I.D. Procedures for MAF: Leaves of Absence

I.D. Procedures for MAF: Leaves of Absence

Follow the procedures below to prepare Leaves of Absence for academic employees; DO NOT use a PAF. If the academic employee will receive Benefits during the LOA, the department must notify the Benefits Office.
Top Section

*MAF Field Name*	*Instruction*
STATUS	Circle the appropriate category.
ACTION	Circle Leave of Absence.
NAME	Enter the academic employee’s full last and first name; the middle initial is optional.
SSN	Enter the academic employee’s social security number.
ACTION CODE	Enter ‘13’ (note that this is the same code used for Additional Appts).
EFFECTIVE DATE	Enter the Start Date of the Leave of Absence.

Personal Data Section

This section is optional when submitting data for a Leave of Absence. However, if you would like to submit changes to the academic employee’s personal data record at the same time you are preparing the leave of absence, enter your changes in the appropriate fields.

Approvals Section

Obtain all necessary signatures before forwarding the MAF to the Provost’s Office. If the academic employee requesting the Leave of Absence has a joint appointment, the primary department is responsible for forwarding the form to the other department(s). Missing approval signatures will delay processing of the academic employee since the Provost’s Office will have to return the form to the unit.

Top Section of Second Side of MAF

*MAF Field Name*	*Instruction*
NAME	Enter the academic employee’s last name, first name.
SSN#	Enter the academic employee’s nine digit social security number.

Appointment Information and Distribution Information

The Payroll/Personnel System tracks LOAs based upon a unique Job Code, as well as the beginning and end dates you indicate on the MAF. When you request an LOA for an academic employee, therefore, you are creating an additional Appointment with one of three Job Codes. The Job Code you use depends on the pay arrangement during the LOA:

Description	Job Code
Academic LOA Without Pay	9300-00
Academic LOA With Partial Pay	9301-00
Academic LOA With Full Pay	9302-00

Below, instructions for the Appointment Information and the Distribution Information sections are presented for each of the three possible pay arrangements. Keep in mind that in each of the three scenarios, a PAF will be generated, confirming the LOA appointment. Because the LOA appointment is basically a tool for record keeping purposes, the PAF generated can be used only to extend the end date of the LOA. On the other hand, PAFs generated for paying appointments for an LOA with no pay, and LOA with partial pay will reflect the lower dollar amounts, in the Monthly Amount field of the Appointment Information section. These PAFs must be submitted at the end of the LOA, restoring the academic employee’s monthly rate.

Leave of Absence Without Pay

Appointment Information Section

*MAF Field Name*	*Instruction*
JOB CODE	· For each previously paying appointment: Enter the 6-digit Job Code. · For the LOA job: Enter ‘9300-00’ (Academic LOA Without Pay).
JOB TITLE	· For each previously paying appointment: Enter Job Title for Job Code. · For the LOA job: Write ‘Academic LOA Without Pay’.
DEPT. NO.	· For each previously paying appointment: Enter the Department Number for each appointment, including the two digit executive level prefix. · For the LOA job: Leave this field blank.
DEPT. NAME	· For each previously paying appointment: Enter the name of the department, corresponding to the Department Number, above. · For the LOA job: Leave this field blank.
START DATE	· For each previously paying appointment: Leave this field blank. · For the LOA job: Enter the Start Date of the LOA.
END DATE	· For each previously paying appointment: Leave this field blank. · For the LOA job: Enter the End Date of the LOA.
TEN	· For each previously paying appointment: Enter a ‘T’, if tenured. · For the LOA job: Leave this field blank.
MONTHLY/TERM AMT	· For each previously paying appointment: Enter $0. · For the LOA job: Leave this field blank.
M / T	· For each previously paying appointment: If the appointment is a Regular, Monthly Appointment enter ‘M’. If a Term Appointment, enter ‘T’. · For the Leave of Absence job: Leave this field blank.
HOURS	· For each previously paying appointment: Leave this field blank. · For the Leave of Absence job: Leave this field blank.
PRI.	· For each previously paying appointment: If the department listed is the Primary or Responsible department, enter ‘Y’. Otherwise, enter ‘N’. · For the Leave of Absence job: Leave this field blank.
ACC.	· For each previously paying appointment: Enter ‘Y’ if this is a 3Q appointment. Otherwise enter ‘N’. · For the Leave of Absence job: Leave this field blank.

Distribution Information Section

DO NOT enter distribution information for LOA’s WITHOUT SALARY.

Leave of Absence With Partial Pay

Appointment Information Section

*MAF Field Name*	*Instruction*
JOB CODE	· For each paying appointment: Enter the 6-digit Job Code. · For the LOA job: Enter ‘9301-00’ (Academic LOA With Partial Pay).
JOB TITLE	· For each paying appointment: Enter Job Title for the Job Code. · For the LOA job: Write ‘Academic LOA With Partial Pay’.
DEPT. NO.	· For each paying appointment: Enter the Department Number for each appointment, including the two digit executive level prefix. · For the LOA job: Leave this field blank.
DEPT. NAME	· For each paying appointment: Enter the name of the department, corresponding to the Department Number, above. · For the LOA job: Leave this field blank.
START DATE	· For each paying appointment: Leave this field blank. · For the LOA job: Enter the Start Date of the LOA.
END DATE	· For each paying appointment: Leave this field blank. · For the LOA job: Enter the End Date of the LOA.
TEN	· For each paying appointment: Enter a ‘T’, if tenured. · For the LOA job: Leave this field blank.
MONTHLY/TERM AMT	· For each paying appointment: - Regular Monthly Appointment: Divide the academic employee’s total annual salary by 12 to arrive at the Monthly Amount. - Joint Appointment: Multiply the academic employee’s total annual salary by the percent your appointment contributes, and divide the result by 12. For an academic employee with a joint appointment split 50/50, each administrator would multiply the total annual salary by 0.50 and then divide the result by 12 to determine the total Monthly Amount for their specific appointment. - Term Appointment: Enter the total salary to be paid over the term of the appointment. Do NOT calculate a Monthly Amount. · For the LOA job: Leave this field blank.
M / T	· For each paying appointment: If the appointment is a Regular, Monthly Appointment enter ‘M’. If a Term Appointment, enter ‘T’. · For the Leave of Absence job: Leave this field blank.
HOURS	· For each paying appointment: Enter the number of hours (to one decimal place), based on a scale in which 100.000% total effort corresponds to 40.0 hours (see Table). Alternatively, calculate the hours by multiplying the percent of total effort by 0.4. · For the Leave of Absence job: Leave this field blank.
PRI.	· For each paying appointment: If the department listed is the Primary or Responsible department, enter ‘Y’. Otherwise, enter ‘N’. · For the Leave of Absence job: Leave this field blank.
ACC.	· For each paying appointment: Enter ‘Y’ if this is a 3Q appointment. Otherwise enter ‘N’. · For the Leave of Absence job: Leave this field blank.

Leave of Absence With Partial Pay (continued)

Distribution Information Section

In this section, enter information for each paying appointment; DO NOT enter information for the LOA job. Note that each paying appointment can have a maximum of 13 account distribution lines. Complete all required fields. Make sure to fund through the employee’s appointment end date -- not just through the end date of the LOA.

*MAF Field Name*	*Instruction*
DEPT. NO.	For each paying appointment, enter the Department Number that corresponds to the funding line. As in "Appointment Information," above, include the two digit executive level prefix for each Department Number.
JOB TITLE	Enter the Job Title as in "Appointment Information," above.
ACCOUNT NO.	Enter the account number and subaccount to be charged.
EARN	Complete only for accruing appointments, i.e., those that contain a value of ‘Y’ in the ACC. field of the "Appointment Information" section. For accruing appointments only, enter the earnings code ‘912’.
AMOUNT	· Regular Monthly Appointment: Leave this field blank. · Term Appointment: Enter the total salary to be paid from the account over the term of the appointment.
PERCENT	· Regular Monthly Appointment: Using two decimal places, enter the percent of the Monthly Amount (as entered in "Appointment Information," above) to be charged to the account. · Term Appointment: Leave this field blank.
START DATE	Enter the beginning date that the account is to be charged.
END DATE	Enter the date on which you want the charges to stop. NOTE: You must fund the job through the End Date entered in the "Appointment Information" section, above.

Leave of Absence With Full Pay

Appointment Information Section

*MAF Field Name*	*Instruction*
JOB CODE	Enter ‘9302-00’ (Academic LOA With Full Pay).
JOB TITLE	Write ‘Academic LOA With Full Pay’.
DEPT. NO.	Enter the Responsible Department Number, include the two digit executive level prefix.
DEPT. NAME	Enter the Responsible Department Name
START DATE	Enter the Start Date of the LOA.
END DATE	Enter the End Date of the LOA.
TEN	Leave this field blank.
MONTHLY/TERM AMT	Leave this field blank.
M / T	Leave this field blank.
HOURS	Leave this field blank.
PRI.	Leave this field blank.
ACC.	Leave this field blank.

Distribution Information Section

DO NOT enter distribution information for LOA’s WITH FULL SALARY. If you would like to make a change in the distribution information of an appointment for an academic employee on LOA WITH FULL SALARY, then submit those changes on the PAF and send directly to Payroll.

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