Transaction 645 - Extend Leave Without Pay

General Information |Audit Instructions |Audit Messages

 

Used to extend an employee's scheduled return to payroll following an authorized leave without pay including Military, Parental/Family Care and Medical, and Nonindustrial Disability Leave.

PIMS Coding Matrix

Data Element

Required

Conditional

205 - Transaction Codes

645

 

210 - Effective Date

X

 

210 - Effective Hours

 

X

215 - Employment History Remarks

X (if NDIL)

X (not NDIL)

645 - Payroll Return Date

X

 

719 - Detail Transaction Code

X (if NDIL or Red Circle)

 

957 - Eligibility Substantiation  (Line G Item)

Must be entered if NDIL is being extended

 

General Information

  1. Refer to Eligibility Substantiation, Item 957, for important information.

  2. An employee must be reinstated before being placed on any other type of leave.

Audit Instructions

  1. When a 645 is processed to extend NDI and the employee has a Red Circle/Plus Salary (Item 815) present, process a Transaction 215 effective the same day to enter the appropriate Detail Transaction Code (Item 719), i.e., 71-76.

  2. When extending a LWOP and the employee has a Red Circle/Plus Salary (Item 815) present, enter the appropriate Detail Transaction Code (Item 719), i.e. 71-76.

  3. When the employee's NDI leave is extended and he/she is receiving catastrophic leave donations, code the 645 transaction as follows:

* The presence of this code is the SCO authorization to pay the subsidy. The code remains on the employee record whether or not there is enough donated time to cover the entire period of disability.

  1. Employment History Remarks (Item 215), Detail Transaction Code (Item 719) and Eligibility Substantiation (Item 957) must be completed if the extension is for NDIL.

  2. To extend a partial leave without pay (Transaction S43), process another Transaction S43.

  3. If the employee is on a partial return from NDI (A57, Item 719 = 96), do not process a Transaction 645 to extend the leave. Process a Transaction A57C and change Payroll Return Date (Item 645) to the proper date.

  4. For academic employees, the Effective Date (Item 210) is always the beginning of a pay period.  Note:  Nonindustrial Disability Leave may be other than the beginning of a pay period.

  5. Refer to Special Instructions: Catastrophic Leave and Nonindustrial Disability Leave.  

  6. If the employee is on a temporary appointment (Transaction A52) or temporary assignment (Transaction A60, A63, or A64), the Payroll Return Date (Item 645) cannot extend beyond the Expiration Date (Item 416) of the temporary appointment or assignment.  

  1. If the temporary appointment/assignment is extended irrespective of the employee's leave status then process:

  1. If the temporary appointment/assignment is not eligible for reappointment or extension, the employee must be separated from the position with an effective date on or before the expiration date of the appointment/assignment.

  2. If the employee is returning to a former position, refer to Special Instructions: Catastrophic Leave and Nonindustrial Disability Leave, for information regarding position changes.

Audit Messages

None