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All full-time and part-time (at least 50 percent) benefits eligible employees, including benefits-eligible educational appointees, students and trainees, are eligible to request an extended leave of absence. Managers will approve the request based on the business needs of the area.  

Following the steps below is essential to ensure accurate employee pay, accruals, insurance coverage, and premium payments. Failure to follow these procedures can result in a significant administrative burden for the department, HR, and the employee. Most critically, it may lead to disruptions in pay and insurance coverage for the employee. For assistance, please contact MyHR@MDAnderson.org or 5-MyHR (713) 745-6947.  

Step 1: Employee requests time off with reasonable advance notice through the timekeeping system and follows their Departmental Time Off Procedures.

Step 2: Manager approves time off request as appropriate or communicates reasons for not approving the request (e.g., scheduling conflicts, not eligible, etc.)

Step 3: Manager and employee work to ensure necessary coverage is in place for the employee¡¯s absence.

Step 4: Department submits an ePAF within 24 hours of the start date of the leave using the ePAF Definitions below.

Step 5: MyHR enters the employees' last day of pay in myHR/PeopleSoft based on their applicable leave accruals (if needed). Doing so prevents overpayments. The department does not need to complete a separate ePAF if the employee exhausts their accurals.

Step 6: Throughout the leave, the department codes the employees' time as usual. Keep in mind, all applicable leave accruals must be used prior to beginning an unpaid leave. 

Step 7: Department enters a Return to Work ePAF on the same day the employee returns to work.

ePAF Definitions

    ePAF Dates

• Effective Date - first full day of absence. 
• Last Working Day - last day the employee performed any work.

    ePAF Codes

    If employee has any applicable accrued time (at least one minute of Paid Time Off, Holiday Bank or Recognition Leave), please use the following codes:

• Action Code - Paid Leave of Absence (PLA)
• Reason Code - Other Leave with Pay (OTH)

    If employee does not have any applicable accrued time (Paid Time Off, Holiday Bank or Recognition Leave), please use the following codes:

• Action Code - Unpaid Leave of Absence (LOA)
• Reason Code - Other Leave without Pay (OTH)

The insurance coverage and amount MD Anderson pays towards insurance premiums remains unchanged for each month an employee meets at least one of the following during that same month:

• In a paid status at some point or
• Take at least one day of leave that is covered by Family Medical Leave.

On the first of the month following the date the employee no longer meets one of the criteria above,  all coverage (including medical coverage) is placed on hold unless they contacted HR Benefits or Faculty Executive Benefits prior to going on leave. Learn more about the process and requirements in Insurance Premiums While on Leave. 

The department must enter an ePAF the same day the employee returns to work following the instructions below:

• Effective Date - Actual date the employee returned to work.
• Action Code - Return to Work (RFL)
  
• Reason Code - Return to Work (RFL)

Entering this ePAF the same day the employee returns to work ensure the employee is not underpaid. Failure to do so may result in the disruption of the employee's paycheck. 

• Accruals allowed for Extended Personal Leave of Absence are Paid Time Off, (Vacation for Trainees), Recognition Leave & Banked Holiday Leave. Extended Illness Bank and Sick Leave (for Trainees) is not permitted. 
• Employees should not work, answer emails or attend training while on leave.
• An employee's computer access is not deactivated when they are on leave. If an employee has difficulty logging into their computer when they return, it is usually because of an expired password. Please call 4-INFO (713) 794-4636 for assistance. 
• Departments are responsible for accurately coding applicable accruals while an employee is on leave. Medical and medical leaves are exceptions which are managed by HR Leave and Accommodations. 
• See Leave Without Pay for more information on coding leave without pay.