Leave Management Guide for Supervisors
Responsibility for managing leaves of absence resides with the supervisor of the work unit. Employees requesting leave and time entry personnel also have responsibilities, however the supervisor has the ultimate call in granting leaves (other than federally mandated FMLA leave).
A supervisor is responsible for assuring that the business of the work group can be conducted at all times.
Requests for vacation and personal business leave are subject to the needs of the work group. You should establish department procedures for scheduling vacation in your work group, so that all requests are handled consistently.
Personal business leave is requested in advance of time off needed (at least 24 hours notice except in emergency situations). Approval by the supervisor is contingent on the needs of the work unit. Personal business leave cannot be used to extend vacations or holidays.
Overtime and compensatory time off (non-exempt employees only) are to be approved in advance by the supervisor. Your HR Generalist can provide counsel on use of compensatory time off for non-exempt employees.
For additional information, see Exception Reporting - Compensatory Time in the Payroll Processing/Time Entry section of this manual.
Supervisors are responsible for the accurate and timely reporting of all leave time taken. See Leave Related Forms for a complete inventory of forms.
The online Application for Leave form (HR-102) is used for reporting all leaves.
Supervisor’s signature is required on all leave requests.
Completed forms are to be given to the work unit’s time entry person in time for payroll processing in the correct period.
Leave exception time is reported one pay period in arrears. Time taken between first and fifteenth day of the month is to be keyed during time entry for the end of month payroll. Time taken between sixteenth and last day of the month is to be keyed during time entry for the first of month payroll the following month.
When an employee is requesting FMLA leave, supervisors should contact the HR-Generalist assigned to your work unit for assistance in processing the request and monitoring the leave.
Risk Management should be consulted for all workers’ compensation cases.
Complete Personnel Action Form (PAF) when an employee begins a family or medical leave of absence, leave of absence without pay, sabbatical, or military leave. Another PAF is completed when employee returns to active status.
For employees on extended leaves of absence, supervisors are responsible for the completion of Application for Leave forms by pay period, indicating the type of leave taken, for the duration of the leave. Time entry personnel presently have access in the PeopleSoft system to leave balance information for employees in their respective work units.
Supervisors are responsible for maintaining accurate records. Completed leave forms, sign-in sheets, timesheets, and rosters are kept in the Department for a period of 2 years and then should be archived to storage for an additional two years.
