Frequently Asked Questions - I-181 Time File

I-181 Time File

What if an employee’s Protected Sick Usage balance is incorrect on the Admin - Review Absence Balance page? How do I adjust the balance?

If an employee’s Protected Sick Usage balance is incorrect, you will need to submit a Manage Accruals ‘Other’ transaction to adjust the balance. 

Review the Job Aid: Manage Accruals – Protected Sick (P-Flag) for more information about how to submit this transaction accurately.

What if I need to change the ‘protected’ status for sick leave that an employee has already taken?

If an employee has already submitted sick and you need to adjust the ‘Protected’ status, you will need to submit a Manage Accruals ‘Other’ transaction. 

Review the Job Aid: Manage Accruals – Protected Sick (P-Flag) for more information about how to submit this transaction accurately.

We previously reported protected sick usage for an employee, but now need to correct that from sick to some other earn code (REG, VAC/VCN, etc.). How do I do that?

When submitting a correction to protected sick usage via I-181:

  • Reverse the original protected sick usage with the appropriate Earn Code, Hours, and P-Flag.

    • Reminder: don’t forget to include the P-Flag if the original hours had the P-Flag.

  • Add corrected hours or takes with the appropriate Earn Code, and Hours.

Review the Job Aid: Manage Accruals – Protected Sick (P-Flag) for more information about how to submit this transaction accurately.

How should sick usage for an Academic Bank eligible employee be entered via the I-181 time file?

Academic sick usage can be entered in an I-181 the same way any other sick usage is entered: 

  • Earn Code: 

    • SKL (for monthly employees) 

    • S1L (for biweekly employees)

  • UC_FMLA Flag: 

    • N if the sick usage is unprotected

    • P if the sick usage is protected

How do I designate sick usage as ‘protected’ via I-181?

When submitting sick usage via I-181, the ‘protected’ sick indicator should be entered in the ‘UC_FMLA Flag’ field as ‘P’. 

  • For Biweekly employees: 

    • Earn Code: S1L

    • UC_FMLA Flag: P

  • For Monthly employees: 

    • Earn Code: SKL

    • UC_FMLA Flag: P

Note: Hours entered as:

  • A positive value would decrease the Sick balance, and increase the Protected Sick Hours Used. 

  • A negative value would increase the Sick balance, and decrease the Protected Sick Hours Used. 

Review the Job Aid: Manage Accruals – Protected Sick (P-Flag) for more information about how to submit this transaction accurately.