Leaves Pre-Process
- For all academic leaves, ensure the leave has been formally approved by the designated approval authority before entry.
- Consult the relevant policy or MOU for leave restrictions and guidelines
- Advise your appointee whether there are steps they must take to continue or stop their elected benefits.
- Review the Expected Job End Date, on the Job Data page or Workforce Job Summary page, prior to entry and submission
- Ensure the Expected Return Date for the leave is not beyond the Expected Job End Date; generally, a job cannot be terminated prior to the employee's return from leave
- Review the Payroll Processing Calendar to ensure you submit your transaction in time for approval before the Employee Data Change deadline
- Note: You cannot process off-cycle pay for an employee record that is on a Leave Without Pay (LWOP). Submit a detailed ticket to UCPC to request the missing pay
Leaves Overview
UCPC uses the information in leave requests to manage the employee’s Job Data while they are on a leave of absence. The dates in your leave are what UCPC uses as Effective Dates for Job Data changes.
For Academic Year (AY) academics, two sets of dates are needed:
- Start Date is the first service day impacted.
- Expected Return Date and Actual Return Date are the day following the last service day on leave.
- Enter pay period dates on the Pay Period Dates for AY Academics tab; these dates are used as the Effective Dates in Job Data. Some academic leaves will be full and others are partial quarter leaves. For pay dates for a leave that spans the full quarter, see example below:
- Pay Period Begin is a pay period begin date; example: Fall Quarter 2026 = 7/1/2026
- Pay Period End is the last day of a pay period; example: Fall Quarter 2026 = 10/31/2026
- Pay Period Return is the day after the Pay Period End; example: Fall Quarter 2026 = 11/1/2026
For partial quarter leaves (e.g., Childbearing Leave, PFCB, etc), use the Leaves Daily Rate Calculator to determine the appropriate service to payroll dates conversion to implement.
For Fiscal Year (FY) appointees, the service dates and the pay period dates are the same.
Start Date, Expected Return Date, and Actual Return Date are entered on the Extended Absence Details tab.
System Steps
| 1. Navigate to: PeopleSoft Menu > Global Payroll & Absence Management > Payee Data > Maintain Absences > UC Customizations > Request Extended Absence |
| 2. Use the Find an Existing Value tab to search for the applicable employee |
| 3. Click the Search button and select the employee you will put on leave |
| 4. Review the Extended Absence Summary section on the Request Extended Absence which contains the employee’s existing leave requests |
| 5. Enter the first service day of the employee’s sabbatical in the Start Date field |
| 6. Enter the service date the employee is expected to return to work in the Expected Return Date field |
7. For sabbatical leaves that are not immediately followed by another type of leave, enter the Actual Return Date (service date); this date must match the Expected Return Date
Note: UCPC will enter two Job Data rows for sabbatical leaves; one row for the Sabbatical Leave and one row for the Return from Leave.
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| 8. Click the drop-down arrow to the right of the Leave field and select the applicable sabbatical leave option |
| 9. Click the drop-down arrow to the right of the Paid/Unpaid field and select Paid-Block (use this option for all sabbatical leaves) |
| 10. Enter the employee’s last date in the office in the Last Date Worked field; this date should be one day prior to the sabbatical Start Date (service date) |
11. For AY Academics, use the Pay Period Dates for AY Academics tab to enter the Pay Period Begin and End Dates as well as the Pay Period Return Date
Note: It may be necessary to scroll to the right to see these fields
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12. Use the Sabbatical tab to enter details of the employee’s full or partial sabbatical; do not use negative numbers
- For Full Sabbaticals, enter the number of sabbatical credits the employee is using for this leave in the Sabbatical Credits Used field; the remaining fields (Sabbatical Percent, Sabbatical Leave Supplement Percent and Leave No Pay Percent) are used for partial sabbatical leaves only
- For Partial Sabbaticals, enter the number of sabbatical credits the employee is using for this leave in the Sabbatical Credits Used field and enter the following percent fields as whole number and ensure the total sums to 100%:
- Sabbatical Percent: Enter percent of sabbatical leave
- Sabbatical Leave Supplement Percent: Enter Sabbatical Leave Supplement percent, if applicable
- Leave No Pay Percent: Enter percent employee is not paid during their sabbatical leave, if applicable
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| 13. Use the Exclude Jobs field in the Job Overrides tab to identify any job records that need to be excluded from the sabbatical leave; if you do not indicate that any job records should be excluded, then UCPC assumes that all job records for the employee should be put on leave.
Note: For concurrent multi-location appointments, each Location should submit a leave request as applicable. Additionally, UCPC will exclude job records that are without salary (WOS) or contingent worker.
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| 14. Enter Notes; Notes are required and should fully describe the leave request being made |
| 15. Click Save to save your work |
| 16. Click Submit to submit the transaction for approval; click the OK button on the Confirmation message |
Next Steps
- The leave request is Submitted for approval via AWE and appears at the top of the Extended Absence Summary section
- Leaves require both local and UCPC approval; once locally approved, the request is routed to UCPC
- If an absence request or an edit to an absence request are denied, the absence request must be re-submitted
- After local approval, UCPC enters the leave information into the employee’s Job Data
- After the leave is entered into the employee’s Job Data, UCPC WFA Production adds a note in the absence request then approves the request
- When UCPC approves the absence request, an automated email message is sent to the Location Approver
- Transactors should review job data once leave is processed to ensure it looks correct, especially if changes to JED were required
- In addition, if an employee retroactively cancels a leave without pay or partial pay sabbatical, you must submit a ticket to UCPC to ensure that the Job Earnings Distribution (JED) leave components are removed
- Monitor notifications for any “Canceled” or “Denied” extended absence transactions re-submit leave requests accordingly
- After the leave is approved, the academic’s sabbatical credit usages are automatically entered in Manage Accruals
- Run the Who’s On Sabbatical Cognos report to monitor employees on sabbatical leave
Special Handling:
For sabbatical leaves, the UC Path Center will enter the future-dated Return from Leave row in Job Data at the time the extended leave transaction is approved. If a range adjustment is subsequently processed (automatic or manual) with a date prior to the effective date of the Return from Leave row, the salary may revert to the pre-ranged amount. This is a known system issue that may affect a small percentage of leaves, depending on the effective sequence of the rows in Job Data. Please verify the range adjusted salary rates are reflected in Job Data for all faculty on sabbatical the quarter a range is implemented (generally leaves beginning Fall quarter). You can do this by running the Who’s on Sabbatical Report and the Employee Compensation Report on the Business Analytics Hub and checking the rates after the range adjustment is processed.