The Leave of Absence page contains all the necessary information to record employee leave information. If you also use Time Off, you can suspend benefit accruals while the employee is out on leave and then resume accruals when the employee returns to work.
Use the Assign Leave of Absence task to place an employee on leave. Similarly, use the Return From Leave of Absence task to return an employee from leave. Using the task maintains the history information and creates the appropriate absence transactions.
The Leave of Absence page shows all the leaves of absence entered for the employee.
Sage HRMS records the Employee Status and Employee Type information you enter here on the employee’s Current Job page. When you change these fields, the system also enables you to add a job history record to the employee’s Job History page.
Leave
The following fields appear on the Leave tab.
| Field Label | Field Description |
|---|---|
|
Request Date |
Enter the date the employee requested the leave of absence. Today's date is the default. |
|
Start Date |
Enter the date the leave of absence begins. Today's date is the default. |
|
Scheduled Return |
Enter the date the employee expects to return from the leave of absence. |
|
Actual Return |
Enter the actual date the employee returned from the leave of absence. Leave this field blank until the employee's actual return. |
|
Hours Away
|
Enter the number of hours (days) the employee remained on leave of absence. |
|
Employee Status |
This indicates the current status of the employee. The status changes to LOA when you place an employee on leave, but you can change it as necessary. Sage HRMS records this on the employee’s Current Job page. |
|
Employee Type |
Enter the current job type for the employee you place on leave. Sage HRMS records the type on the employee’s Current Job page. |
|
Leave Reason |
Enter the reason the employee is taking a leave of absence. If you view the Change Reason on the Job History page, the code will not necessarily match the Leave Reason. For the codes to match, select Add New Code in the Change Reason drop-down list, to add the appropriate code on the Job History page. |
|
Continued Seniority
|
Indicate whether or not the employee's seniority continues to accrue during the leave of absence. Select or . |
|
Leave Type |
Select the leave of absence category. Choose Regular, FMLA-F (Family), or FMLA-M (Medical). This option displays only for U. S. employers. |
|
COBRA Coverage |
Select the employee’s COBRA benefits during the leave of absence. COBRA Coverage applies to Regular leave only. This option displays only for U. S. employers. |
FMLA Event
The Family Medical Leave Act (FMLA) requires U.S. employers to provide and administer up to 12 unpaid work weeks during any 12 month period for qualifying events and eligible employees. For eligible employees that request and receive an FMLA leave of absence, Sage HRMS enables you to record and track the leave information.
The FMLA Event tab of the Leave of Absence page contains the FMLA fields. These fields do not apply if you select Regular as the Leave Type.
| Field Label | Field Description |
|---|---|
|
Reason |
Select the reason for the FMLA leave. |
|
Event Date |
Enter the date the event occurred that caused the FMLA leave. Today’s date is the default. |
|
Medical Certification |
For FMLA-Medical leave, enter the date the employee provided the original medical certification to go on leave. This field applies to FMLA-Medical leave only. |
|
Medical Recertification |
For FMLA-Medical leave, enter the date the employee provided the medical re-certification to continue on leave. This field applies to FMLA-Medical leave only. |
|
Person Name |
For FMLA-Family leave, enter the name of the family member for whom the employee requests an FMLA leave. This field applies to FMLA-Family leave only. |
|
Relationship |
For FMLA-Family leave, enter the family member’s relationship to the employee. Select from the list. This field applies to FMLA-Family leave only. |
|
Notes |
Enter any comments you have about this employee’s leave of absence. |
To Record Partial FMLA Leave
Normally, an employee is on FMLA leave for a specific period of time from the Leave Start date to the Actual Return date. However, there might be situations when an employee needs FMLA leave time for staggered absences. For example, an employee must accompany a relative for physical therapy treatment two hours a day, three days a week. In this case, the employee requests FMLA leave while maintaining an Active status within the company.
In the Employee Status field on the Leave of Absence page, ensure the selection is Active and not LOA (Leave Of Absence). Also, do not change the Employee Type field to Leave of Absence. This ensures the employee is still active and the leave does not affect the employee’s job history.