Troubleshooting: How do I change the time-off type from one pay code to another (especially if leave banks are loaded retroactively)?

There are instances in which a different time-off type has to retroactively be applied to a previous date. (See: Retro Sick Leave for All, or Retro COVID Sick Leave (now inactive). The way to change the time-off type is through a timesheet amendment. The instructions to amend the timesheet are below, as well as in this article: How do I amend my timesheet?

It is important to note that we separated this article from the above link because time off pay codes can only be edited, or added, by a supervisor or someone with delegated timekeeper/supervisor access. To change the time-off pay code of previously taken time off by an employee, follow the steps that correspond to the scenario that applies to you.

Option 1 - MORE COMMON: Employee submitted time off in the past that is grayed out

If upon going back to the employee's timesheet, you saw their pay code grayed out for Sick Leave (or any other leave bank like Vacation or Floating Holiday), you will not be able to delete it through the Edit Employee Time process because they had submitted this as a time off request. In this case, you have to go back to the original request in the Review Time Off screen. For example, an employee intended to use COVID Sick Leave on the following dates:

2/2/2022

2/3/2022

2/4/2022

2/7/2022

2/8/2022

• Go to Review Time Off and find the request submitted by the employee (that you have previously approved). 
• Click All Requests.

• We used the Filter function to search by Employee ID # and found the below requests that match the intended COVID Sick Leave days:

• Click on the request. The details of the time off will appear. Cancel the request. This will delete the entry in the timesheet.
• Finally, go back to the timesheet and enter the COVID Sick Leave amendment.

What would happen if you don't delete the original request?

The previous time off and the new COVID Sick Leave hours will stack, and will double the hours for the employee.

Option 2: Timekeeper or Manager entered time off on employee's behalf

Simply swap out and enter the COVID Sick Leave pay code directly into the employee's timesheet.

1. In Time & Attendance, go to Edit Employee Time.
2. Search for an employee using the Find button.
   
3. Go to the date of the previously taken time off. Before editing employee’s time:
   • Confirm that you are on the previous pay period that needs to be amended. It may be in a previous timesheet. 
   • To update the pay period dates,  select the calendar icon or the arrows to change the date 
   • You can also select the specific day on the work week list view.
     
     
4. Once the employee timesheet is displayed,  use the Amend” button to make changes to the closed   timesheet (the Amend button is only active for a closed pay period).  There will be a message stating, “ The timesheet was already processed. Press Amend button to make changes.”)
   
   
   
5. The Amend button will change to a Save button. Go the date and enter the correct pay code. Enter the number of hours in the hours column.
   
6. Save the entries.
   
   
   
7. Other Versions
   Once you click the save button, you will have the option to view other versions of the timesheet. You can do this by clicking on the “Other Versions” button
   • Open version (the amended timesheet)
   • Version #1 (the original timesheet)
   • You can compare the amended timesheet to the original.
     
     
     
     
8. Make sure to Approve an Amended Timesheet
   Managers can approve the amended timesheet for the pay period by checking the Approve  and Save Approvals buttons
   • To reject the timesheet, click on the blank paper with the red minus sign on it
   • To see the approval history, click on the curled up paper beside the reject button

Update as of 4.19.2023

Employees who are eligible and received additional Floating Holidays for the 2022-2023 fiscal year should have received a memo on 4.18.2023 detailing the mechanics of using or swapping their additional days. Below is a matrix that details general information, but guidance specific to the employee will be found in the memo.

 

Employee Group	Job Class/ Emp Type	Type of Day / Pay Code	Number of Days / Hours	Timeframe for Use
UASF	ADM	Leave Bank: UASF Personal Holiday	14 hours* *Pro-rated based on scheduled hours	Accessible 01/01/2023 through 6/30/24 starting on 4/29/23
Board Designated Managerial / Unrepresented Management	MGT SCL	MGT Leave Bank: Floating Holiday SCL Leave Bank: Personal Holiday	MGT: 16 hours* SCL:   14 hours* *Pro-rated based on scheduled hours	Available through 06/30/23 MGT: Starting on 04/19/23 SCL: Starting on 04/29/23
Unrepresented Non- Management	Various Excludes unrepresented students	Leave Bank: Floating Holiday	40 hours* *Pro-rated based on scheduled hours	Based on employee-selected option,  EITHER: Use all hours between 01/01/2023 and 06/30/23* OR  Receive hours starting 07/01/23 through 06/30/24 *If used before 6/30/23, would need to be available for use in prior pay periods for 90 days **Employees who did not complete the survey had hours loaded for use between 01/01/2023 and 06/30/23.

 

If you cannot change the type of day for a previously submitted and approved day, i.e. to use one of these floating holidays for a past day, submit an online support request via eis.sfusd.edu.