Human Resources

Leave Administration

LEAVE CATEGORY

MISCELLANEOUS

• Adverse Weather
• Holidays
• Leave Approval
• Leave Offsetting
• Leave Records
• Leave Reporting Requirements
• Web Leave Entry Instructions for EPA and SPA Exempt Employees
• Web Leave Entry Approval Process for Supervisors
• Workers Compensation

FORMS

PURPOSE

University employees are provided several different leave programs to meet their needs for absences from work during scheduled working hours. Such absences from work are charged to the appropriate leave account of the employee.  Refer to the appropriate link below for your employee classification.

EPA Faculty
EPA Non-Faculty SAAO Tier I
EPA Non-Faculty SAAO Tier II
SPA Employees - see below or refer to OSP policy
Serious Illness Leave for Faculty

The administration of the leave program rests entirely with the Office of Human Resources.

LEAVE OFFSETTING
Hours worked in excess of the employee's established work schedule shall be used to offset leave reported in the same overtime period.  If employees work additional hours outside their normal schedule in a work week in which they also have scheduled or taken time off, the additional time worked "offsets" the time that the employee intended to cover with available leave.

LEAVE RECORDS
The Human Resources Office maintains the following official cumulative leave records on each permanent SPA employee and leave accruing EPA employee.  Leave records will be maintained on:

Civil Leave and Supporting Documentation
Community Service Leave and Supporting Documentation
Military Leave and Supporting Documentation
Voluntary Shared Leave
Family Illness Leave
Family Medical Leave

Campus leave request forms will no longer be accepted at the Human Resources Office, with the exception for:  Community Service, Jury Duty, and Military leave MUST be submitted to the Human Resources Office.  Supervisors are required to maintain supporting documentation of requests for leaves of absence (i.e. bonus, vacation, sick) in accordance with the State Retention Schedule.

LEAVE REPORTING REQUIREMENTS
All leave time must be recorded on the employee's monthly timesheet and/or leave report.


1. All leave accruing EPA and SPA Exempt (not subject to FLSA overtime regulations) employees are required to certify their leave report each month via web entry on Self Service Banner.   All employee leave report certification must be completed and submitted to their supervisor for approval by the first day of the following month (i.e. June leave report is due July 1). Supervisors are required to review and approve all their employees' web leave certifications by the fifth of the following month (i.e. June leave report must be approved by July 5th).

2. All SPA Non-Exempt (subject to FLSA overtime regulations) are required to submit a paper timesheet to their supervisor for approval.  Supervisors must review, approve, and submit the paper timesheet to Human Resources Office by the third of the following month (i.e. June leave report must be approved by July 3rd).