Transaction S42 - Leave Of Absence Without Pay

General Information |Audit Instructions |Audit Messages

Used to move a permanent or probationary employee to a formally approved leave of absence without pay,  or to place an employee on involuntary leave pursuant to AB 908.  Eligibility requirements are pursuant to the respective collective bargaining agreement or CSU policy. Eligibility exceptions must be authorized by Human Resources Administration, Office of the Chancellor.

PIMS Coding Matrix

General Information

1. The effective date is normally the close of business on the calendar day preceding the effective date of the leave of absence. Note the exceptions under Audit Instructions.

2. An authorized absence without pay of 15 days or less is considered an informal leave and is documented locally by the campus on a Form 634, Absence Request. If the length of absence results in a non-qualifying pay period, process a Transaction 715.

3. The maximum length of a leave of absence may vary and is based upon the respective agreement (e.g. Y1, Y2). If the initial LWOP is extended, process a Transaction 645 for each subsequent period of extension.  If an audit message is received, print the message and attach it to the PPT or write the message number on the PPT and submit the PPT to CSU Audits for processing.

4. An employee may be placed on a leave without pay only during periods when the employee would otherwise be scheduled to work. If the employee is not scheduled to work (10-month position, or 10-month employee occupying a fiscal year position), the employee must be placed on Roll Code 9 status for the NONWORK period.

5. Once the dates of a leave have been confirmed, the employee must be informed as soon as possible of all effects that stem from being off the payroll for the requested period of time. The beginning and ending dates must always be reviewed to determine whether there will be any negative impact on the employee's benefits. Possible areas of concern include retirement service credit, health benefits coverage, SSI date, seniority points and the effect on the employee's salary if a general salary increase is proposed the following fiscal year.

a.   When the leave is for a faculty member, emphasis must be given to the need for a year-end adjustment during the vacation period subsequent to the leave. In view of the variations in the academic calendars established by each campus, the campus payroll unit should be sure to consult with the employee to determine how the salary payments (or lack of salary payments) will be processed. This is particularly important in order to ensure a very clear understanding concerning the financial impact of the leave of absence.

b.   The agreed upon plan must be in writing to back up a possible misunderstanding or question at a future date.

6. Do not post a CRO, GEN, SSI, SCR or any other transaction, while the employee is on a leave without pay.  (Position changes are permitted - refer to audit instructions below.) Always refer to technical letters/HR letters for instructions on processing CRO, GEN, SSI, and SCR transactions.  

7. If an employee separates while on a LWOP, process the appropriate separation transaction, unless the separation is a S70/S71, then must reinstate before the separation. However, if the employee is entitled to lump sum vacation or extra hours and was on a leave without pay before the effective date of a General Salary Increase, the employee must be reinstated. Process a Transaction A58 (COB) effective the same date as the separation date and in Item 215 enter ’L/S INCREASE ONLY’, followed by the appropriate separation transaction.

Audit Instructions

1. The position number is not usually changed while the employee is on a leave without pay. However, the agency, reporting unit and serial number may be changed, based upon campus need. The class code cannot be changed unless prompted by reorganization changes where the class code is no longer appropriate, or the employee was officially notified of actions in progress (e.g. promotion, demotion) prior to the effective date of the LWOP. If a change is needed, process a Transaction A58 to return the employee from leave, then process a Transaction 120 to change the position number, followed by a Transaction S42 (effective BOB) with the same effective date as the Transaction 120.

2. Faculty Professional Leaves of Absence Without Pay provides for the accrual of service credit towards probation, sabbatical leave eligibility, SSI and seniority, and should be identified by entering code '70' in Detail Transaction Code (Item 719).

3. When the S42 is used to document involuntary leave pursuant to AB 908, enter code ’78’ in Detail Transaction Code (Item 719).  For additional information, refer to Technical Letter HR/Benefits 2004-29 and SCO Payroll Letter #05-003.

4. An employee must be reinstated before being placed on any other type of leave, including NDI or IDL. Employees on paid leaves must be reinstated before going on a LWOP. When an employee on NDI goes on LWOP, the effective date of the S42 is the day after the NDI expires. Enter ’BOB’ in Item 210 of the S42 and enter ’NON’ in Item 606. (Refer to S49 General Instruction #3b, if the employee is on a pending 565 Code 7).

5. If the leave of absence for a faculty employee (AY), 10/12, or 11/12 employee is effective mid-month and the employee has dock days prior to the effective date of the leave, enter the number of days to be paid in Item 606. Do not process a F603 dock notice.

6. If processing a leave of absence effective mid-month for a faculty employee (AY), 10/12, or 11/12 employee:

   • Before Master Payroll cut-off, enter the number of days to be paid in Item 606, include the total amount due in Settlement Pay (Item 810) and complete (’X’) Immediate Pay (Item 615).

   • After Master Payroll cut-off, enter the number of days in Time To Be Paid (Item 606) and the total amount due in Settlement Pay (Item 810). Submit the PPT with the Form 674 to CSU Audits to request a transfer of funds from regular pay to Settlement Pay.

7. If an employee is entitled to a SSI or promotion effective with the beginning of a pay period or the beginning of a new fall/spring semester/quarter, process the MSA or A64 Transaction first, followed by the S42 with the same effective date; enter ’BOB’ in Item 210 of the S42.

8. If the employee is being placed on involuntary leave (Item 719 = 78) pending a disability retirement, complete effective date (Item 210) as follows:

   1. If the employee elected not use available leave credits and not to participate in any eligible leave benefit programs, the effective date of the S42 is the date the disability retirement  application is made for the employee.

   2. If the employee exhausted all leave credits/benefits programs and is to receive full TDA pay, the effective date of the S42 is the date the leave credits are exhausted or the eligible leave benefit program ends.  Note: Process an Transaction A57, or Transaction 565 with injury code 3 or 4, to return the employee from the leave benefit before processing the Transaction S42. Enter ’BOB’ in Item 210 of the S42.

9. If an employee's disability is denied and a Transaction S42 was processed, void the S42 transaction and any subsequent transactions as needed to return the employee to their prior status.  If the employee received partial TDA payments with leave benefit program payments, post a Transaction 215 effective the date the involuntary leave started and enter 'ON IL RET DENIED' in Item 215.  

10. If the transaction is to be voided and re-entered, and Settlement Pay (Item 810) was completed, refer to Item 810 before keying.

Audit Messages

None

Last Updated:  April 14, 2010