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					SAP Absence Recording Manual                                                      Page 1 of 31



Introduction to this training module
Who is it aimed at?

This training module is designed for people who have a basic familiarity with SAP but no
experience of recording absences, either with or without SAP. If you have not used SAP
before, please complete the SAP training module called “Introduction to SAP” before
attempting this module.

What will it show me?

This module will explain what is meant by “absences” and what needs to be recorded for
different types of absences. It will show you how SAP records absences and how to enter
details of absences on to SAP.

How will I learn about SAP?

This manual details both the procedure within the University and the procedures used to enter
information onto SAP. Included in the manual is a summary sheet designed to be used as a
reminder of the process when actually using SAP.

The manual can be used as a reference or for clarification as required. Appendix F is a
summary designed to be used as a reminder alongside the PC as you are entering
information on to SAP.


Summary of this training module
The training manual

   Absence – an introduction
   How to record absences
   How to check/change entries on SAP
   Summary document



Contact details for the SAP Project Team
The principal contact point is the SAP Helpdesk, which is manned by the HR Systems Team
in Human Resources Division. Use the SAP Helpdesk (details at the foot of this page) for
enquiries about access to SAP, the use of SAP or any other SAP-related questions.




SAP Helpdesk – ext 54601 or saphelpdesk@salford.ac.uk
SAP Absence Recording Manual                                                          Page 2 of 31



Index

Index            .       .       .       .        .      .        .      .        .         2

Introduction to recording Absences at the University of Salford   .      .        .         3

Recording Absences on SAP        .       .        .      .        .      .        .         4

Recording Annual Leave                   .        .      .        .      .        .         5

Recording Sickness Absences .            .        .      .        .      .        .         7

To record a Half-day Sickness Absence             .      .        .      .        .         9

To view Absence Records                  .        .      .        .      .        .         10

To update Absence Records                .        .      .        .      .        .         11

To enter additional information for sicknotes            .        .      .        .         12



Appendices

Appendix A       Data Entry Conventions and Warning Messages .           .        .         13

Appendix B       To search for a Personnel Number        .        .      .        .         14

Appendix C       To check an annual leave quota          .        .      .        .         15

Appendix D       To find which employee records you can access .         .        .         17

Appendix E       Leave of Absence - University Policy    .        .      .        .         18

Appendix F       How to enter details of sickness absence on SAP         .        .         22

Appendix G       How to enter details of more than three sicknotes for one sickness         24

Appendix H       Summary of procedures used to record absences           .        .         27

Appendix I       Reasons for Sickness Absence (codes) .           .      .        .         29

Appendix J       Additional notes and examples for Sickness Absence entry         .         30




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SAP Absence Recording Manual                                                       Page 3 of 31



Introduction to recording absences at the University of Salford
This introduction is not a summary of the University‟s policies on absence (see
www.hr.salford.ac.uk). It is designed to tell a SAP absence recorder what he/she needs to
know to be able to record accurately absences in his/her department of the University.

University policies

Managers will nominate a person who should be contacted in the event of an absence
(absence recorder). This person should record the details on SAP, where possible on the day
the absence occurs (or if possible in advance).

The most common reasons for absence from work will be annual leave or sickness. Flexi
time off should also be recorded, as should various other less common reasons which are
detailed on Page 4 of this manual. Please notify your Link HR Manager for any maternity,
paternity, adoption leave or any other “special” leave.

If a sickness absence lasts for four [4] consecutive days, the member of staff should complete
a University self–declaration form, which should be recorded on SAP. If a sickness absence
lasts for more than seven [7] consecutive days (including weekends and Bank Holidays), the
member of staff must obtain a medical statement and forward it to the absence recorder who
should enter the details on to SAP. When entered on to SAP, all medical statements (sick
notes) should be signed to show they have been entered on to SAP and then forwarded to
Payroll Department where they are held to check sick pay if necessary.

Using SAP

Absence recorders will only be able to view the records on SAP for members of staff within
their own departments of the University (see Appendix D to check which employee records
you can access). Please notify the SAP Helpdesk if you do not have access to the SAP
records of a staff member for whom you are the absence recorder.

SAP is a fully-automated absence recording system. Leave quotas are assigned dependant
on length of service. The quota is reduced as absence is recorded on SAP and absence
cannot be recorded if the quota has been used up (see Appendix C to view an employee‟s
absence quota). Sick pay is awarded automatically and reduced to half pay/no pay when the
entitlement to full sick pay has been exhausted.

Absence recorders should be aware of this. Any errors are not likely to be noticed
immediately. It is most likely that errors will go unnoticed until a holiday is not allowed
or the wages are incorrect. It is strongly advised that, before any entries are saved on
SAP, the dates, in particular, are checked carefully.

Important

SAP is used by the University to pay all its employees. When Payroll Department is using
SAP to run a payroll, no other users should use SAP to enter data. If you try to use “Maintain
Master Data” to change the record of a member of staff whilst their payroll is being run, SAP
will automatically redirect you to “Display Master Data”, where you can view, but not change,
the record.

The University has various payrolls: for example, academic employees are paid at the end of
the month and support employees are paid in the middle of the month. It causes no problems
to enter absences for a payroll that is not locked while another is locked. For example,
absences can be recorded for academic staff (end-of-month payroll) while the mid-month
payroll (for support staff) is locked.




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SAP Absence Recording Manual                                                           Page 4 of 31



Introduction to recording absences on SAP
Absences of any type are recorded on the “Absences” infotype (screen). Typical absences
will be due to sickness, annual leave, maternity leave and time off in lieu, as well as other less
common reasons for absence. Different “subtypes” of absence records are created for the
different types of absence. The table below shows all the subtypes of absence that can be
used on SAP, with those which you are authorised to enter in bold. Any type of leave which is
not highlighted and emboldened MUST be referred to your HR Link Team, using the Leave of
Absence form available for download from the HR website, for authorisation and recording.

        Code/Identifier                   Absence Subtype text

        AB00                              Half day Authorised Absence UP
        AB01                              Authorised Absence UP
        AB02                              Unauthorised Absence UP
        AL01                              Annual Leave FP
        CD01                              Civic Duties FP
        CL01                              Compassionate Leave FP
        CL02                              Compassionate Leave UP
        FL01                              Flexi Leave FP
        JS01                              Jury Service FP
        PL01                              Parental Leave FP
        PL02                              Parental Leave UP
        SA01                              Strike Action UP
        SH01                              Half-day Sickness Leave OSP/SSP
        SK01                              Sickness Leave OSP/SSP
        SP01                              Special Leave FP
        SP02                              Special Leave UP
        ST01                              Study Leave FP
        ST02                              Study Leave UP
        TL01                              Time off in lieu FP
        UD01                              Union Duties FP
        UD02                              Union Duties UP
        WH01                              Working from home FP

Note: “UP” stands for unpaid, “FP” stands for full pay. Entering absences on SAP can affect
a person‟s pay for that month. Care must be taken to select the correct subtype of absence.

SAP automatically calculates absence quotas, not allowing leave to be entered if the quota
has been used and automatically adjusting sick pay to half pay at the correct time. In
calculating absence quotas SAP accounts for Bank Holidays, length of service and allows
carry-over leave only as per University policies.

Summary of the process used on SAP to record absences

All types of absence are recorded on SAP in the same way. An absence record is created
that records the type of absence and the dates of the absence. If the reason for the absence
is sickness, additional information is recorded on another infotype, giving full details from the
sicknote.

1    Select the “Absences” infotype and the correct subtype (eg annual leave or sickness).
2    Enter dates of absence.
3    Create absence record.
4    Check entries; then Save entries.
5    For sickness absences, record details of the sicknote.




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SAP Absence Recording Manual                                                             Page 5 of 31



Recording annual leave
Use this procedure to record all types of absence except for sickness absences (see Page 7)
and maternity leave (please contact your Link HR Manager).

SAP will only allow absences to be entered if that person has quota remaining for that type of
absence. SAP automatically updates quotas when absence records are created.

   Select Maintain HR Master Data
   Enter Personnel number, or search for Personnel number (see Appendix B)
   Press Enter, check the details of the employee are correct
   Select the Working Time tab
   Select the Absences infotype
(As an alternative to the 2 previous steps, just enter “2001” into the Infotype field)
   Enter the absence subtype code into the STy field (eg “AL01” for annual leave)
   Enter the dates of the absence into the Fr. and To fields
   Click the Create button
   Check carefully to ensure that the details of the absence have been entered correctly
      To enter a half day absence, change the Absence Hours from 7.25 (7hrs 15mins) to
       3.62 (3hrs 40 mins).
      It is not possible to enter records for an absence of one and a half days. Enter two
       records, one for a day, one for a half day.
   Save
   Click Back to exit




                                                                     Create button




                                                                     Dates of absence



                                                                      Infotype (2001)



                                                                     Absence subtype




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SAP Absence Recording Manual                                                     Page 6 of 31



See Page 10 to find out how to view absence records or Page 11 to find out how to change
absence records.

If an absence is recorded after the employee has been paid, SAP will display an information
message “Enter data for payroll past (retroactive accounting)”. Click Enter to continue. See
Appendix B for more details.




SAP Helpdesk – ext 54601 or saphelpdesk@salford.ac.uk
SAP Absence Recording Manual                                                               Page 7 of 31



Recording sicknesses
The SAP HR system has been configured to automatically identify an employee‟s entitlement
to receive payments of OSP (Occupational Sick Pay) and SSP (Statutory Sick Pay). Where
the employee‟s entitlement increases with their „seniority‟ (i.e. the length of their service) this
has also automatically been taken into account.

The system will automatically control the employee‟s entitlement to receive OSP/SSP at the
appropriate rate and will change their sick pay rate from Full Rate to Half Rate or to Zero Rate
as those entitlements are exhausted by sickness absence.

A similar procedure is used for entering sickness as for recording other absence types. To
record details of sicknotes, SAP automatically displays an additional infotype (screen) after
the normal “Absences” infotype has been used.

   Select Maintain HR Master Data
   Enter Personnel number, or search for Personnel number (see Appendix B)
   Press Enter, check the details of the employee are correct
   Select the Working Time tab
   Select the Absences infotype
(As an alternative to the two previous steps, just enter “2001” into the Infotype field)
   Enter the absence subtype code into the Sty field (“SK01” for sickness) – see Page 9 for
    details of how to enter half-day sickness absences (Sty “SH01”)
   Enter the dates of the absence into the Fr. and To fields
   Click the Create button
   Check carefully the details of the absence have been entered correctly
   Save. An information message is displayed at the bottom of the screen, informing you
    that some of the employee‟s entitlement to sick pay has been used.
   Click Enter to acknowledge this message (the “Create Additional Abs. Data” infotype is
    displayed).
   Enter a brief description of the illness in the Description field.
   If the sickness is a result of an Industrial Accident, the Claim for Ind Accident field should
    be highlighted. This will alert the University‟s Occupational Hygiene & Safety Services of
    the problem.
   Click on the Variable data button (on the second menu bar).
   If a sicknote has been received, follow the next six steps (see completed record below):
     Enter the dates for which the sicknote is valid in the From and To fields on line 01
     Enter the type of sicknote from the drop down list in the field to the right of the To date
      field on line 01
     Enter the date the sicknote was signed in the Comments field on line 02
     Enter the name of the doctor in the Comments field on line 03
     Enter the type of illness, from the drop down list, in the field to the right of the To date,
      on line 04
     Enter the description of the illness from the sicknote in the Comments field on line 05
    If you have a second sicknote, this must be entered separately. Complete the following
     steps and then return to the Additional Abs. Data screen and choose Change to add the
     next sicknote.




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SAP Absence Recording Manual                                                          Page 8 of 31



   Save. Do not miss this stage out even if there is no sicknote. It is not possible to
    enter sicknote details in the future if this record is not created at the same time as the
    absence record.
    Click Back to exit
   When a sicknote has been entered it should be signed to show it has been entered onto
    SAP and then sent to Payroll Department.


Please note that all absence dates on SAP are inclusive. Therefore, if an employee
returned to work on a Monday, the Sunday date should be entered as the end date of
the absence/sicknote.




It is only possible to record details of the sicknote if a record is created on the Create
Additional Abs. Data infotype. Even if no sicknote has yet been received, the Save button
must always be clicked to create this record so that, if a note is received in the future, it can
be recorded.

Often, when sicknesses are entered on to SAP, no sicknote will have been received. But if
the absence is extended, a sicknote might be received after the record has been created or a
second sicknote might be received for the same absence. In both of these cases, the original
sickness record must be updated (see Page 10).




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SAP Absence Recording Manual                                                             Page 9 of 31



To record half day sicknesses on SAP

   Double click on Maintain HR Master Data




                                                        Select the Working Time tab


                                                        Highlight Absences



                                                        Enter the date of the sickness in both date fields


                                                        Enter “SH01” in the Sty field




                                                        Click Create

   Select the Working Time tab
   Highlight Absences
   Enter the date of the sickness in both of the date fields
   Enter “SH01” in the STy field
   Click Create




                                                          Reduce this value by half (3.62 if the person
                                                          normally works a 7¼ hour day)




                                                         Click Save




   Change the value in the “Absence hours” field to reduce it by half.
    - For employees who work a 7¼ hour day, enter 3.62
    - For employees who work different hours, divide the value shown by two.
   Click Save

Note
To include half day sicknesses when running sickness reports, run the reports for both SK01
and SH01 using the Multiple Selection button




SAP Helpdesk – ext 54601 or saphelpdesk@salford.ac.uk
SAP Absence Recording Manual                                                             Page 10 of 31



To view absence records
   Select Display HR Master Data
   Enter Personnel number, or search for Personnel number
   Press Enter, check the details of the employee are correct
   Select the Working Time tab
   Select the Absences infotype
   To view all absence records, click the Maintain overview button
     Enter an absence sub-type in the STy field to only view records of that type.
     Use a radio button from the Period panel to limit the date range of displayed records or
      specify the date range in the Fr. and To fields
   To view the full details for a specific record, highlight that line by clicking the small button
    on the lefthand end of that line, then click the Choose button.
   Use the Back button to return to the main menu


                                                                        Maintain overview



                                                                        Enter Personnel number



                                                                        Select dates if required




                                                                        Select period if required




                                                                       Select absence type if required




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SAP Absence Recording Manual                                                           Page 11 of 31



To update absence records
If an entire absence record needs deleting, you will have to contact the SAP Helpdesk
(extension 54601). Please have details of the absence and the relevant Personnel number
available when you ring the helpdesk.

   Select Maintain HR Master Data
   Enter Personnel number, or search for Personnel number
   Press Enter, check the details of the employee are correct
   Select the Working Time tab
   Select the Absences infotype
   Select the absence record that needs to be updated (see previous section)
     To view all absence records, click the Maintain overview button
     Enter an absence sub-type in the Sty field to only view records of that type.
     Use a radio button from the Period panel to limit the date range of displayed records or
      specify the date range in the Fr. and To fields
     To view the full details for a specific record, highlight that line by clicking the small
      button on the lefthand end of that line, then click the Change button (pen icon).
   This screen is updateable. Dates can be extended.
   Save your changes




                                                                 Extend dates if required




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SAP Absence Recording Manual                                                                  Page 12 of 31



To enter additional information for sicknotes
If an additional sicknote is received after the first sicknote has been entered, use the
procedure described below. Do not create a new Absence. Firstly, the main “Absence”
record should be updated. Usually this will involve changing the end date of the absence.
Secondly, the “Additional Absence Data” record should be updated. Usually this will involve
adding a further five lines of details about the sicknote, directly after the details of the previous
sicknote.

    First change the absence record as described in the previous section.
    Select Maintain HR Master Data
    Enter Personnel number, or search for Personnel number
    Press Enter, check the details of the employee are correct
    Select the Working Time tab
    Select the Additional Abs. Data infotype
    Select the record that needs to be updated (see previous section)
    To view all records, click the Maintain overview button. Use a radio button from the
     Period panel to limit the date range of displayed records or specify the date range in the
     Fr. and To fields
    To view the full details for a specific record, highlight that line by clicking the small button
     on the lefthand end of that line, then click the Change button (pen icon).
    This screen is updateable. Scroll down past the details of the previous sicknote, then
     use the next 5 lines to record details of this sicknote as described on Pages 7/8.
    Save your changes
    When a sicknote has been entered it should be signed to show it has been entered on to
     SAP and then sent to Payroll Department.




                                                                  Details of first sicknote




                                                                  Use these 5 lines for the
                                                                  next sicknote




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SAP Absence Recording Manual                                                      Page 13 of 31




Appendix A
Data Entry Conventions & Warning Messages

Data Entry Conventions

Upper and lower case (i.e. normal sentence case) should be used throughout data entry.

No full stops, commas or quotation characters should be used in any entries; for example, no
comma after the house number and no full stop after abbreviations.


Warning and Error Messages

    Yellow for warning
     A warning message advises you of a situation but you can choose to continue. Review
     the message and use your judgement to identify if you need to take any action.

    Red for error
     An error message advises you that you cannot carry out an operation and it will not allow
     you to ignore it

     A red error message that is not caused by user error must be notified to the SAP support
     desk. Make a note of the following

        Employee Number
        Screen Header/Title
        The text of the error message

     Leave the screen displayed on your workstation and contact the SAP Helpdesk. The
     SAP Helpdesk may be able to log in to your workstation to identify the problem. Only
     exit the screen when you have been advised to do so by the SAP Helpdesk.




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SAP Absence Recording Manual                                                       Page 14 of 31




Appendix B
To find a Personnel Number
Each person on SAP has a unique eight-digit number assigned to them called the Personnel
number. Each Personnel number has an attached post at the University of Salford, personal
details for the staff member, payroll details, expenses details and other personnel-related
information. Since each Personnel number has a post within the University attached to it,
people who have two or more posts at the University will have two or more Personnel
numbers.

Whenever SAP is used, the Personnel number will have to be entered. If this number is
known, type it into the Personnel Number field; if it is not known, a search must be made.

Searching for a Personnel number

   Click in the Personnel Number field. The “Possible entries” button appears.
   Click on the “Possible entries ” button




   Select the Last Name – First Name tab
   Enter Last Name and/or First Name. Searching is not case sensitive on SAP.
    If there is any doubt over the way a name is spelled, use a wild card character (“*”). For
    instance, if it is not known whether a name is spelt McDonald or MacDonald,
    enter”M*cDonald” to ensure that both possibilities are displayed. It is usually possible to
    find a person by typing in the first three or four letters of both the First and Last names
    with a wildcard.
   Click the Start search button (green tick)
   Use the date of birth to select the correct line; then click the Copy button (green tick).
    Alternatively, double click the required line
   Click the Enter button (or press the Enter key on the keyboard) to view basic details for
    that Personnel Number.



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SAP Absence Recording Manual                                                             Page 15 of 31




Appendix C
To check remaining annual leave quotas
Annual leave quotas are generated by SAP and reduced automatically each time annual
leave is recorded. To view the quota that has been generated by SAP and the number of
days quota that has been used, use the Absence Quotas infotype on the Working Time tab.
The SAP Helpdesk can, on request, produce a report listing the absence quotas for all
members of staff in your area.

                                                               Enter Personnel number, click Enter


                                                               Select the Working Time tab

                                                               Select Absence Quotas

                                                              Enter required dates (or click the “Today”
                                                              button)




                                                               Click Display




   Enter Personnel Number

   Click Enter

   Select the Working Time tab

   Select the Absence Quota infotype by clicking the small button at the left-hand side of the
    line

   Enter the required dates either in the Fr. and To fields or click one of the radio buttons just
    below.

   Click Display to view the annual leave quota



                                                                 Dates for which the quota applies



                                                                 Total quota for indicated period


                                                                  Amount of quota used in indicated period




                                                                  Click Back to finish




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SAP Absence Recording Manual                                                 Page 16 of 31



This screen displays the annual leave quota (and quota that has been used) in the period
indicated towards the top of the screen. This period is not necessarily the same as that
defined previously.    Please contact the SAP Helpdesk (extension 54601 or email
saphelpdesk@salford.ac.uk) with any queries regarding absence quotas.




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SAP Absence Recording Manual                                                           Page 17 of 31




Appendix D
To find out which employee records you can access
If you have access to SAP‟s Absence Reporting module, you can run the SAP report “Display
Absence Quota Information” as described below in order to find out exactly which employees‟
records you can access, Alternatively, if you do not have access to Absence Reporter,
please contact the SAP Helpdesk (extn 54601 or saphelpdesk@salford.ac.uk). The SAP
Helpdesk will run the report for you or will offer an explanation if you cannot access the record
of an employee for whom you are the absence recorder.

   Log in to SAP (Production)




                                                            Click here to open the
                                                            Reports folder


                                                            Double click here to run
                                                            the report




   Open the Reports folder by single clicking the small arrow to the left of the folder

   Double click on the Display Absence Quota Information report




                                                                 Click the Today radio button


                                                                  Click Execute




   Click the Today radio button in the Period frame

   Click Execute to see a list of all employees whose SAP records you can update




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SAP Absence Recording Manual                                                        Page 18 of 31




Appendix E
Leave of Absence - University Policy

The following is extracted directly from the Staff Handbook. It explains the University‟s policy
on some of the less common leave types



1     Compassionate Leave

      Compassionate leave is normally granted for urgent family affairs or the prolonged
      illness of a member of a family/partner.

      Usually, compassionate leave will be granted without reduction of salary for a period
      not exceeding one week. The Head of School or Director of a Support Unit has
      delegated authority to agree up to five (5) days paid compassionate leave. Thereafter,
      if a member of staff requires a longer period off work, it would normally be on an unpaid
      basis. Exceptionally, if a HoS wishes to recommend a longer period of paid leave,
      he/she should send their recommendation/rationale to the Link HR Manager. The Link
      HR Manager will bring the request to the attention of the Executive Director of Human
      Resources who will make a decision.

      If a member of staff wishes to attend the funeral of a relative/close friend, it is
      appropriate for a HoS to approve paid leave to cover their attendance. Where a
      member of staff is involved in funeral arrangements etc, additional compassionate
      leave can be authorised as detailed above. A pro forma is kept in Human Resources
      Division for the HoS to complete and return to their Link HR Manager.


2     Special Leave

      Special leave is over one and up to twelve months duration granted to a member of
      staff for purposes which are for the direct or indirect benefit of the University (eg:
      visiting appointments, secondments, exchanges, fellowships etc). A member of staff
      should route their request through their HoS/Dean/Director of Research
      Institute/Director of Support Division. The HoS should pass the request to the Link HR
      Manager confirming whether or not they support the request, whether full or part
      payment of salary is recommended during the period of special leave and how the
      member of staff‟s duties will be covered during the absence. In addition, if the member
      of staff is to receive an additional income from an exchange, secondment etc, this
      information should be clarified to determine what payment, if any, the member of staff
      will receive from the University for the duration of the special leave period. Requests
      for special leave from academic and research staff will be considered by the Academic
      staffing subcommittee. Requests from support staff will be considered by the Non
      Academic Staffing Sub-Committee.


3     Casual Leave

      Casual Leave is a period of leave of up to one month's duration for any variety of
      purposes (e.g. research, visits to industry, external examining, field courses,
      conferences etc). The Head of School/Dean or the Director of Support Division will
      determine whether or not the request should be approved and submit their
      recommendations to the Link HR Manager, including their view about whether the
      leave should be paid or unpaid.




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SAP Absence Recording Manual                                                           Page 19 of 31



4     Public Duties

      Staff should submit requests to their Head of School/Director of Support Unit who, in
      turn, will pass the request to their Link HR Manager with any comments they feel to be
      appropriate. The Executive Director of Human Resources (if necessary in consultation
      with the Registrar), will approve requests for up to a maximum of ten days‟ paid leave
      of absence for staff to undertake civic and public duties such as JP, magistrate, a
      member of a local authority or a member of any statutory tribunal. The leave can be
      taken in full or half days, with the prior arrangement of the HoS for each absence from
      duty. Permission should not be unreasonably withheld.

      Any member of staff who is appointed Chairman, or equivalent, of a public body may
      be granted additional leave at the discretion of the Registrar/VC.

      Members of staff who are governors at schools or colleges would be expected to take
      annual leave to undertake their duties.

      Link HR Managers will inform the HoS and staff of the outcome of their request. When
      staff are advised if leave has been granted they will be advised that since the University
      is meeting their salary, they should only claim any travelling/subsistence allowances
      due to them and not loss of earnings.

5     Jury Service

      Members of staff who are called for jury service will be given a form `Certificate of Loss
      of Earnings' to complete. This should be sent to Payroll Department who will complete
      it, indicating the sum of a day's pay (net), stamp it and return to the employee. When
      employees have received a cheque from the courts (which includes loss of earnings),
      they must send confirmation to Payroll Department of the amount received for loss of
      earnings which is then deducted from their next salary payment. Payroll Department
      maintain a record of staff going on jury service, and, if necessary, will chase them up
      for confirmation of loss of earnings received from the court.

6     Study Leave

      Study Leave is available to full time academic staff and is granted for the purpose of
      undertaking research or other appropriate and substantial study related to a member of
      staff's academic field.

      (a)    Eligibility

             -   staff with at least three [3] years‟ service may apply for a maximum of four [4]
                 months‟ study leave

             -   staff with at least six [6] years‟ service may apply for a maximum of one [1]
                 year's study leave

             -   staff who have taken four [4] months‟ study leave after three [3] years‟
                 service, may, after a further period of three [3] years, be eligible for a further
                 period of eight [8] months‟ study leave

             -   staff on temporary or probationary appointments are not eligible for study
                 leave


      (b)    Financial arrangements

             Study leave is normally on full salary, but the member of staff when submitting
             an application should indicate the salary he/she expects to receive.




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      (c)    Procedure

             -   The member of staff should discuss with their HoS their application and how
                 their duties will be covered.

             -   The member of staff should submit their application, which should include CV,
                 a list of publications and an indication of the contribution to his/her
                 academic/professional field, to the Link HR Manager.

             -   The HoS/Research Institute Director should indicate whether the application
                 is supported, together with details about financial arrangements.

             -   Applications are considered by the Academic Staff Sub Committee.

7     Day release for support staff

      (a)    Policy

             The University does not have a stated policy. Heads of School are given
             delegated responsibility for determining whether or not a member of staff should
             be given any day release. If advice is sought from Human Resources Division,
             the HoS should be advised to:

             -   consider all applications and discuss in detail with the member of staff
                 concerned with emphasis on relevance, contribution to their career
                 development etc.

             -   treat all applications with consistency in respect of a decision as to whether or
                 not to support, financial contribution and day release facilities. In respect of
                 day release, the HoS should ascertain the various modes of attendance that a
                 course offers. Wherever possible, if there is a mode of attendance that offers
                 a student ½-day release, rather than a full day, a HoS should be advised to
                 agree to ½-day release only.

      (b)    Study leave for exams

             -   HoS should be advised to allow staff a ½-day study leave period for each
                 exam for courses for which approval has been given. Annual leave should be
                 used for study/exam leave for any other courses.

8     Doctor/dentist/hospital appointments

      Staff on CS and EO grades who are working under the University's flexible working
      hours scheme can be allowed up to one hour's credit for doctor/dentist appointments
      and two hours‟ credit for hospital/consultant appointments if they are unable to make
      appointments outside core times. Similarly, staff on these grades who work in units
      that do not participate in the scheme, as well as technical staff, should be advised that
      they can be allowed the same credit.

9     Leave for non-urgent personal or domestic reasons

      Leave for non-urgent personal or domestic reasons should be taken out of annual
      leave wherever possible. In the event of annual leave being used up, the Head of
      School can consider a request for unpaid leave and submit their recommendation to
      their Link HR Manager to action with Payroll Department.




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10      Parental Leave

        (a) Subject to documentary evidence a member of staff is entitled to five [5] days‟
            leave to be taken within 28 days of the birth/adoption (paid if the member of staff
            has 12 months‟ service). If the leave is unpaid, the HoS should notify the Link HR
            Manager of the relevant dates to action with Payroll Department.

        (b) A member of staff is entitled to a further 28 weeks‟ unpaid leave within a year of
            the birth/adoption of his/her child:

11      Interview Leave

        (a) The University is obliged to allow members of staff reasonable time off to attend
            interviews if they are in a redundancy situation.

        (b) Members of staff will be given the necessary time off to attend internal interviews
            but HoS should be advised that members of staff who wish to attend external
            interviews are expected to use their annual leave.




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Appendix F
How to enter details of sickness absence on SAP

Introduction

When a sickness is recorded on SAP, information is stored on two different screens:

   Absences – the dates of the sickness are held on this screen
   Additional Abs. Data – the reason for sickness and details of sicknotes are held on this
    screen

Use the Variable Data button to access details of sicknotes




                                                              Absence screen


                                                              Additional Abs. Data screen




Absences screen
This screen only holds the start date and end date of the sickness (as well as how many
actual working days are missed in this period). When creating a sickness on SAP, clicking
the Save button on this screen will cause the Additional Abs. Data screen to be displayed




                                                              Start and end dates of the sickness are
                                                              the only updateable fields on this screen




Note
One sickness should be recorded as one record on this screen (one line when the Absences
screen is viewed in Overview mode).



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If a sickness is extended, the correct way to enter this on to SAP is to change the end date of
the sickness that has already been entered. Entering another sickness that follows on directly
from the original sickness makes it appear as if the employee has had two sickness instead of
one extended sickness.

Additional Abs Data screen

The Additional Abs. Data screen holds the reason for the sickness and also details of any
sicknotes that have been received.




                                                       Reason for sickness



                                                       First date of the sickness (entered by SAP
                                                       automatically from the date entered on the
                                                       Absences screen)



                                                       Click Variable data to enter/view sicknote
                                                       information




Click the Variable data button to record/view information concerning sicknotes received. Five
lines are used for each sicknote that is received. However only 15 lines are available to be
used on this screen. The procedure below describes how to work around this problem.




                                                        Five lines are used to record the details of each
                                                        sicknote (to a maximum of three sicknotes). Scroll
                                                        down to view details of further sicknotes.




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Appendix G
How to enter details of more than three sick notes for one sickness
Situation:
An employee has been off sick for a considerable time. This has been recorded on SAP as
one record on the Absences screen (i.e. the sickness shows as just one line on the Overview
Absences screen) and one record on the Additional Abs. Data screen. This latter screen
contains details of the three sicknotes that have been entered so far.

Problem:
SAP will not allow more than three sicknotes to be recorded on one record on the Additional
Abs. Data screen.

Solution:
Create an extra record on the Additional Abs. Data screen that is linked to the original
absence record.




Procedure

 First change the absence record as described on Page 11
   Make a note of the start date of the sickness
   Click Back to return to the Maintain HR Master Data screen

Now create a new record on the Additional Abs Data screen



                                                             Highlight the Additional Abs. Data screen


                                                             Enter the original start date of the sickness



                                                             Enter “9100” in to the STy field




                                                               Click Create

   Highlight the Additional Abs.Data screen
   Enter the original start date of the sickness absence in the Fr. field
   Enter “9100” into the STy field
   Click Create




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                                                            Enter the Description of the illness



                                                            Enter the start date of the sickness (as
                                                            noted earlier)




                                                             Click Variable data and enter details of
                                                             the sicknote in the normal way




   Enter the Description of the illness
   Enter the start date of the sickness (as noted earlier) in the Date of illness field (when
    sicknesses are first created, SAP completes this field automatically)
   Click the Variable data button




   Enter the details of the sicknote on the five lines that are displayed
   Click Save

Note
If a fifth sicknote is received, it should be recorded on the same screen as the fourth sicknote
just entered:

   Firstly update the end date of the sickness that is held on the Absences screen
   Highlight the Additional Abs.Data screen
   Click Maintain Overview
   Highlight the required record (the second record for the sickness)
   Click the Change button
   Click the Variable data button



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   Enter the details of the sicknote on the next five lines that are displayed
   Click Save




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SAP Absence Recording Manual                                                         Page 27 of 31




Appendix H
A summary of SAP procedures used to record absences
Please note that these are summaries of procedures, designed to be used only as reminders.
Refer to the rest of the manual for a complete explanation of the procedures

To enter annual leave

    Select Maintain HR Master Data
    Enter Personnel Number
    Click on the Working Time tab
    Select Absences
    Enter type of absence into the STy field (“AL01” for annual leave, use drop down list for
     others)
    Enter Fr. and To Date. This should be start and end date of the absence (all dates are
     inclusive)
    Click the Create icon
    Check the absence has been entered correctly
    Save
    Click Back to exit

To enter absences due to sickness

    Select Maintain HR Master Data
    Enter Personnel Number
    Click on the Working Time tab
    Select Absences
    Enter type of absence into the STy field (“SK01” for sick leave)
    Enter Fr. and To Date. This should be start and end date of the absence (all dates are
     inclusive)
    Click the Create icon
    Check the absence has been entered correctly
    Save
    Click Enter to acknowledge the message at the bottom of the screen. (The screen
     changes to Create Additional Abs. Data - this screen is used to enter details of the
     sickness and details of sicknotes))
    Enter Description of the sickness
    Click the Claim for Ind accident if necessary
    If a sicknote has been received:
     Click on the Variable data button
     Enter the dates for which the sicknote is valid in the From and To fields on line 01 (all
      dates are inclusive)
     Enter the type of sicknote from the drop down list in the field to the right of the To date
      field on line 01
     Enter the date the sicknote was signed on line 02


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     Enter the name of the doctor on line 03
     Enter the type of illness from the drop down list on line 04
     Enter the description of the illness from the sicknote on line 05
     Further sicknotes must be entered separately – complete the following steps and then
     return to the Additional Abs. Data screen and choose Change to add the next sicknote.
    Save. Do not miss this stage out even if there is no sicknote. It is
     not possible to enter sicknote details in the future if this record is
     not created at the same time as the absence record.
    Click Back to exit

To check and adjust absences after entry

    Select the correct Personnel Number
    Delete any entries in the date Fr or To fields (otherwise only absences for this period will
     be displayed)
    Delete any entries in the STy fields (otherwise only absences of this type will be
     displayed)
    Click on the Overview icon
    To edit an absence record, select that record using the button on the left hand end of that
     line
    Click the Change icon
    Adjust the record as necessary
    Save
    Click Back to exit




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Appendix I
Reasons for Sickness Absence (with effect from 1 January 2009)

                                For example :

9A   Allergies                  Allergic reaction to medication, food etc; Hayfever

9B   Cardiovascular/Heart       Angina; Blood pressure (high or low) problems; Cardiac surgery;
                                Heart attack; Myocardial infarct (MI)

9C   Cancer                     Breast/bowel/prostate/pancreatic etc surgery; Chemotherapy;
                                Radiotherapy

9D   Diabetes

9E   ENT/Facial                 Dental abscess/extraction; Eye disorders; Facial/throat surgery;
                                Infection – mouth/ear/nose/throat; Labyrinthitis; Neuralgia;
                                Sinusitis/ Tonsillitis/Pharyngitis

9F   Musculoskeletal            Carpal tunnel syndrome; Muscular pains or injuries; Sciatica/
                                Arthritis/Rheumatism/Lumbago/Cervicalgia; Sprains, fractures or
                                injuries to any part of the skeleton; Surgery to limbs (eg Total
                                Knee Replacement [TKR])

9G   Gynae/Maternity            Hysterectomy/hysteroscopy; Menopause problems; Miscarriage;
                                Ovarian cyst; Period pains/Dysmenorrhea/Menorrhagia; Problems
                                related to pregnancy at any stage

9J   Viral illness              Chicken pox; Colds and influenza; Rubella/Measles/German
                                Measles

9L   Abdominal                  Liver/Kidney/Gastric/Bowel problems; Appendicitis; Colitis;
                                Crohn’s Disease; Irritable Bowel Syndrome; Cystitis; Diarrhoea;
                                Digestive problems; Gastroenteritis; Hepatitis; Jaundice; Kidney
                                infection; Laparoscopy; Nausea/vomiting; Urinary Tract Infection
                                (UTI)

9M   Mental Health Issues       Bipolar Disorder; Depression (diagnosed); Post-natal Depression

9N   Neurological               Epilepsy; Migraine; Multiple Sclerosis; Transient Ischaemic
                                Attack (TIA)

9O   Unspecified operative or   Absence following unspecified surgery
     post-operative

9P   Anxiety/Stress             Anxiety; Home-related stress; Work-related stress

9R   Respiratory                Asthma/breathing problems; Pleurisy; Pneumonia; Upper or
                                Lower Respiratory Tract Infection (URTI or LRTI)

9S   Skin Disorders             Dermatitis; Impetigo

9U   Non-specific/Unspecified




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Appendix J
Additional notes and examples to assist in the entry of Sickness
Absence



The start and end dates of all absences on SAP are inclusive

Some users are inputting the date of return as the end date

Eg 1    Employee absent from Monday 5 March 2007 and returned to work on Thursday 8
        March 2007

        The absence should be input on infotype 2001 (Absences) on SAP as 05.03.2007 to
        07.03.2007 not 05.03.2007 to 08.03.2007

Eg 2    Medical Certificate signed by the doctor on 2 March 2007 for „4 weeks‟

        The absence should be input on infotype 2001 (Absences) as 02.03.2007 to
        29.03.2007 not 02.03.2007 to 30.03.2007 (this would be four calendar weeks and
        one day)

Eg 3    Medical Certificate signed by the doctor on 2 March 2007 for „1 month‟

        The absence should be input on infotype 2001 (Absences) as 02.03.2007 to
        01.04.2007 not 02.03.2007 to 02.04.2007 (this would be one calendar month and
        one day)

Eg 4    Medical Certificate signed by the doctor on 2 March 2007 stating „fit to return 19
        March 2007‟

        The absence should be input on infotype 2001 (Absences) as 02.03.2007 to
        18.03.2007 not 02.03.2007 to 19.03.2007



Saturdays and Sundays must be entered as absence days

If an employee is off sick for a week from Monday, the sickness absence input must include
Saturday and Sunday (unless the employee signs a self-certification form or produces a
medical certificate specifically stating their sickness ended on the Friday)

Eg 1    Employee absent from Monday 5 March 2007 and returned to work on Monday 12
        March 2007

        The absence should be input on infotype 2001 (Absences) on SAP as 05.03.2007 to
        11.03.2007 not 05.03.2007 to 09.03.2007 (unless a self-certification form/medical
        certificate states otherwise)




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Receipt of a further medical certificate

If an employee is already off sick and a (further) medical certificate is received, the original
absence must be extended – some users are creating a new absence on infotype 2001
(Absences).

Eg 1    Employee has been off sick since 01.03.2007 and the absence on SAP currently
        states 01.03.2007 to 07.03.2007. A medical certificate is received dated 08.03.2007
        for „2 weeks‟

        The original absence on SAP should be selected and the end date changed to
        21.03.2007.



Completing infotype 0082 (Additional Abs. Data)

Once an absence has been created/changed on infotype 2001 (Absences), SAP will
automatically bring up infotype 0082 (Additional Abs. Data). This screen is used to record the
first date of the absence, the reason and the medical certificate information (by clicking the
„Variable data‟ tab). Please ensure that the following two fields are completed:

      „Description‟ (of illness)
      „Date of Illness‟ - this date should be the first date of the sickness absence, not the
       date of the medical certificate.

The „Variable data‟ screen is used to record the information shown on the medical certificate
or self-certification. Please ensure the following fields are completed:

      „Event Date‟ and „End Event‟ – the start and end dates of the period the medical
       certificate covers – this is not necessarily the start and end date of the absence
      „DI‟ (Description Indicator) – the type of certificate received (drop down list)
      „Type of Illness‟ – the category of illness should be chosen from the drop down list

Under the „Comments‟ column, the following should be completed:

      „Date Signed‟ – the actual date the doctor/employee has signed the medical
       certificate/self-certification
      „Name of Doctor‟
      „Sick Note Text‟ – the diagnosis written by the doctor on the medical certificate




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