Leave of Absence: Partial Paid or Unpaid

The Leave of Absence eDoc is used when an employee is either starting a partial paid leave or has been on a full unpaid leave for more than 30 days.

Policy Reference: Go to the IUHR Employee Relations website, click on “Leaves” in the navigation on the left, and then choose the type of leave for policy guidance. Reach out to askHR for assistance when navigating the management of an employee leave. 

Click Leave of Absence from the HRMS Portal page.

Leave of Absence Document Lookup

  1. Enter the University ID, click search, and records that meet the search criteria will appear.

    NOTE: it's best to try to obtain the University ID, but if you don't have it, utilize the other available search options.

  2. Click on the Leave of Absence Document link in the Actions column and the eDoc will open.
  3. On the right side of the eDoc, enter the effective date of the Leave in the open date field. The effective date is the date on which the job record will be updated. This might not be the actual start of the leave but rather perhaps the beginning of the following pay period after the start of the leave. Work with IUHR Case Management to determine the best effective date.
  4. Select Continue.
  5. From the drop-down menu under Action choose either Leave of Absence if a full unpaid leave or Paid Leave of Absence if it is a partial paid leave.
  6. The Action Reason selection screen will appear with available action reasons for the leave. Select the appropriate Action Reason based on guidance from the HR Case Management team.
    • Currently, the partial paid leave action does not generate the full list of breakout action reasons as full leaves. For that reason, for partial leaves, if not listed, please include a one to two word note in the eDoc to explain the type of leave. You can use the full leave action reason options below as a guide.
      • Development of Commercial Prod – exempt staff only
      • Education (EDU)
      • Family Medical Leave Act (FML)
      • Medical (MED)
      • Military (MIL)
      • Onetime 90day – Medical (1MD)
      • Onetime 90day – Military (1ML)
      • Onetime 90day – Other (1OT)
      • Other (OTH)
  7. Select Continue.

Job Data

Note: HR eDocs provide you with two columns of information. The left column shows you data for this employee’s record as it currently exists in the system.  The data is copied forward to the right column with only certain field(s) editable.  In this case, data to be entered includes:

  1. Enter the expected return date
  2. Percent Distribution (Partial Paid Leaves only) – This is the percent of regular pay. Example: 60% regular pay; this means the employee will be working 60% of normal time and on leave 40% of normal time. Please enter whole number only (no decimal or percent symbol).
  3. Select Continue.


Note that the Earn Code for regular pay and Earning Distribution Type by percent are set by eDoc logic. As with other employee activities documents, data on the right side that has been updated is highlighted in yellow.  This not only helps you confirm any changes before submitting for routing, but also helps approvers note changes when they review the eDoc for approval:

  1. Review the Earnings Section and update any funding information that needs to be changed.
  • BIWEEKLY Staff on timekeeping – for administrative ease, please remove them from timekeeping. To do this, on the right-hand side, under Funding Type change it from “Timekeeping” to “Percent”. A new earnings section will be created. Enter the voucher code and click “Add Accounting line” and fill out the accounting related fields as appropriate. If more than one account, click the “Add Accounting line” button again. The percentage field(s) should add up to 100%.

Take Action

Once you’ve reviewed the entire document, select Submit to route the eDoc for approval. (Click Save to save the eDoc and return to it later. Click Cancel to cancel the eDoc and start over.) The eDoc should say “Document was successfully submitted.” Select Close at the bottom of the document. Note that the status has changed to “Enroute.”