Transaction S44 - Military Leave

General Information |Audit Instructions |Audit Messages

Used to move an eligible employee to a formal military leave of absence without pay.  Applicable to employees who qualify under provisions of the Military and Veterans Code, Sections 146 and 389-395.4

PIMS Coding Matrix

General Information

1. Refer to HR 2001-25 and subsequent updates, and respective collective bargaining agreements for detailed information regarding military leaves.

2. Eligible employees called to active duty are entitled to receive regular salary for up to 30 calendar days before the S44 Transaction is processed.

3. A National Guard member ordered to active duty during a proclaimed state or national emergency is entitled to receive normal salary for up to 30 days regardless of the number of proclamations of emergency that may be issued, and in addition to salary paid under the other types of military leave. There is no service requirement for emergency military pay, but the leave may not exceed the duration of the emergency.

4. A reservist or National Guard member is entitled to temporary leave for the duration of active duty, up to 180 calendar days. If the employee has at least one year of state service immediately prior to the date on which the leave begins, the employee is entitled to receive normal salary for up to 30 calendar days, not to exceed a total of 30 calendar days in any one fiscal year.

5. An indefinite leave may be granted if the President or Congress declares a condition of war or national emergency, or when U.S. armed forces are serving outside the U.S. at the request of the United Nations, or when there is a national conscription act in effect. If the employee has at least one year of state service immediately prior to the date on which the leave begins, the employee is entitled to receive normal salary for up to 30 calendar days, not to exceed a total of 30 calendar days in any one fiscal year.

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 1) prompted by reorganization changes where the class code is no longer appropriate, or 2) 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 an S44 Transaction (BOB) with the same effective date as the 120 Transaction.

2. The effective date is the close of business on the calendar day (or part of day) preceding the effective date of the leave.

3. The employee must be reinstated before being placed on any other type of leave.

4. If an employee separates (e.g., resigned/deceased) while on LWOP, process the appropriate separation.  A reinstatement is not required unless the separation is a S70/S71, then the employee must be reinstated 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 (Transaction GEN) 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.

5. If processing a leave of absence effective mid-month for a faculty employee (AY), 8/12, 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.

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

Furlough Instructions Effective 7/31/2009 Through:

• 6/30/2010 - Non-AY and Non-Cruise CMA

• July 2010 Pay Period - AY-Cruise CMA

• September 2010 Pay Period* - AY - Non CMA, Non-Cruise

7. Employees on military leave are not subject to the furlough program per HR/Benefits 2009-09.  Item 957 should have been removed via the CRO effective when the employee began their 30 day paid military leave.  The S44 should not contain the furlough codes in Item 957.

*Date determined per respective campus AY calendar

Audit Messages

None

Last Updated:  June 8, 2016