Vacation/Sick Leave (a.k.a. Time Reporting)
Does this apply to me?
- If you take vacation or sick leave, enter time into PeopleSoft, or approve time reports - then yes, it does!
What do I need to know about leave / time reporting?
- Process steps - how is this supposed to flow?
- Key areas of risk - what to avoid or watch for
- Quick tips - the essential information, and links to more
- Training Courses - how can I learn more?
- Relevant Policies - specific policies to read
Process steps:
- Supervisor approves request for vacation time, or employee takes sick leave (while notifying supervisor appropriately).
- Time is reported to the supervisor.
- Supervisor approves the time reporting documents.
- Time reports are entered into PeopleSoft.
- Vacation / sick leave balance reports are run against PeopleSoft to check for "overages" (negative balances).
- Supervisors should immediately address any overages with employees.
Key areas of risk:
- Someone is not paid properly because of inaccurate vacation/sick leave record keeping.
- If this is a pervasive issue, the costs can add up for a department or the Institute as a whole.
- What to watch out for:
- Not reporting leave in a timely manner
- Inaccurately reporting leave - whether over/under the amount, or as the incorrect type of leave
- Employees with negative vacation or sick leave balances
Quick tips:
An August 13, 1997 memorandum from the Senior Vice President for Administration and Finance and the Provost / Vice President for Academic Affairs to all campus units spelled out the Institute's leave record-keeping and reporting requirements. This memorandum specified that campus units should have a system that includes the following:
- The maintenance of leave records
- At least monthly reporting by all faculty/staff
- Monthly reporting or updating of the unit's official Institute leave records
- The sharing of leave balances with employees regularly to verify the accuracy of such balances.
- Note: This information is available to all employees through TechWorks on your payroll advice.
- Helpful links:
Courses:
Go to the Training web site to register for any of these courses, or click on a link below to read a description:
- Vacation / Sick Leave Entry Online Tutorial - intended audience: Campus Administrators responsible for vacation and sick leave reporting.
- Biweekly Time Entry - intended audience: Campus Administrators responsible for processing Biweekly Staff Time Documents.
Relevant Policies:
These links will open specific policies from the Institute's policy manuals as a new page or tab.
- Vacation - HR Policy 2.15
- Sick leave - HR Policy 2.13
- Leave of absence - HR Policy 2.11
- Time reporting - HR Policy 10.8