Leave Reporting Responsibilities

Current Employees, Managers & Supervisors

Employee Responsibilities

• Obtain approval from your supervisor before using leave, whenever possible.
• Accurately report actual leave use to your supervisor.
• Use leave in accordance with University and State rules and policies.
  • "Borrowing" unaccrued leave from future months is prohibited.
  • When an employee must be out of the office but has no accrued leave to cover the absence, he should discuss the use of Leave Without Pay with his supervisor.
• Maintain accurate records of leave taken.

Employer Responsibilities

• Approve leave (i.e., annual, sick, funeral, military, jury duty, family medical) consistent with University and State rules and policies.
• Apply leave practices consistently and fairly.
  • Exceptions may occur when an individual employee is under corrective or disciplinary action.
• Maintain accurate records of leave approved and taken.
• Update leave requests as circumstances dictate.
• Report employee leave use in the HR System monthly.
• Notify employees of and maintain records in accordance with the federal Family Medical Leave Act (FMLA), when applicable.
  • FML for State Classified
  • FML for Faculty and Admin Professional

References

• Academic Faculty and Administrative Professional Manual, Section F
• Employee Relations
• Frequently Asked Questions
• HR Manual
  • State Classified
  • Faculty and Admin Professional
• Leave-Reporting for HR Liaisons

Further Guidelines

• The use of administrative leave for State Classified employees not specifically authorized in the HR Manual, Section 3 requires the approval of the HR Director.
• Refer to the Academic Faculty& Administrative Professional Manual, Section F for information on the use of administrative or special leaves for Faculty and Administrative Professional employees.
• Generally, leaves (paid or unpaid) are not authorized for other types of employees. Exceptions may include:
  • Family Medical Leave (FML)
  • Military Leave