UNIVERSITY OF WISCONSIN River Falls

Absence Management

UWPV0007
|Leave of Absence Report

The approval of various types of leaves is processed through HR channels within the particular UW institution or employing unit. The recording /monitoring of leaves falls within the absence management function of HRS. Report lists the employees on a LOA so their payment status can be monitored. The Service Center will use the report to monitor which leave employees have paid and will manually add a general deduction for those who do not pay within the allotted time period so that they can be charged upon return from leave.The following reports are included in this series: Leave of Absence Report-UIA Eligible (JIRA #6908)

Retention:HRS: CR + 15 years.
Campus Copies: CR + 10 years Destroy Confidentially.
PII/Confidential

UWPVOOOS
Leave Plans

The HRS system manages several leave plan types; FMLA (Family Medical Leave), Classified,Unclassified, Leave without Pay, Sabbatical, Military and others. HRS tables contain details of the plans. (When HR managers enter employees who have an approved leave status, they are assigned ~ leave type based on leave plans.) UW System HR : The description of the various leave plans must be retained as long as employees covered by them are employed by the UW System.

Retention:
HRS: Retain until superseded.
Campus Copies: NA
Destroy Confidentially.
PII/Confidentia

lUWPV0009
Earning Statements

Earning statements show leave time taken during a designated pay period. (Leave balancesare available to employees via My UW Portal.

Retention:
HRS: CR + 15 years.Campus
Copies: NA Destroy Confidentially.
PII/Confidential

UWPV0010
Leave Activity Summary Report

This report shows cumulative year to date leave activity by pay period. Some Institutions receivecopies of leave repQrts that are specific to their respective institutions.

Retention:
HRS: CR + 15 years.Campus
Copies: Retain to meet administrative purposes not to exceed 18 months.
Destroy Confidentially.
Pll/ Confidential

UWPV0011
Leave Reports

leave activity reports and queries, such as: negative allocated vacation balance, generic leave balance,absence event, unpaid absences, payout I payback.

Retention:
HRS: CR + 5 years.Campus
Copies: Retain to meet administrative purposes not to exceed 18 months.
Destroy Confidentially.
PII/Confidential

UWPV0012
Leave Forms

Forms completed by individual UW System employees requesting leaves (other than sabbatical leave)and approved by supervisors and I department/employing unit head. Forms include: Unclassified Leave Report, Unclassified Leave Conversion.

Retention:
Campus: CR + 5 years.HRS: NA
Destroy Confidentially.
PII/Confidential

UWPV0013
Absence Management HRS System Audit Reports

Routine reports used to check potential errors in the system.

Retention:
HRS: Administrative need not to exceed 6 months
Campus: NA
Destroy Confidentially.
PII/ Confidential