Tracking Leaves of Absence

Purpose: Use this document to track leaves of absence in ctcLink.

Audience: Human Resources Staff

You must have at least one of these local college managed security roles:

  • ZC HR Employee Maintenance
  • ZD Benefits Employee Data Inq
  • ZD FWL HCM View Pay
  • ZD HR Admin View Job Data
  • ZD HR Central Config VW
  • ZD HR Employee Maintenace VW
  • ZD HR Limited Person Job Info
  • ZZ FWL HCM Pay Process
  • ZZ HR Employee Maintenance
  • ZZ SS Workforce Administrator

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Use the Work Location page to specify information about the employee's job transactions.

The information displayed on this page reflects the job data for the employee when they were initially hired.

Track Leaves of Absence

Navigation:  Menu > Workforce Administration > Job Information > Job Data

  1. The Job Data search page displays.  On the page enter the desired information into the Empl ID field.
  2. Select the Search button.
  3. You will need to add a new row to record the leave of absence. Select the Add a new row (+) button (as indicated by arrow above, or circle below).
  4. The Effective Date field defines the date on which the leave of absence becomes effective. It defaults to the current system date, but can be modified if needed.
  5. Enter the desired information into the Effective Date field using the mm/dd/yyyy format, or by selecting the calendar icon.

Every Job Data record has an Action associated with it. Examples are:

  • Hire
  • Leave of Absence
  • Termination
  • Transfer

When you select an action that changes an employee's data, you could be changing the employee's status. The employee status is not user-selected, rather, it is derived (or set) based on a selected action. This is important because a change in employee status can affect both benefits and payroll processing.

  1. Select the Action menu and choose the Leave of Absence item from the drop-down menu.

Actions have associated Reasons. The action tells the PeopleSoft system what to do; the reason describes why it should be done.

For reporting purposes, it is important to accurately select the appropriate reason code.

  1. Select the Reason menu and choose the appropriate item from the drop-down menu.
  2. Enter the desired information into the Expected Return Date field using the mm/dd/yyyy format, or by selecting the calendar icon.
  3. Select the Save button.

End of procedure.

Video Tutorial

The video below demonstrates the process actions described in steps listed above.  There is no audio included with this video.  Select the play button to start the video.

Video Tutorial via Panopto

View the external link to Tracking Leaves of Absence.  This link will open in a new tab/window.


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