Entering Protected Leave Hours (FMLA, CFRA, PDL, Unpaid)
Makenzy Cervantez
11 steps
5 minutes
Protected Leave Time Tracking & Administration
Entering protected leave time accurately is essential for keeping our records correct and ensuring legal compliance. For any timesheet system errors, technical issues, or questions about how to track your time, please email risk management at: **RM@co.del-norte.ca.us.**
1
**Protected Leave Codes** Every approved leave type must be backed by an official Personnel Action Notification (PAN) on file. Every time you take paid or unpaid leave, you must select the specific code that applies to your situation. **Do not use generic codes or combine different types of leave.** Protected leave codes include: - **365 - FMLA** (Family and Medical Leave Act) - **368 - FMLA / CFRA** (Combined Federal & State Leave) - **366 - CFRA** (California Family Rights Act) - **369 - PDL / FMLA** (Pregnancy Disability Leave & FMLA) - **367 - PDL** (Pregnancy Disability Leave) - **398 - MOU Unpaid Leave** - **399 - Unpaid Leave as a Reasonable Accommodation**
2
**If Your Code Is Missing...** If you or your employee does not see their protected leave code in the dropdown menu, **it means your PAN has not been created yet or has not been returned to HR.** **Next step:** Check to make sure you PAN was initiated and returned to HR. Once HR receives your PAN and completes entry into ERP, your leave code will be available in Time & Attendance.
3
**If Your Leave Balance Is Incorrect or Low/Zero Hours...** Due to system transitions and tracking dependencies, ERP leave balances may not be fully accurate if: - Hours were not entered for each pay period. - The employee took prior leaves earlier this year recorded in the legacy system. **If you or the employee has low or zero hours in the bank**, contact HR immediately so they can review current entries and legacy records before taking administrative action.
Entering Protected Leave as Employee
4
You must enter the accrual you are using AND the Protected Leave code for each day. The accrual code is for payroll, the protected leave code is for HR tracking. Start with the accrual you are using first until there are no more hours in the accrual bank and move onto the next accrual. Sick hours and FMLA hours may be entered from timesheet entry. Other types of leave need to be entered by the employee via Time Off Request. **If you do not see your protected leave code in the dropdown menu**, check with your timekeeper/admin to make sure you PAN was initiated and returned to HR.
5
Navigate to Benefits Summary to check the hours in your FMLA bank. **If you have low or zero hours in the bank**, contact HR immediately so they can review current entries and legacy records before taking administrative action.
6
You may also submit your accrual hours and your FMLA hours via Time Off Request. This method will allow you to enter your time for a date range vs enter each day one-by-one.
7
Ensure you create an entry for your accrual hours and a separate entry for your FMLA hours.
Entering Protected Leave as Timekeeper
8
Timekeepers can enter protected leave from Employee Actions following the previous steps, or they can enter time using the Time Approvals screen via Supervisor Actions. To enter from Time Approvals, search for your employee and then select "Add New Time Entry" at the bottom of the screen.
9
You must enter the accrual the employee is using AND the Protected Leave code for each day. The accrual code is for payroll, the protected leave code is for HR tracking. Start with the accrual the employee is using first until there are no more hours in the accrual bank and move onto the next accrual. **If you do not see the applicable protected leave code in the dropdown menu**, check with your timekeeper/admin to make sure you PAN was initiated and returned to HR.
10
You may also use this menu to enter an employee's time for a date range vs creating an entry for each day.
11
**If you are getting an error message that the employee does not have enough hours in the protected leave bank,** you can verify the employee's balance by navigating to Employee Actions > Benefits Summary and lookup your employee. If there are not enough hours to cover the employee's time, contact HR immediately so they can review current entries and legacy records before taking administrative action.
Entering Protected Leave Hours (FMLA, CFRA, PDL, Unpaid)
Makenzy Cervantez
11 steps
5 minutes
Protected Leave Time Tracking & Administration
Entering protected leave time accurately is essential for keeping our records correct and ensuring legal compliance. For any timesheet system errors, technical issues, or questions about how to track your time, please email risk management at: **RM@co.del-norte.ca.us.**
1
**Protected Leave Codes** Every approved leave type must be backed by an official Personnel Action Notification (PAN) on file. Every time you take paid or unpaid leave, you must select the specific code that applies to your situation. **Do not use generic codes or combine different types of leave.** Protected leave codes include: - **365 - FMLA** (Family and Medical Leave Act) - **368 - FMLA / CFRA** (Combined Federal & State Leave) - **366 - CFRA** (California Family Rights Act) - **369 - PDL / FMLA** (Pregnancy Disability Leave & FMLA) - **367 - PDL** (Pregnancy Disability Leave) - **398 - MOU Unpaid Leave** - **399 - Unpaid Leave as a Reasonable Accommodation**
2
**If Your Code Is Missing...** If you or your employee does not see their protected leave code in the dropdown menu, **it means your PAN has not been created yet or has not been returned to HR.** **Next step:** Check to make sure you PAN was initiated and returned to HR. Once HR receives your PAN and completes entry into ERP, your leave code will be available in Time & Attendance.
3
**If Your Leave Balance Is Incorrect or Low/Zero Hours...** Due to system transitions and tracking dependencies, ERP leave balances may not be fully accurate if: - Hours were not entered for each pay period. - The employee took prior leaves earlier this year recorded in the legacy system. **If you or the employee has low or zero hours in the bank**, contact HR immediately so they can review current entries and legacy records before taking administrative action.
Entering Protected Leave as Employee
4
You must enter the accrual you are using AND the Protected Leave code for each day. The accrual code is for payroll, the protected leave code is for HR tracking. Start with the accrual you are using first until there are no more hours in the accrual bank and move onto the next accrual. Sick hours and FMLA hours may be entered from timesheet entry. Other types of leave need to be entered by the employee via Time Off Request. **If you do not see your protected leave code in the dropdown menu**, check with your timekeeper/admin to make sure you PAN was initiated and returned to HR.
5
Navigate to Benefits Summary to check the hours in your FMLA bank. **If you have low or zero hours in the bank**, contact HR immediately so they can review current entries and legacy records before taking administrative action.
6
You may also submit your accrual hours and your FMLA hours via Time Off Request. This method will allow you to enter your time for a date range vs enter each day one-by-one.
7
Ensure you create an entry for your accrual hours and a separate entry for your FMLA hours.
Entering Protected Leave as Timekeeper
8
Timekeepers can enter protected leave from Employee Actions following the previous steps, or they can enter time using the Time Approvals screen via Supervisor Actions. To enter from Time Approvals, search for your employee and then select "Add New Time Entry" at the bottom of the screen.
9
You must enter the accrual the employee is using AND the Protected Leave code for each day. The accrual code is for payroll, the protected leave code is for HR tracking. Start with the accrual the employee is using first until there are no more hours in the accrual bank and move onto the next accrual. **If you do not see the applicable protected leave code in the dropdown menu**, check with your timekeeper/admin to make sure you PAN was initiated and returned to HR.
10
You may also use this menu to enter an employee's time for a date range vs creating an entry for each day.
11
**If you are getting an error message that the employee does not have enough hours in the protected leave bank,** you can verify the employee's balance by navigating to Employee Actions > Benefits Summary and lookup your employee. If there are not enough hours to cover the employee's time, contact HR immediately so they can review current entries and legacy records before taking administrative action.
