Responsible Office: Controller’s Division / Payroll
Originally Issued: July 1972
Revised: September 2005
To provide procedures and instruction for the monthly reporting and submission of the Exempt Classified Employee Monthly Record of Leave and Other Absences form.
All leave-eligible administrative and professional staff employees on the exempt (monthly) payroll must submit this report monthly. The completed reports will provide input for leave balances.
NOTE: The Section Chief, Division Head, or Department Chairman may complete the report for any employee absent when this report is to be submitted.
3.1 Responsibility: Section, Division or Department Office
3.1.1 Receive appropriate individual pre-addressed report forms from the Payroll Office/Controller’s Division.
3.1.2 Distribute forms to the employee named in the address section of the form.
NOTE: For any employee not receiving a pre-addressed form, a blank form should be prepared for use during the current month. Blank forms may be obtained from the Payroll Office.
3.2 Responsibility: Administrative and Professional Staff
3.2.1 Record on the report form all leave taken for the six categories shown.
- A – Annual (Vacation)
- S – Sick
- H – Holiday
- UH – Unscheduled Holiday
- L – LWOP (Leave without pay)
- ML – Military Leave (Last blank box on the report form)
NOTE: Annual and sick leave must be recorded in whole hour increments. Holidays must be taken and reported in full day increments. Hours worked should not be recorded.
3.2.2Record in the category blocks total hours taken for each type of leave and other absences during the month. Leave blocks blank if no leave was used for the month.
IMPORTANT: If leave without pay is taken, notation must be made on the “Exempt Pre-payroll List”, so that the employee’s current check can be adjusted. LWOP must also be noted on the report form.
3.2.3 Sign report and transmit to Section, Division, or Department Office by the last working day of the month.
3.3 Responsibility: Section, Division or Department Office
3.3.1 Receive individual report forms, verify, and obtain additional appropriate management signature.
NOTE: If an employee has claimed sick leave for a period of at least six continuous workdays, a physician’s statement must be attached to the report form.
3.3.2 The Departmental Timekeeper enters leave taken in hours for each employee into the web-based Exempt Leave Entry Application between the 1st and the 10th of each month following the reporting period.
3.3.4 Once the department has entered all leave into the web application, the original forms must be submitted to the Payroll Office. Departments should keep copies for their departmental files. All original report forms must be received in the Payroll Office by the 15th of each month.
IMPORTANT: Before a terminating employee may be paid for final unused annual leave, all report forms must be received by the Payroll Office.