardizing benefits eligibility.Check with JHU divisional HR offices for appropriate approvals related to this option.

Base pay and labor distribution record will not be changed by HRSS.Expected return date is critical.

Page 11: Slide 1 FastFacts Feature Presentation May 29 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 11

Completing the ISRLOA With Pay (cont’d)

Proration set up on infotype 2010 by HRSS from start date of leave through the first day of the pay period that contains the expected return date

One infotype per pay period.Divisional HR can assist with the calculating the pro-rated semi monthly salary.

May also place ee on loa at 100% pay if individual does not have a timekeeping system to record leave (faculty/students)

No proration is required for this type of leave

Page 12: Slide 1 FastFacts Feature Presentation May 29 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 12

Completing ISR

LOA With PayFor Health System Employees

This type of leave must be chosen if employee will receive any compensation during leaveMay continue to process timesheets through Kronos, Nightingale or CATSEmployee can only be billed during leave of absence without pay

Page 13: Slide 1 FastFacts Feature Presentation May 29 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 13

Completing the ISRLOA Without Pay

No proration is needed because employee will receive no pay as reflected on base pay and labor distribution record (9027)Base pay and labor distribution remains unchanged.Person will remain on unpaid leave until a Return from Leave ISR is completed.Should not receive any supplemental pay during this time.

Benefit premiums are billed by Benefits Administration for periods of leave of absence without pay.System will automatically deduct benefit premiums from supplemental pay received during a leave which will may cause double billing.

Page 14: Slide 1 FastFacts Feature Presentation May 29 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 14

Completing the ISRLOA Without Pay – Exception

Military LeaveEmployee is placed on a LOA w/o pay using reason 01.Must process additional payments via ISR to pay supplemental earnings using wage type 3076.

Please note: wage type 3076 is not in the ISR drop-down list.Use wage type 3055, but indicate wage type 3076 in the Comments section.

Earnings on infotype 15 are not prorated.Will require one record for each pay periodMust contact Benefits Administration to prevent billing during this LOA w/o pay since monies will be earned during this period.

Benefit deductions will be taken from any money earned.For specific military leave policies, consult your divisional HR Office or health system service center.

Page 15: Slide 1 FastFacts Feature Presentation May 29 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 15

Second Approvers

Second approvers are required for all LOA actions for the following:

JHU Faculty, Deans/Officers, Staff, Postdocs, Medical Residents/InternsAll Home Care Employees

JH Home Care GroupJH Home Health ServicesJH PharmaquipJH Pediatrics at Home

ISRs without appropriate approval will be rejected.

Page 16: Slide 1 FastFacts Feature Presentation May 29 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 16

Retroactive Processing

Increases the chances of overpaymentsEffects future dated actions already processed

HRSS must redo all future dated actions so that leave status is correctly reflected

Check infotype 15 for overpayment advances and resolve quicklyPlease coordinate with Payroll and HR Shared Services to clear overpayment advances with retroactive payments if applicable

Overpaid $200 a month ago and is now receiving a $200 bonus that can be applied to that overpaymentProper approval/documentation required

Page 17: Slide 1 FastFacts Feature Presentation May 29 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 17

Extending Leave

Another ISR for leave of absence with pay is required if the leave extends beyond the expected return from leave date indicated on the original LOA ISR.Proration will be set up solely based upon expected return from leave date by HRSS.Without ISR to extend leave with pay, the employee will return to full pay on the next pay periodIf the proration of salary changes mid-pay period, HRSS must manually calculate total salary for that pay period.

System will only allow one proration record per pay period.

Page 18: Slide 1 FastFacts Feature Presentation May 29 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 18

Extending Leave

Things to note:Changing from LOA w/pay to LOA w/o pay requires an ISR.Changing the pro-rated salary on a LOA w/pay requires an ISR.ISR to extend LOA w/o pay is not required

LOA actions go into infinity send an email to update expected return date (Monitoring of Tasks – infotype 19) to your client email boxLink to our Contact Page: http://ssc.jhu.edu/hr_payroll/index.html.

Page 19: Slide 1 FastFacts Feature Presentation May 29 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 19

Returning from Leave

Return from LOA ISR is required.LOA actions are processed through infinity.Must return from LOA if being reassigned after leave has ended.

Page 20: Slide 1 FastFacts Feature Presentation May 29 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 20

Wrap Up

LOA ISRs must be processed in a timely fashion to avoid overpayments.Please ensure that you know what type of leave the ee qualifies for and have received all prior approvals before initiating the ISR.Be sure to indicate second approversEmployee may receive salary changes during a leave of absence w/pay.No supplemental pay should be processed/effective during a period of LOA w/o pay (except military leave).Leaves with prorated salary must be extended with another ISR.Retroactive LOA actions can affect actions already on the record.

Please do overview of history to ensure actions reflect correct leave status.

Page 21: Slide 1 FastFacts Feature Presentation May 29 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 21

We’re going to open the phone lines now!

There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line.

We’ll be answering questions in the order that we receive them.

We’ll also be answering the questions that were emailed to us during the presentation.

If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.

Q&A

Page 22: Slide 1 FastFacts Feature Presentation May 29 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 22

Thank You!

Thank you for participating!We would love to hear from you.

Are there certain topics that you would like us to cover in future FastFacts sessions?Would you like to be a FastFacts presenter?Please email us at: [email protected]

Page 23: Slide 1 FastFacts Feature Presentation May 29 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

Slide 23

Survey

Before we close, please take the time to complete a short survey.Your feedback will help us as we plan future FastFacts sessions.Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/

Thanks again!


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