Leave Guide for Time Entry Personnel
Responsibility for managing leaves of absence resides with the supervisor of the work unit. While the supervisor has the ultimate call in granting leaves (other than FMLA), time entry personnel also have responsibilities.
Notify supervisors of key payroll processing dates and deadlines, so that completed Application for Leave forms are submitted on time.
Distribute copy of Leave Balance Report to supervisor, upon receipt from Payroll.
For employees on extended leaves, provide supervisor with leave account balances so that Application for Leave forms can be completed correctly.
Prepare Personnel Action Form (PAF) for supervisory approval, as directed by supervisor.
Maintain documentation files to include copies of Application for Leave forms along with completed timesheets and rosters.
For FMLA leave reporting:
When notified that FMLA leave has begun, use proper FMLA time code(s) for Payroll Time Entry
Keep track of leave balances for proper payroll reporting; consult with Benefits Representative about the handling of transition from paid to unpaid leave.
When notified that employee has returned to work, stop reporting FMLA time on the employee’s payroll time log/roster.
Inform supervisors about employees known to be on leave.
