Processing Leave Transactions

Practice

Before the individual goes on leave, the leave must be approved by the appropriate office (except medical emergencies) AND a PAF must be submitted for the leave.  For faculty, consult the Faculty Handbook and for administrative employees, consult the Administrative Policy Library.

Process

  1. Generate an Active PAF for the employee from the employee Personal Information page in the Manager Self-Service section of the People @ Columbia system. For information on how to print PAFs, access the MSS guide
  2. Enter the Action / Reason codes and effective date at the top of the PAF (see the chart below)
  3. In the appropriate sections of the PAF, draw/type a single line through information that needs to be changed and print/type the new information in the updated fields. Verify that the form is complete, sign it, attach the appropriate documentation and route it to the appropriate office for approval, along with the required supporting paperwork for the transaction

Additional information is available on this website regarding specific leave types.  You can also contact the Provost Office, Office of Faculty Affairs or your Human Resources Client Manager for additional information.

Reference the "How to Complete a PAF" job aid for information on field entry.

If a person has more than one position, submit separate PAFs for each position on which the leave has an impact, even if the position is zero salary.

On-time Leaves Use Multiple PAFs: In the case where the DA is informed prior to or near the date of leave and the leave return date is not absolute, we encourage the use of multiple PAFs and request that you not be especially predictive. Use one when you are notified of the leave and then submit another one when you are sure of the return date or the begin date of the next leav. For an FMLA Leave, be sure to use separate PAFs to indicate which portion of the leave falls under FMLA and which portion does not.

Leaves should be processed on multiple PAFs to ensure the integrity of the employee’s record. Timeliness is also important to ensure that employees entitled to NY State Disability (for Staff Associates only) get paid on time and, where appropriate, that department accounts get reimbursed on time.

Leaves where Individual has Returned to Work Use a Single PAF: In the case where the DA is informed after the employee has taken and returned from leave, use one PAF for both leaves by entering the Action/Reason codes and dates at the top of the PAF.

Action/Reason Codes (Academic Leave Transactions)

Below are the applicable action/reason codes for an academic leave transaction. Enter these on the top of the PAF form to indicate the purpose for the submission.

 

Action CodeReason CodeDescription
Unpaid
LOAEXMExemption from teaching duties
LOAFICFMLA Infant Care
LOAFNOFMLA non-occupational disability
LOAFODFMLA occupational disability
LOAFPCFMLA part time career appointment
LOAFPLFMLA personal leave
LOAFPRFMLA parental workload relief
LOAINFInfant care
LOALAPLapse of funding
LOALTDLong term disability
LOAMCUMilitary call up
LOAMRTMilitary reserve training
LOANOCUnpaid non-occupational disability
LOAPERPersonal
LOAPUBPublic service
LOAPWRParental workload relief
LOARSRUnpaid research leave
LOASABSabbatical
LOAWORWorker's compensation
Paid
PLAEXM

Exemption from teaching duties

PLAFICFMLA infant care
PLAFNOFMLA non-occupational disability
PLAFODFMLA occupational disability
PLAFPCFMLA part time career appointment
PLAFPLFMLA personal leave
PLAFPRFMLA parental workload relief
PLAINFInfant care
PLANOCPaid non-occupational disability
PLAPTCPart time career appointment
PLAPWRParental workload relief
PLARSRPaid research leave
PLASABSabbatical
PLAWORWorker's compensation
Return from a Leave
RFLLOAReturn from a leave of absence

 

Action/Reason Codes (Administrative Officer / Support Staff Leave Transactions)

Below are the applicable action/reason codes for an administrative leave transaction. Enter these on the top of the PAF form to indicate the purpose for the submission.

 

Action CodeReason CodeDescription
Unpaid
LOAFICFMLA Infant Care
LOAFNOFMLA non-occupational disability
LOAFODFMLA occupational disability
LOAFPCFMLA part time career appointment
LOAFPLFMLA personal leave
LOAINFInfant care
LOAINXInfant care extended
LOALTDLong term disability
LOAMCUMilitary call up
LOAMRTMilitary reserve training
LOANOCUnpaid non-occupational disability
LOAPERPersonal
LOAPUBPublic service
LOASLASeasonal layoff
LOAUNIUnion business
LOAWORWorker's compensation
Paid
PLAADM

Administrative

PLAFICFMLA infant care
PLAFNOFMLA non-occupational disability
PLAFODFMLA occupational disability
PLAFPCFMLA part time career appointment
PLAFPLFMLA personal leave
PLANOCPaid non-occupational disability
PLARSRPaid research leave
PLASLASeasonal layoff
PLAWORWorker's compensation
Return from a Leave
RFLLOAReturn from a leave of absence

 

Click here for a complete listing of all Action/Reason codes.