UC Davis Human Resources
SUPERVISOR UPDATE
– CONFIDENTIAL –
DO NOT DISTRIBUTE OR
POST
From: Human Resources – Revised OnBase® Cover Sheet
Date: 08/28/15
For supervisors, managers, and delegates designated for scanning Medical Certifications and other
medical related documents for employees on an approved Leave of Absence.
A revised and updated OnBase® Cover Sheet is uploaded on the HR website under HR FORM->
FML/LOA Medical Form Cover Sheet (OnBase®). The cover sheet has a new feature where user can
look up PeopleSoft ID number, please see link below.
http://www.ucdmc.ucdavis.edu/hr/hrdepts/forms/8_19_15_OnBase_Cover_Sheet_Form.pdf
Here are some important reminders when processing the OnBase® cover sheet:
 Reason for LOA and cost center must be included in the subject line when emailing the
documents to HR – Records (hr.records@ucdmc.ucdavis.edu).
 Revised cover sheet should indicate under “Additional Information” what specifically
changed, i.e. change in pay status, extension, leave reason, and begin and or end
dates, etc. or if LOA document submitted is for documentation purposes only.
 A revised cover sheet must be submitted each time changes to dates occur.
 Submit the required documents in a timely manner to prevent delay or issues to
employees payroll check.
 Fill out the cover sheet completely and accurately.
 Documents with missing information will be returned to the department for completion.
 The medical certification will not be reviewed by HR-Records. If you have any questions
please contact the LOA coordinator in Employee & Labor Relations at 916-734-2924.
Impacts related to submitting OnBase® Cover Sheet:
1. Information processed in PeopleSoft which interface to Payroll system (PPS)
2. Payroll Department uses the data to verify and complete UC disability statement claim forms for
Liberty Mutual.
3. Employees whose LOA is not updated in PeopleSoft will not have access to some downstream
systems i.e. LMS etc.
Reminder - When a Manager/Supervisor is out of the office for an extended period of time, their leave
management responsibilities should be ‘delegated’ in ecotime; however it’s not required. As a
safeguard, when a manager/supervisor is out the ‘Reports To’ will need to validate their employee’s
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responsibilities have been delegated appropriately. The ‘Reports To’ is responsible for researching and
guaranteeing all ecotime responsibilities for their employees are accomplished.
Guide in processing LOA:
Non-FML LOA
1. From HR Forms website, complete the Leave of Absence Form for Extended
Leave and submit it electronically.
2. Download and complete the FML/LOA Medical Form Cover Sheet (OnBase) and
attached the medical certification.
3. Email documents to hr.records@ucdmc.ucdavis.edu . Send each time there is a
revision/extension.
FML LOA
1. Enter into Ecotime
2. Download and complete the FML/LOA Medical Form Cover Sheet (OnBase) and
attached the medical certification.
3. Email documents to hr.records@ucdmc.ucdavis.edu . Send each time there is a
revision/extension.
1. Enter into Ecotime
2. Download and complete the FML/LOA Medical Form Cover Sheet (OnBase) and
attached the medical certification.
3. Email documents to hr.records@ucdmc.ucdavis.edu . Send each time there is a
revision/extension.
INTERMITTENT
Helpful links:
Leave of Absence Resources
http://www.ucdmc.ucdavis.edu/hr/hrdepts/labor_relations/fmla_kit.html
FMLA Module
http://intranet.ucdmc.ucdavis.edu/hr/Ecotime/ecotime.shtml
Ecotime
https://hbsecotime.ucdmc.ucdavis.edu/ecotimesso/
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