2354737 - Leave of Absence Functionality is Not Working as Expected (Expected Return Date field is not visible in Job History > Insert New Record)

• Submitting a Leave of Absence (LOA) via Job Info History > Take Action > Insert New Record is causing data inconsistencies
• The Expected Return Date field is not visible in Job History > Insert New Record

• The Expected Return Date field is not visible in the Job Information portlet (on the Employment Information page in v12 UI, or in the Job Information block in PP3 UI)?

• Employee Central - Time Off (Leave of Absence)
• Employee Central - Job Information

1. Navigate to My Employee Files
2. Insert a record via Job Info History UI
3. Select Leave of Absence Event Reason
4. Expected Return Date field is not displayed

Creating a Leave of Absence via Job Information History > Insert New Record, is not supported. The Expected Return Date field will only display in the "View" mode when the Leave of Absence was created via either Take Action > Manage Leave of Absence or if you are using the Time Off based Leave of Absence functionality.

• If you are using the Legacy Leave of Absence Functionality, you must create the LOA via the Take Action "MSS" UI > Manage Leave of Absence.
• If you are using the Legacy Leave of Absence Functionality and are planning to migrate to the People profile (PP3) UI, it is mandatory to implement Time Off for Leave of Absence management.

We strongly recommend using Time Off with Leave of Absence Only, however, if you are already using the legacy leave of absence in the V12 UI, you can continue to do so, if it is used correctly.

• See article 2560416

What is the Best Practice for managing Leave of Absences in Employee Central?

The Best Practice is using Time Off for Leave of Absence feature.

• It is mandatory to implement the Time Off "Leave of Absence" functionality to make use of an easy to use ESS Calendar for Employees to book leave requests, as well as the Time Off Workbench for People Profile (or Manage Time Off in v12) to manage leaves.
• Using the Time Off based LOA functionality also allows the triggering of Business Rules by the system when the Time Off application inserts a new Job Info record to record the Leave of Absence and then later the Return to Work. See article 2317935
• The "legacy" version of Leave of Absence Management does not support the triggering of Business Rules, nor is it supported in the People Profile UI. See article 2377221

• The Expected Return Date field is not visible in the Job Information portlet (on the Employment Information page in v12 UI, or in the Job Information block in PP3 UI). This is to be expected. The Expected Return Date field will only show in the History view.

FAQ:

• 1. Can you apply for back to back Leave of Absences?
• 2. Can you edit the "Expected Return Date", using Legacy Leave of Absence?
• 3. Best Practice when migrating from Legacy Leave of Absence to Time Off with Leave of Absence Only, when you have existing LOA data created via Take Action MSS.
• 4. Alternatives to using Expected Return Date & LOA/RLOA Events*
• 4.1 *Alternatives to using LOA and RLOA Events
• Time Off: How to start a Time Off Leave of Absence from Take Action (v12 and PP3 UI)

1. Can you apply for back to back Leave of Absences?

Yes, this is supported. You can have multiple "back to back" Leave of Absences, but you must NOT create them via the Job Info History. They must be created the correct way, either via -:

• Legacy Leave of Absence: Take Action > Leave of Absence (for customers using the legacy v12 UI version of Leave of Absence) 2560416
• Time Off: Manage Time Off (v12) / Time Off Workbench (PP3)

This "Return to Work" Record must also be submitted via the same methods -:

• Legacy Leave of Absence: Take Action > Leave of Absence (for customers using the legacy v12 UI version of Leave of Absence) 2560416
• Time Off: Manage Time Off (v12) / Time Off Workbench (PP3)

See 2560416 - Employee Central: Legacy Leave of Absence FAQ (v12 Revolution UI only) - which explains how this works - this works in both legacy LOA and Time Off based LOA.

2. Can you edit the "Expected Return Date", using Legacy Leave of Absence?

v12 UI:

If the Leave of Absence record was created via the legacy Leave of Absence feature via the Take Action > Leave of Absence menu (see 2560416) or was manually inserted via Job History > Insert New record.

• Using Take Action > Leave of Absence, the Expected Return Date is populated when creating the Leave of Absence from this UI, and this is then saved and can be edited via the Job Information History UI.
• If the Leave of Absence record is created via Job Information > History > Insert New Record > the "Expected Return Date" field will not be displayed when creating the record. It will instead be displayed after the record has been created.
• Please refer to 2560416 - section "We have been adding Leave of Absence and Return to Work records via Job Information > History > Insert New Record - but as of recently we now no-longer see the "Expected Return Date" field when creating these records"

PP3 UI:

If Time Off is enabled, then you must update the Expected Return Date via the Employee Time request in Time off (either via the Manage Time Off in v12 UI or the Time Administration Workbench in PP3 UI). The field will be greyed out if you try to edit the Job History "Leave of Absence" record. This is because the record is created by the Time Off application.

• Creating Leave of Absence record via Job Information > History > Insert New Record > this should not be done if Time Off is enabled.
• Creating LOA and RLOA records via Job History > Insert New Record - this is not supported in People Profile (PP3) UI. You must implement Time Off for Leave of Absence feature.

SPECIAL NOTE: There was a defect (long running) which was fixed with a patch in b1708 release, where the Expected Return Date field was being displayed twice, if configured in the data model.

You were then able to edit the Expected Return Date field in the Job History UI, regardless of whether the record was created by the Leave of Absence process mentioned above or not, however that was not the intended behaviour, and this was considered a defect which has since been patched and corrected.

If it is necessary to change the Expected Return Date using legacy LOA, you would need delete the initial LOA record with the original Expected Return Date, and create a new LOA via Take Action MSS with the correct / updated Expected Return Date.

• Using the Time Off with Leave of Absence Only functionality this is possible, via the Time Off UI.
• You can select Edit on the LOA request, and update the Expected Return Date.
• In 1711, Time Off LOA requests can be launched from the Take Action (MSS) UI. - 2558149 - Time Off: How to start a Time Off Leave of Absence from Take Action (v12 and PP3)

3. Best Practice when migrating from Legacy Leave of Absence to Time Off with Leave of Absence Only, when you have existing LOA data created via Take Action MSS.

If you already have existing LOA Job Info records which were created using Take action > Manage Leave of Absence, these can still be kept in the system, and you do not need to reimport these as Employee Time records via time off / import.

As long as you have maintained your data correctly via the Take Action MSS UI, and have a "Return to Work" record for each existing LOA, you can simply start submitting LOA's via Time Off UI, once you have it fully configured (LOA Time Types are created etc).

To do this please contact your implementation Partner and follow the Time Off handbook section 4.25 Leave Of Absence.

More information about migrating to Time Off Leave of Absence from the legacy feature, and what should be done with the Job Information data, can be found in the Time Off  handbook: Using Time Off Leave of Absence in the People Profile

4. Alternatives to using Expected Return Date & LOA/RLOA Events*

If you are not using the Legacy LOA functionality and are not planning to use the Time Off LOA feature, then you cannot use the Expected Return Date field. But if you are planning on capturing an Expected Return Date anyway in Job Information, you must use a custom-date field instead. If you have already been capturing a date in the Expected Return Date field, you will need to migrate this data to a custom-date field instead to continue using the system in this way.

The data will still be available in reporting (Person and Employment Export ad hoc report) in which you can export the Job Information data, copy the data to the new custom-date column and reimport the Job Info data in Incremental Mode.

4.1 *Alternatives to using LOA and RLOA Events

Please also note that creating Job History records using the Events "Leave of Absence" and "Return to Work" are not supported for use outside of the delivered Legacy or Time Off based Leave of Absence solutions - therefore you should plan to leverage a different Event such "Data Change" if you are manually capturing leaves via Job Information.

Please note that if you do implement such a custom solution, that the Employee Status must be set as "No Selection" otherwise UI/System behaviour issues may arise.

Do not use the "Leave of Absence" or "Return to Work" Events OR the "Paid/Un-Paid Leave" Employee Statuses unless you are using the Legacy or Time Off based Leave of Absence solutions - again this will cause system behaviour issues as this method is not supported.

As mentioned in item 4 (above), implementing such a custom solution will require that you use a custom-date field to capture the "Expected Return Date" data, as the "expected-return-date" field will not be available in the Job History UI (the field is only available on actual/real Leave of Absence records created via the Legacy or Time Off based Leave of Absence solutions)

Ultimately - we strongly urge to consider implementing or migrating to the "Time Off for Leave of Absence" feature.

Time Off: How to start a Time Off Leave of Absence from Take Action (v12 and PP3 UI)

• KBA 2558149 - With the b1711 release (ECT-66478), Leave of absence (LOA) will be offered as an option in the Take Action menu if both Time Off and v12/PP3 UI are active.
• Users with People Profile can use this Take Action link to navigate to the Time Off Calendar or Workbench (depending on who they are - see the KBA 2558149 for more info)
• Users with v12 Profile can navigate to the Time Off Calendar and Manage Time Off pages (depending on who they are - see the KBA 2558149 for more info).

• 2560416 - Employee Central: Legacy Leave of Absence FAQ (v12 Revolution UI only)
• 2317935 - Legacy Leave of Absence Workflow OnSave Rule Not Triggered
• 2377221 - Manage Leave of Absence link not displayed in Take Action menu after enabling People Profile (PP3)
• 2558149 - Time Off: How to start a Time Off Leave of Absence from Take Action (v12 and PP3)

Leave of Absence, expected return date, legacy leave of absence, Take Action, return to work, LOA, expected-return-date, RLOA, event , KBA , LOD-SF-EC-JOB , Job Information , LOD-SF-EC-TIM , Time Off , Problem