Places an employee on unpaid leave for union business.

• Places a permanent or probationary employee on a formally approved leave of absence without pay for union release time.  Eligibility requirements are pursuant to the respective collective bargaining agreement.

• Once the dates of a leave have been confirmed, the employee must be informed as soon as possible of all effects that stem from being off the payroll for the requested period of time. The beginning and ending dates must always be reviewed to determine whether there will be any negative impact on the employee's benefits. Possible areas of concern include retirement service credit, health benefits coverage, SSI date, seniority points and the effect on the employee's salary if a general salary increase is proposed the following fiscal year.

• When the leave is for a faculty member, emphasis must be given to the need for a year-end adjustment during the vacation period subsequent to the leave. In view of the variations in the academic calendars established by each campus, the campus payroll unit should be sure to consult with the employee to determine how the salary payments (or lack of salary payments) will be processed. This is particularly important in order to ensure a very clear understanding concerning the financial impact of the leave of absence.

• The agreed upon plan must be in writing to back up a possible misunderstanding or question at a future date.

• Do not post any action/reasons while the employee is on a leave without pay. (Position changes are permitted - refer to audit instructions below.) Always refer to technical letters/HR letters for instructions on processing salary related actions.

• If an employee separates while on a LWOP, process the appropriate separation action/reason, unless the separation is a retirement (RET), then the employee must be reinstated before the separation. However, if the employee is entitled to lump sum vacation or extra hours and was on a leave without pay before the effective date of a General Salary Increase, the employee must be reinstated. Process a RFL/LOA (COB) effective the same date as the separation date and in Employment History Remarks enter ’L/S INCREASE ONLY’, followed by the appropriate separation action/reason.

• The effective date is normally the close of business on the calendar day preceding the effective date of the leave of absence.

• The job code cannot be changed while on a LWOP unless:

 -prompted by reorganization changes where the job code is no longer appropriate, or

 -the employee was officially notified of actions in progress (e.g. promotion, demotion) prior to the effective date of the LWOP, or

 -per a side letter of agreement that requires the employee vacate a classification.

 -If a change is needed, process a RFL/LOA to return the employee from leave, then process a POS/UPD to change the position, followed by a LOA/REL (effective BOB) with the same effective date as the POS/UPD.

• An employee must be reinstated before being placed on any other type of leave, including NDI or IDL. Employees on paid leaves must be reinstated before going on a LWOP. When an employee on NDI goes on LWOP, the effective date of the LOA/REL is the day after the NDI expires. Enter ’BOB’ in Item 210 of the S42 and enter ’NON’ in Item 606. (Refer to S49 General Instruction #3b, if the employee is on a pending 565 Code 7).

• If the leave of absence for a faculty employee (AY), 8/12, 10/12, or 11/12 employee is effective mid-month and the employee has dock days prior to the effective date of the leave, enter the number of days to be paid in Item 606. Do not process a F603 dock notice.

• If processing a leave of absence effective mid-month for a faculty employee (AY), 8/12, 10/12, or 11/12 employee:

-Before Master Payroll cut-off, enter the number of days to be paid in Item 606, include the total amount due in Settlement Pay (Item 810) and complete (’X’) Immediate Pay (Item 615).

-After Master Payroll cut-off, enter the number of days in Time To Be Paid (Item 606) and the total amount due in Settlement Pay (Item 810). Submit the PPT with the Form 674 to CSU Audits to request a transfer of funds from regular pay to Settlement Pay.

-If an employee is entitled to a SSI or promotion effective with the beginning of a pay period or the beginning of a new fall/spring semester/quarter, process the PAY/SSI or PRO/PRO first, followed by the LOA/REL with the same effective date; enter ’BOB’ in Item 210 of the LOA/REL.

-If the transaction is to be voided and re-entered, and Settlement Pay (Item 810) was completed, refer to Item 810 before keying.