Earn Codes for Exempt (not overtime eligible) Civil Service Employees on Partial Paid or Unpaid Leave
Earn Codes for Exempt (not overtime eligible) Civil Service Employees on Partial Paid or Unpaid Leave Heading link
With the change for overtime-exempt civil service employees no longer having a timesheet effective August 22, 2021, we would like to make you aware of the process on how to report COVID leave or unpaid leave going forward.
HOW TO REPORT COVID-19-RELATED LEAVE FOR CURRENT AND PRIOR PAY PERIODS
If you have an employee that is to receive 2/3 pay, a Current Pay Period Adjustment (CPA) or Prior Underpayment Adjustment (PUA) will need to be processed in the Payroll Adjustment Request Interface System (PARIS) application. When processing the adjustment one of the following earn codes should be used:
- CO1 (COVID19 Sick Leave 100%) – When the employee is not on expanded FMLA and is to receive COVID-19 leave at 100% pay. Consult attached job aid and UPB COVID-19 resource
- CO2 (COVID19 Sick Leave 66.67%) – When the employee is not on expanded FMLA and is to receive 2/3 pay. Consult attached job aid and UPB COVID-19 resource.
- CO3 (COVID19 Expanded FMLA 66.67%) – When the employee is on expanded FMLA and is to receive 2/3 pay. Consult attached job aid and UPB COVID-19 resource.
Please review the UIC HR COVID-19 Resource Guide (for leaves 4/1/2021 through 9/30/2021) and other leave resources posted at: https://hr.uic.edu/covid-19-hr-guidance-to-managers-and-employees/.
HOW TO REPORT UNPAID LEAVE
If you have an employee that is on unpaid leave, their job status should be updated in the HR Front End (HRFE) application to “Leave Without Pay with Benefits.” When the payroll process is run, it will pull the correct earn code based upon this Job Status. As a reminder, you will still need to complete Banner leave forms and SURS reporting for “Leave Without Pay with Benefits.”
HOW TO REPORT INTERMITTENT UNPAID LEAVE FOR CURRENT PAY PERIOD ADJUSTMENT *ONLY*
If you have an employee that is out on unpaid leave for an intermittent time period, a Current Pay Period Adjustment (CPA) will need to be processed in the Payroll Adjustment Request Interface System (PARIS) application. As a reminder, you will still need to complete Banner leave forms and SURS reporting for “Leave Without Pay.” If you do not meet the CPA deadline, you will need to initiate an appropriate overpayment transaction.
When processing the adjustment one of the following earn codes should be used:
- AUA (Unexcused Absence w/o Pay)
- AUP (Excused Absence W/O Pay)
- ACN (Accommodation No Pay Leave)
- CUR (FMLA/VESSA Lv Unp (RDG))
- FLE (Family Lv (FMLA) Unpaid (Rdg))
- MLU (Military Leave-No Pay)
- PDA (PEDA Leave (Police Only))
- SNP (Suspension No-Pay)
- STK (Strike Unpaid-Adjust Hours)
- VUR (VESSA Leave Unpaid (RDG))
- WNR (Worker’s Comp-No Pay(rdg))
When processing Current Pay Period Adjustments (CPA) these must be submitted through the Payroll Adjustment Request Interface System (PARIS) and follow the University Payroll Schedule for CPA deadlines.
Contact your University or System HR office with questions about leave eligibility:
- Chicago: 312.413.3490 or uichrleaves@uillinois.edu
- UI Hospital & Health Sciences System: uihloa@uic.edu
- System Offices: 217.333.2600 or erhr@uillinois.edu
Contact UPB with questions about earn codes and pay adjustment processing:
- Urbana-Champaign: 217.265.6363
- Chicago: 312.996.7200
- Springfield: 217.206.7144