The Short Work Break eDoc is used when an employee is taking leave for more than 30 but no more than 90 days. The Short Work Break is different than the leave of absence in that it is typically not voluntary.
Short Work Break eDoc Process
- In One.IU navigate to the eDocs tab in the HRMS Portal, click Short Work Break.
- How to access eDocs
The Short Work Break eDoc consists of 4 major sections: Effective Date, Action Reason, Job Data, and Earnings.
Short Work Break Document Lookup:
Look up the employee that you want to place on Short work Break by entering available information that you have into the appropriate areas and clicking on .
NOTE: It’s best to try to obtain the University ID, but if you don’t have it, you may utilize the other available search options below.
- Click on Short Work Break under the Actions column and the Effective Date section will appear. Enter the Effective Date of the Short Work Break. The Effective Date is the date on which the Short Work Break takes effect.
- After entering the Effective Date select . The Action Reason selection screen will appear with four options for this Action. In this case, we chose Temporary Reduction (STR). Note data on the right side that has been updated is highlighted in yellow (Effective Date). This not only helps you confirm any changes before submitting for routing, but also helps approvers note changes when they review the eDoc for approval.
- Once in the Job Data Section, please enter the Expected Return Date, click on . Note that Earn Code, Earning Distribution Type and Percent Distribution are calculated by eDoc logic.
HRMS eDocs provide you with two columns of information. The left column shows you data for this employee’s record as it currently exists in the system. The data is copied forward to the right column with only certain field(s) editable. In this case, there is only one editable field: Expected Return Date.
- Now click .
Note: If you realize you need to make a change after moving to the next section of the eDoc, you can use the button to return to previous section. You can return all the way back to the Effective Date section in this manner.
Review the Earnings Section and update any funding information that needs to be changed. On many of the Employee Activities eDocs, we’ve provided the opportunity to update funding. But, in this example we have chosen to leave the funding as is.
Notes and Attachments
Below is a typical note you might add. You may also add an attachment such as a spreadsheet, PDF file or a Word document.
Once you’ve reviewed your eDoc one final time, select to route the eDoc for approval. The eDoc should say, “Document was successfully submitted.”. Now select at the bottom of the document. Note that the status has changed to “ENROUTE”.
During document preparation you may want to save or close the eDoc to finish it later or for whatever reason you may have a need to cancel it. Otherwise, once you have reviewed your document and you are ready to route it, you will be presented with the possible actions listed below.
Take this action when you have completed and reviewed your eDoc and you are ready to submit for routing.
This action saves the eDoc back to your Action List if you need to complete and route it at a later time.
This action closes the eDoc and appears once you save, cancel or submit for routing.
This action cancels the eDoc for you. Please use the cancel button rather than the “X” in the upper right corner of your browser screen. Closing an eDoc using the “X” in your browser, will leave the eDoc in INITIATED status, causing any further actions on the employee’s record to be blocked without help from the HRMS Support Center.
The full screen will appear as below: