Transaction S21 - Absent Without Official Leave

General Information | Audit Instructions | Audit Messages


Permanent separation, used to separate an employee who is absent without official leave.

PIMS Coding Matrix

Data Element



205 - Transaction Codes



210 - Effective Date



210 - Effective Hours



215 - Employment History Remarks



715 - Service Pay Period



606 - Time to be Paid (New Position)



615 - Pay Immediately



621 - Lump Sum to be Paid



635 - Lump Sum (Unit)



636 - Lump Sum (Serial)



640 - Last Day Physically Worked



704B - Management Data Element No. 2



719 - Detail Transaction Code



810 - Settlement Pay  (Line G Item)



877 - Lump-sum Vacation/CTO Pay Deferral (Line G Item)



962 - HR Letter Authorization (Line G Item)



999 - Deductions from Separation Pay        (Line G Item)



General Information

  1. Absence without leave (whether voluntary or involuntary) for five consecutive working days is an automatic resignation as of the last date on which the employee worked.  If the employee's time base is part time, five of his/her consecutively scheduled workdays are considered the five working days. Refer to the respective collective bargaining agreement for represented employees or applicable policy for nonrepresented employees for additional information.

  2. Employees who fail to return to work following a leave of absence, Nonindustrial Disability Insurance Leave, or TDL/IDL, should be separated effective BOB on the date the employee was scheduled to return to duty.

  3. Changes from an unauthorized absence to vacation or CTO without prior written approval of the campus personnel officer and appropriate department head is prohibited.

  4. An employee who is absent without leave is not paid for any holidays that fall during the period of absence, or for holidays that may fall within the period covered by lump sum credits.

  5. An employee who files for and is granted reinstatement shall not be paid salary for the period of absence or separation, or for any portion thereof, unless specifically covered by stipulation or other agreement.

  6. If separating a temporary faculty unit employee with a three-year appointment pursuant to Provision 12 of the Collective Bargaining Agreement, delete the information in Item 704B by entering ’*’ EOF. For more information, refer to Technical Letter HR/EHDB 2004-01 on the Systemwide HR web site.

  7. If the employee participates in a tax shelter annuity, refer to the SCO Payroll Procedures Manual Section I 318 and Technical Letter 91-07 regarding warrants with TSA's.

  8. Master payroll warrants may not be released in lieu of settlement pay if the effective date of separation is in a prior pay period or mid month. If the warrant was inadvertently released, submit the separation PPT along with Form 674 to CSU Audits, requesting a transfer of funds from regular pay to settlement pay.  Do not send in the separation for transfer of funds that are keyed after cut off and the effective date is in that pay period and effective the last day of the academic pay period or 'gray period.'  Employee is entitled to the master and Item 810 should be only what is still due.

Audit Instructions

  1. If a year-end settlement adjustment was requested via PIP because of a time base change or dock and the employee was subsequently absent without leave in the same pay period, the S21 should reflect the amount paid in Settlement Pay (Item 810). Submit the PPT to CSU Audits for processing.

    • If the separation was keyed without settlement pay, a corrected transaction with Item 810  completed can be keyed at the campus.

    • Refer to Item 810 for additional settlement pay conditions that require submission of the PPT to CSU Audits for processing.  

  2. If the separation must be voided and/or re-entered, refer to Lump Sum To Be Paid (Item 621) and Settlement Pay (Item 810).

  3. When an academic employee is AWOL and the effective date is BOB, Item 606 is NON, Item 810 is completed, and the employee has benefits, refer to Item 210, Item 606 and Item 962 for processing instructions. (This may also apply to 8/12, 10/12 and 11/12 employees.)

Audit Messages




Last Updated: April 14, 2010