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BPM Name :

Return from Leave of Absence

Department :

Organization :

H720

IBM US Payroll

Process Owner (Manager ):

Nicholas Harbol/Endicott/

Process Administrator :

Kristine B.
Taguinod/Philippines/IBM

Reviewer :

Christine Eiskant/Endicott/IB

Mission Statement

The process of returning an employee to active status who has been on a Leave of Absence.
Description of Process
Return from Leave of Absence is a type of transaction being fed to the payroll system to return employees record to active who has
been on Leave of Absence. This procedure is part of the Day 1 task
The Return from Leave transaction is in the CERFEEDNOHIRES RMDS report which is being obtained from the TSOW1 tool and
being sent to HRVM tool for printing.
The CERIS to Payroll Interface Feed file is received nightly.
Successful Payroll updates result in the creation of an RL (Return from leave) transaction on NPS Payroll.
The transactions that fail to update payroll reject and appear on the CERIS File Input Control /Exception Report (reject report).
Transactions that fail will be handled by the NPS CERIS Reject Practitioner by referring to the CERIS Rejects procedure.
AP1: NPS received Return from Leave feed
The Cerisfeed report (CERFEEDNOHIRES on TSOW1: RMDS) is created daily which reports all the RL activity processed thru
CERIS with the current feed after the CERIS File has run complete

Day 1, cerfeed nohire report lists RLs


SPECIAL NOTES:
1)Reversal of LOA:
When the EFFECTIVE dates for the LOA START and RETURN FROM LEAVE are the same dates , then, the Leave of Absence did
not occur (Reversal of LOA).
a. California Employee: If there are active E004 batches, email the Sickness Accident/Endicott/IBM Request direction asking if the
fed batches can be run to create the payment. If no, delete the batches. If yes, let the batches run. If no response before the calc.
runs, then place the batches on hold until you receive direction.
RL received and there were E393 adjustments when LOA was fed:
For CA only - Review B4I under E 393 and if payments are shown. If there are E393 payments, the CERIS/Seps
Practitioner will send a note to the CAFAMLOA@us.ibm.com to confirm if the adjustments made by the CA PFL desk are accurate . If
CA PFL desk replies yes, it is accurate, the CERIS/Seps Practitioner will proceed with processing the salary due (where applicable).
If CA PFL desk replies no, it is not accurate (where there may be over/underpayment), the CERIS/Seps practitioner will handle
accordingly (active overpayment or pay the salary due)

b. In general, Reversed LOA's are treated like a REINSTATEMENT. Go to the Reinstatement procedure.
2)RETURN FROM LEAVE AND SEPARATION FEED ON SAME DAY:
Special processing to prevent an erroneous or overpayment of salary . VERY IMPORTANT TO FOLLOW PROCESS
A separation may feed on the same day the return from leave is fed .
Normally, the last day paid is the business day before the LOA start date .
a) The same serial number appears on the CERFEEDNOHIRE report as a Return from Leave
And
Appears on the Batch report as a Separation
b) The Return from Leave STATUS DATE date is one business day before the TERM date .
c) Turn off autopay for the same effective date of the Return from Leave STATUS DATE date .
d) Delete the X type salary batch that is coded as N.
That will prevent 1 day of incorrect duplicate salary generating the next day and when the semi calc . runs.
Example:
a)In the example below, the sn appeared on the CERFEEDNOHIRE report as a Return from Leave
and appeared on the Batch report as a Separation.
b) 7/29/20yy The STATUS DATE date of the Return from leave record
7/30/20yy The Term date ( the CERIS separation date is 7/29/yy)
c) Turn off autopay for the Effective Date of the Return from Leave record -->
o
go to a1u
o
locate the current RL record
o
refresh the effective date ( same as Return from Leave STATUS DATE )
o
type N over the Y refresh the screen.
d) Delete the X salary batch coded as N for pay period 14

Excerpt of CERFEEDNOHIRE report for Reversal of LOA:

CERIS -- EXCLUDING NEW HIRES

20I1
EMP # XXXXXX

HR RECORD
LAST NAME,INIT,INIT XXXXXXX, XX
FLG A
SEQ 0004
STATUS
RL RETURN-LEAVE
LOA START 03072012
COMMENTS
LOA END
03072012
HR STATUS A
CNTRY SERIAL
EMP CAT FR F/T REGULAR
CNTRY NUMBER
COMP IC INFORMATION CHANGE
FLG A
BASE RATE
3416.70
STD EARN# 001
ADJ BASE
3416.70
FREQ M
1.EARN AMT
3416.70
EARNINGS# 690
2.EARN AMT
0.00
EARNINGS#
3.EARN AMT
157.69
EARNINGS# 691
4.EARN AMT
EARNINGS#
5.EARN AMT
EARNINGS#
6.EARN AMT
EARNINGS#
POS ACTION IC INFO CHANGE
FLG A
POSITION #
4252
CORPORATION
PAY ENTITY
SEMI5
DIVISION
EX/NON/FIX
E
DEPARTMENT
IA TYPE
RTRIG
WPI

SEQ 0003
FREQ M

SEQ
0A IBM
F1
2ROA
S

0006

EFF DATE

00000000

REV OPTION
STATUS DATE 03072012
DATE OF HIRE 08272011
SERVICE REF 06282010
TERM DATE 00000000
COMP DATE
SCHD HOURS
COMM IND
TYPE A
TYPE
TYPE D
CURR
CURR
CURR
POS DATE
JURIS CODE
LOCATION
SCH TAX CD
VISA IND

08272011
86.67
N

12162011
MNA
PLR

TS0040-PRESS PF2 TO PAGE FORWARD, PF3 TO PAGE BACKWARD

DP1: Effective date within 3 Pay periods?


The RL transaction automatically creates X batches to create salary checks for every pay period back to the effective date of the
return from leave. Regular valid data audits should be done on all effective dates greater than 3 pay periods.
If yes (3 pay periods or less), proceed to DP2
If no ( more than 3 pay periods), proceed to AP2
AP2: Communicate to SEPLOA team to Validate Effective Date
Communicate prior effective date to SEPLOA team contact
Major steps:

Communicate to HR

Place batches on HOLD

Turn AutoPay is off

NO further action until Effective date determined by HR


1. Contact the SEPLOA team to validate the effective date when greater than 3 pay periods in the past.
Contact the SEPLOA team or Dept Manager to validate the effective date when greater than the previous 3 pay periods. It is the
responsibility of the SEPLOA team to contact the manager to validate the effective date. Based upon the HR CERIS Practitioner
conclusion with the manager, if a correction is necessary, the SEPLOA team will make the appropriate updates on CERIS and refeed
the RL transaction to Payroll.
2. Put all X batches on hold and Turn Auto pay off until the effective date is validated to avoid checks generating .
Go to the appendix for instructions on PROCESS BATCHES and CHANGE AUTOPAY.
3. The HR CERIS Practitioner will contact the manager to validate the effective date.
Based on the contact with the manager, the SEPLOA team will update CERIS and refeed the transaction to Payroll.
Or
Authorize the CERIS/SEPS Practitioner to manually update Payroll .
4. The HR CERIS Practitioner will inform NPS of the correct effective date.
5. After the effective date is validated:
Go to DP2Is the employee overpaid?
-a salary analysis is performed.
-- the CERIS/Seps Practitioner should now proceed to analyze the record for any overpayment before taking the batches off hold and
any payments are made.
DP2: Is Employee overpaid?

If yes (overpaid salary and/or vacation and/or separation pay), go to AP3


"ESTABLISH RECOVERY PLAN FOR OVERPAYMENT"

If no overpayment, then, go to DP3 "TURN OFF THE AUTO PAY"

Major Steps to Determine Overpayment:


1)Perform salary analysis to determine if employee has been p aid accurately ( etv is e001 and / or e005)
2)Research if vacation was paid and needs to be collected back (etv is e 511)
3)Review separation weeks/lump sum payments under etv #s 510, 513, and/or 514 :
A. PERFORM SALARY ANALYSIS
A salary analysis is performed on each serial to determine if the employee has been paid properly . Run
NPSQMF.LOTUSCURRENTYEAR_P (FOR current year), NPSQMF.LOTUSXXP (where XX = Year, ie. 09 for 2009) and review the
report to confirm employee has not been overpaid based on the Leave of Absence date and salary .

The salary analysis is performed using the number of days in the pay period to determine that the employee has been paid correctly .
Regular employees are paid Semi-Monthly. The first pay period of the month is the first thru the fifteenth. The second pay period of
the month is the sixteenth thru the last day of the month. The number of days in the pay period is determined by counting the number
of work days (Monday thru Friday) for the semi period. The number of days in the pay period will vary from ten days to twelve days .
Count the number of days the employee was paid in the pay period with the Leave of Absence submission :
Monthly Rate / 2 = Semi pay
Semi Pay / Number of work days in the Pay Period = Daily Rate for the specific Pay Period
Daily Rate * Actual Days Worked = Partial Salary Amount
B. CHECKING FOR OVERPAYMENT CAUSED BY SEPARATION/VACATION/FINAL CHECK:
1. On NPS, go to the B4I screen and input each etv to determine if the etvs E 511 (for Vacation), 510, 513, and /or 514 (for
Separation) were paid out in the timeframe of the separation.
2. Go to the A9I screen and look for a final checks that paid out the subject etv #s
NORMALLY, check codes : F, G, J, D
3) F5 to Open the final check. F2 or F3 to scroll forward or backward to check etvs 511, 510, 513, 514 and 001 (for Salary)
4)Vacation payments e 511Normally, vacation payments are allowed if the actual leave was taken and no action should be taken to recover vacation pay .
However, The Return from Leave that is the Reversal of the LOA must be processed like a REINSTATEMENT .
5) Separation payout as weeks and / or lump sum normally under etv #s 510, 513, and/or 514:

Separation weeks payout:


What is the number of separation weeks paid out?
What are the number of weeks on Leave of Absence?
If the number of separation weeks paid out exceeds the number of weeks on Leave of Absence , then , the difference is the
overpayment, go to AP3 "ESTABLISH RECOVERY PLAN FOR OVERPAYMENT."

Separation lump sum payout:


Recover the entire lump sum amount, go to AP3 "ESTABLISH RECOVERY PLAN FOR OVERPAYMENT."
Health care batches
Any previous pay period Health Care (ETV E441) batches should be deleted in order to allow the X batches/salary batches to create
- Benefits will resend to NPS any retro payments due from the employee with their next file since they are notified from HR CERIS of
the RL also. The X batches/salary batches will then be created with the next calc. If these are to be held you should review them
and update them to Hold status at that time.

AP3 ESTABLISH RECOVERY PLAN FOR OVERPAYMENT


Major Steps:
1)Determine if Overpayments team will recover or if CERIS /SEPS will recover
The Overpayment team handles the recovery when the serial number is on CEDAR
And
When the calculation is complete.
It is a good indication that the calc is complete when the CEDAR fields labeled Overpay/Loan Amts is greater than
$0.00.

2) When CERIS/SEPS handles recovery, it is handle as an Active Overpayment. See Active Overpayment Procedure in the
appendix.
The CERIS/SEPS team will handle the active overpayment recovery for RL when
a)The serial number does not appear on CEDAR

or
b)The serial number appears on CEDAR and the overpayment calc is not completed by the Overpayment team.
It is a good indication that the calc is not complete when the CEDAR field labeled Overpay/Loan Amts is $0.00
Excerpt from CEDAR:
Serial Type SeqNo
Name
XXXXXX
PR
0001
LAST NAME, NAMA
Overpay/Loan Amts
Recovered Amounts
___

Payments Received

Balance Status
CLOSED
Total Due IBM
0.00

If there is uncertainty as to who will handle recovery of the overpayment , send a note to the Overpayment team at
overpmts@us.ibm.com to ask if they will be initiating the overpayment recovery process and request their reply for the same day :
Get the reply the same day as the feed so that you can complete your recovery setup on the same day as the feed .
If the reply is not received on the same day of the feed , then, you will have to place the batches on hold and turn auto pay off until the
reply is received. See the appendix for the Process batches and change autopay procedures .

DP3 Active Overpayment?


If No, the overpayments team handles the recovery
If Yes then, go to the Appendix and follow the Active
Overpayment procedure.
DP4 "TURN OFF THE AUTO PAY?"
- If you are at this decision point, then, Autopay should remain ON for this active employee when:
The effective date of the RL has been verified and related processing is correct and complete AND
the overpayment question has been addressed:
There is no overpayment OR Any overpayment has either been recovered or batches are set up to recover the overpayment in future
payments.
- If any of the steps related to the above conditions are not complete , then, autopay should be turned OFF while the
verification and overpayment recovery processes continue .
.
AP4 DETERMINE DUE TO EMPLOYEE
Analyze salary paid by pay period
Determine whether retroactive and/or current monies are due to the employee by pay period . Then, proceed to the next
activity.
- If additional monies are NOT due to the employee, then, proceed to the next activity.
AP5 REVIEW AND PROCESS BATCHES AND/OR PAYMENTS
No matter if payment is due or not due to the employee , the active and held batches need to be processed.
1)Active and Held batches:
Review the active and held salary batches. See appendix Process batches.
Delete the active and held batches that are not valid and would create erroneous payments .
Activate the HELD batches to payout for retroactive and current pay periods .
2)Payment is due to the employee for pay periods where the semi calc has run and there are no Active or Held batches :
2.a)Personal Batch:
Create payment via the G5U (refer to Process a Check in a Batch in the Batch Processing Module for instructions on setting up a
personal batch). Batch payments should be set up for any pay periods where the employee was not paid pending receipt of the
amount of the overpayment using:

Check Code = N
ETV = E
Code = 001
Pay Period = Pay Period of salary payment due
Year = Current
Act Code = G

2.b) On-line Check Data Payment:


Create salary payment via the A9U (refer to A9 Check Processing Guide, 'NC' Transaction) for any pay periods where the employee
was not paid salary.
The a9u can include prior pay period salary if it is due.
The check type is NC and the check code is N.
NOTE: System Generated Batches (X/N) are automatically closed before each semi calc.
Failure to take batches off hold will appear as E-Messages, usually in the case of future changes to the employee record a DEF
deferred trigger message would be generated which would then delay an update to the employee record . E-Messages are resolved
by referring to the Payroll System Message Database, located on your Lotus Notes Workspace.
Note:
1)
If the semi-calc has NOT run for a pay period , then, the associated semi-calc should create the semi-monthly pay. Normally, the
system will not feed an X batch when the semi-calc has not run.
Example 1)
The semi calc will run on 8/6/yy
The RL feed for sn xxxxxx is on 8/6/yy morning
The effective date of the return is 8/3/yy
No system batch was fed and no personal batch or manual check processing is required .
The semi calc on the night of 8/6/yy will create the salary pay for 8/3/09 to 8/15/09.
2)
Process/Create batches or payments for salary due for retroactive pay periods for which the semi calc has occurred .
Example 2)
The semi calc will run on 8/6/yy
The RL feed for sn xxxxxx is on 8/6/yy morning
The effective date of the return is 7/3/yy
Two system batches fed. Each batch is an X type with an N code.
One batch is for pay period 13 and one batch is for pay period 14.
The semi calc that runs on 8/6/09 will create the salary pay for pay period 15.
AP6: VERIFY PAYMENT(S) if CORRECT on the Next Business day after the calc (Day 2 review).
- Review the serial number and the checks to ensure the employee is paid correct - no over or under
payment.
Page back and forward to ensure that there are no duplicate checks or erroneous payments
Recall and reverse any checks that create an overpayment and reprocess a correct payment .
When you anticipated that the semi-monthly calc would create the semi-monthly payment, then , verify that
payment was created and is correct on the business day after the semi calc date .
MANUAL UPDATES Manual updates will be processed with request and proper authorization via note from HR CERIS where there is no current CERIS
transaction to send or resend the transaction. (example employee returns from leave and then CERIS requests a separation to be
manually added to Payroll - Bridge to retirement)
Since the RL transaction from CERIS generates a salary payment based on the effective date fed , changes to the return from leave
date will be suppressed in CERIS to avoid duplicate payments and overpayments . Changes in return from leave effective dates will

be manually processed by the EDM Analyst Practitioner with proper authorization and the process continues with validation of the
effective date.
Note: Manual requests to update payroll with a Return from Leave should be processed on the Payroll flowcut calc.
The HR CERIS Practitioners notification, when there is a return from leave date change, must be included with documentation for
imaging purposes in support of the update to the 10U and any Autopay updates.
To manually change the LOA End Date when the employee is now active :
o
o
o
o
o

Access the 10U, 20U or 103 screens


Effective Date = Current Date
Status Action = IC
Change LOA End Date to the date provided by Ceris.
Enter

Verify Autopay has been set to Y for the effective date provided by Ceris .
If autopay update is required, the steps are found in the appendix in Change Autopay:
Important:
The next business day review the active batches that normally are created from an RL and /or autopay update.
Delete any batches that would create erroneous pay.
Allow those batches to run that would create the correct pay due .
See the appendix Process batches.

PERFORM SALARY ANALYSIS After Manual Update


A salary analysis must be performed on the employee's record to determine the correct salary adjustment based on the revised return
from leave date provided by HR CERIS.
o Based on the analysis, if the effective date was changed to a date greater than the original return from leave date , the
employee has been overpaid and recovery must be set up against the employee 's salary.
Example: Original LOA End Date: 1-18-99
Revised LOA End Date: 1-20-99
Results: Employee was paid for the entire pay period (10 days) and should have been paid for 8 days out of 10 in the pay period.
Based on the current salary, calculate the 2 day overpayment and set up a personal batch for recovery from the next pay
period.

o Based on the analysis, if the effective date was changed to a date less than the original return from leave date , the employee
has been underpaid:
Example: Original LOA End Date: 1-18-99
Revised LOA End Date: 1-13-99
Results: Employee was not paid any earnings for the 1-15-99 pay period and should have been paid for 3 days out of the 11 days in
the pay period. Based on the current salary, calculate 3 days due and set up a personal batch for the salary due to be
included in the next pay period (DP4).

-Calculating the Payment:


To calculate the overpayment/underpayment the following formula should be used:
Monthly Salary / 2 / # of days in the pay period x # of days overpaid / underpaid =

batch recovery / payment

After the next semi monthly calc which would include the recovery or additional salary payment , verify this is complete by
viewing the check generated using A9I and that an external check number has populated the A 9 Check Header. Confirm that the
recovery or additional payment amount is included in the check by F 5 to review the check.
A9I1

ONLINE CHECK DATA EMP# XXXXXX


INQUIRY DATE 03051998
NAME LAST NAME,NAME
TYPE
PERIOD 05 YR 98
PAY ENTITY
TAX ENTITY
CHK:CODE N STAT A
CHECK NOS:
INT 980630006199 EXT U924368 REV
PAY ALL NOW?
CHECK DATES: LD 03151998 CHECK 03051998 FINAL
PRT/DEL
DUP O/R
GROSS
1694.25 NET
1118.20 TX:ALL N DAYS
FREQ:EARN
DED

See Attachment section of BPM document to review appendix information :


Processing batches
Printing reports