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You are sent weekly reports from leave of absence administrator FMLASource. The reports are delivered overnight every Sunday and come from FMLACenter@fmlasource.com. The Leave Status and Changes Report lists active leaves, new leaves requests, and changes to existing requests. The Leave Usage Report lists time usage that must be time coded in the PPS Payroll system if the employee missed work. You will also receive a communication from the Leaves team that will assist your time keyers (or you) with coding for your staff that are on leave. You can read more about this in the Time Keyer section below. 

Please note that these reports do not contain the most up to date information regarding someone's Paid Leave Oregon status. The Leaves team is actively working with FMLASource and The Standard to improve this process. 

The following action is required: 

1. Ensure your time keyer is listed as an 'assigned contact' for each employee in the report. If not, please forward the report to them as they didn't receive it. You are responsible for ensuring all absences are time coded in payroll and approving time submission for employees you supervise each month. Additional time coding instructions can be found in the next section of this webpage for Time Keyers. If employees miss work and are not time coded they may be paid in error as though they had worked.
   
   
2. On the FMLASource Leave Usage report only, confirm that your employees 'reported hours' on the report match their work schedule. If an update is needed, e-mail ServiceTeam3@FMLASource.com and copy leave@pps.net with the update. Be sure to include the employees name, employee ID number, dates of leave usage needing correction, the employees scheduled days per week and scheduled hours per day in your request.
   
   
3. If the leave approval status is listed as denied in the FMLASource report additional review is required by you. A denied decision means that the employee may not be authorized to be off work. You can login to the FMLASource website to check the most current status.
   
   When a leave request is denied, the employee may have an additional line in the FMLASource report for an ADA leave request in a requested or approved status. You can contact ada@pps.net for status updates on this type of request.
   
   If the request has been denied and the employee still needs to be off work, have the employee contact leave@pps.net for next steps. If the employee already had related unexcused absences, follow up with your Employee and Labor Relations Manager for next steps.
   
   
4. For assistance with your staffing needs, contact your Talent Management Representative. 

You are sent weekly reports from FMLASource and communications from the Leaves Team to give you the most up to date information on your staff's leave. The Leave Status and Changes Report lists active leaves, new leaves requests, and changes to existing requests. The Leave Usage Report lists time usage that must be time coded in the PPS Payroll system if the employee missed work. Specific information about leave programs can be found below. 

Leave balances will be used in the following sequence, dependent on the type of leave the employee is on. For additional questions on the type or sequence of leave balances to report contact leave@pps.net.

If an employee exhausts their leave balances and goes unpaid, please e-mail leave@pps.net immediately so HR staff can transfer them to unpaid status AND continue entering leave time (including unpaid time as applicable) until the employee is greyed out on the Time and Labor daily and pay period entry panels.

Employee leave balances can be found at the following path in PeopleSoft Time and Attendance. Main Menu>Benefits>PPS Review Accrual Balances and is also reflected on the right side in the Time & Labor Entry Sections. For questions about the Time and Labor reporting contact your Payroll Specialist.

If you have questions about coding or need assistance on a leave, contact leave@pps.net

You are sent weekly reports from FMLASource. The reports are delivered overnight every Sunday and come from ServiceTeam3@FMLASource.com The Leave Status and Changes Report lists active leaves, new leaves requests, and changes to existing requests. The Leave Usage Report lists time usage that must be time coded in the PPS Payroll system if the employee missed work. You can also view current status on the . Click here for the Web Guide.

Please note that these reports do not contain the most up to date information regarding someone's Paid Leave Oregon status. The Leaves team is actively working with FMLASource and The Standard to improve this process. 

The following action is required: 

1. IMPORTANT: You are required to enter leave hours on a daily basis for employees missing work.  If an employee is paid on contract (or receives a monthly salary) and you report no leave hours they will be automatically paid as though they worked. Please see above General Information tab for the order in which balances should be applied based on the leave type.
   
   
2. If an employee exhausts their leave balances and goes unpaid, please e-mail leave@pps.net immediately so HR staff can transfer them to unpaid status AND continue entering leave time (including unpaid time as applicable) until the employee is greyed out on the Time and Labor daily and pay period entry panels.
   
   
3. On the FMLASource Leave Usage report only, confirm that the employees 'reported hours' on the report match their work schedule. If an update is needed, e-mail ServiceTeam3@FMLASource.com and copy leave@pps.net with the update. Include their name, employee ID number and their scheduled days per week and scheduled hours per day in your request. This weekly FMLASource Usage reporting should be reconciled against your time reporting for Payroll for any time missed from work.
   
   
4. If the leave approval status is listed as denied on the FMLASource report that means the employee may not be authorized to be off work. You must enter leave hours (including unpaid time if applicable) for all related absences for Payroll, and defer to the employees supervisor for next steps.  

Based on the feedback received over the last year, we are no longer using Smartsheet to communicate top off. 

At this time, top off instructions come directly from leave@pps.net. This communication includes instructions on how to code for your employee based on their Top Off election, how much Top Off and which leave balances to use for top off (you may also use the list under General Information). Please note that some staff may not have the Paid Leave OR (Unpaid) earnings code. Staff who do not need to have this earnings code applied will show N/A in that space. If you have questions on how to code after receiving this communication or if you did not receive this communication and believe you should have, please reach out to leave@pps.net for assistance. 

Please note that the FMLASource reports do not contain the most up to date information regarding someone's leave status. The Leaves team is actively working with FMLASource and The Standard to improve this process. The communication you receive from the Leaves Team is the most up to date information for your staff that are using Paid Leave Oregon. 

As a reminder, you must record all absences in Time and Labor for worker’s compensation claims based on the provided guidance:

• Review the weekly FMLASource Leave Status and Changes Report for workers compensation claims. You are required to enter workers compensation leave hours on a daily basis.
  
  

• If an employee exhausts their eligible leave balances and goes unpaid, please e-mail leave@pps.net immediately so HR staff can transfer them to unpaid status AND continue entering leave time (including unpaid time as applicable) until the employee is greyed out on the Time and Labor daily and pay period entry panels.
  
  
• If the worker compensation leave is on a reduced schedule or intermittent basis, you must record the hours in Time & Labor and email ServiceTeam3@FMLASource.com the following information on a weekly basis: 
  • Employee Name and ID Number
  • Employee Schedule
  • Date of absences and hours absent each day for workers compensation absences.
    
    
• Complete Guide to Risk Management Workers Compensation Time Coding Instructions: Workers Compensation Quick Reference Time Coding Guide