Leave of Absence Form Help

The Leave of Absence Form is available in MS Word format.  Although it may be completed by hand, we strongly encourage you to complete it electronically so that you can take advantage of the built in dropdown boxes.  Please do not enter paragraph returns or spaces, as this will cause the form to move onto 2 pages.

Once the form has been completed electronically, print it, have it signed and forward it to Human Resources or Faculty Relations. Please ensure all necessary signatures are provided, along with all applicable fields.  Missing information or signatures will result in paperwork being returned to the Department and/or Faculty and will delay the processing of the leave.

FEEDBACK: If you have any questions regarding the use of this form, or any suggestions on how to improve it, please click here. All feedback is valued.

When complete, send this form to Faculty Relations (faculty leaves) or Human Resources (all other leaves).

PERSONAL INFORMATION Section

MANDATORY?

DROP DOWN LIST?

HYPERLINK LIST?

Employee ID
  • This is the UBC employee ID.
  • You can look it up on the HRMS system, or ask the staff member (it is printed on their pay stub).
Yes
Social Insurance Number
  • Provide this if the employee ID (above) is not known.
First & Last Name fields Yes
Address while on leave

City

Province

Postal Code

Country

  • Address of employee while they are on leave.
  • It may be necessary to bill an employee for benefits.  Make sure a proper address is provided.
Yes
Work Phone Number
  • Provide the work phone number where the employee can most likely be reached when they are at work.
Yes
Leave Home Phone Number
  • This may be a home or cell number and is the number where the individual is most likely reached while they are on leave.
Yes
Department name
  • Click on the link to the right for a list of department codes and names.
  • Copy and paste the information into the field box on the form.
Yes Yes
Job Title
  • Click on the link to the right for a list of job titles.
Yes Yes
Fac/Staff
  • Identify whether the person is Faculty or Staff.

DEPARTMENT – DETAILS OF LEAVE Section

MANDATORY?

DROP DOWN LIST?

HYPERLINK LIST?

Leave Start & End Dates
  • Must be in YYYY-MM-DD format.
  • Reflects the duration of the individual’s leave.
  • It may be necessary to break up the leave into multiple pieces.  If so, put each piece on a separate line, and identify the type of leave of each.  For example, a person might take maternity leave for a year, followed by personal leave for 6 months.
  • If the leave is ongoing, enter ‘ongoing’ in the end-date field.
Yes
% Salary Paid
  • Describes the percent of regular salary the employee will be paid by their department while on leave.
Yes
% Benefits
  • Describes the percent of benefits the employee will maintain while on leave.
  • If there is not sufficient salary to pay for benefits via payroll deduction, then the employee will be billed.
Leave Type
  • Identify the type of leave being taken
Yes Yes
Comments
  • Any additional information that would help in understanding the leave being taken.

FUNDING DETAIILS – FOR PARTIAL LEAVES Section

MANDATORY?

DROP DOWN LIST?

HYPERLINK LIST?

Start & End Dates
  • If the salary is ongoing, enter ‘ongoing’ in the end-date field.
  • Please note that these dates may differ from the Appointment Start and End Dates.
Yes
Position Number
  • For each portion of the appointment that is GPO funded enter the Fslot number or “soft” as appropriate.
Yes
Earnings Code
  • Click on the link to the right for a list of Earnings codes and a brief description.
  • Talk to your Payroll Services Rep if you need more information
Yes Yes Yes
Speed Chart
  • Enter the appropriate 4-letter speed chart number.
  • If you don’t know your Speedchart, you, or one of your co-workers with ‘FMIS on the Web’ access, can look it up (keep reading).
  • Sign on to ‘FMIS on the Web’, select the ‘Chartfields’ menu item, and then select ‘Speedcharts’.
  • Enter your Chartfield info and, if a Speedchart exists, the system will tell you what it is.
  • If this doesn’t work, then a Speedchart does not exist and you will have to complete a ‘Chartfield Request – Project/Grant’ form and request a Speedchart be created for an existing P/G.
Yes
Account
  • Provide the appropriate account chartfield.
Yes Yes Yes
Fund Code

Dept ID

Project Grant (P/G)

  • Of these 3 fields, only the P/G is MANDATORY.
  • The other fields are optional, and can be added to help in on-line data entry verification.
Yes
Amount
  • This amount must correspond to the ‘Monthly, Hourly or Per Period’ check box above.
  • If unpaid enter ‘0’.
Yes
Annual Amount
  • This is the amount field x 12.
  • This field is for informational purposes only and is not data entered.
Monthly,

Hourly,

Per Period

  • Click the applicable box (one only) and ensure the salary amounts correspond.
Yes
Totals
  • A total of all funding sources.
  • This field is not data entered, however, it is used to cross check against system totals.
Yes

SIGNATURES Section

MANDATORY?

DROP DOWN LIST?

HYPERLINK LIST?

Faculty/Department Use
  • An area where the faculty an/or department can insert comments for themselves or as additional information to Faculty Relations.
Human Resources/

Payroll Use

  • An area for HR and Payroll to record comments.
  • This are is usually stamped when the appointment for is received.
Signatures
  • Provide signatures as necessary.
Yes

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