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Adequate leave records shall be maintained for all employees. Records must show the years of service of employees for annual leave accrual purposes and the accumulation of sick and annual leave for purposes of transfer and/or termination. Leave records shall be made available to System personnel for appropriate business purposes, and the records for each employee shall be available to the employee upon request.
11.2 Monthly Leave and Extratime Reports
11.2.1 Monthly Leave and Extratime Reports (See Exhibit EB-10) are due in the Human Resource Services Office by the tenth of each month.
11.2.2 Hours accumulated and hours taken should be reported from the first through the end of the previous month.
11.2.3 Extra hours should be entered for the appropriate day(s). Hours should be reported from the first through the end of the previous month.
11.2.4 If an employee is absent from work after the Monthly Leave and Extratime Report is prepared and does not have enough leave days to cover the absence, the Human Resource Services Office should be notified immediately, so that the employee's check may be corrected.
11.2.5 All compensatory time earned and all compensatory time used must be recorded on the Monthly Leave and Extratime Report. Time earned and used should be recorded in straight time hours.
11.2.6 In the case of termination, a Personnel Action Form must be sent to the Human Resource Services Office stating the last date actually worked, the number of hours of accrued and unused annual leave and the final termination date.
11.3 Preparation of the Monthly Summary Leave Reports
11.3.1 One report for each account number will be provided to the departments at the end of each month (See Exhibit EB-11).
11.3.2 The month for which the report is being prepared and the departmental account number will be shown in the upper right-hand corner.
11.3.3 The employee's name, leave accrual anniversary date and beginning balance will be printed on the form.
11.3.4 The amount shown in the "Total Last Month" column should agree with the total figure reported on the previous month's report. The appropriate amount of annual leave will be added for the calendar month. Any annual leave used during the month should be subtracted. Each July 10 any excess leave above the maximum as of June 30 should be transferred to the third column entitled "Transfer to Sick Leave". The "Total Annual Leave" column should reflect column 1 plus column 2 minus columns 3 and 4.
11.3.5 Sick leave should be reported in the same manner as annual leave.
11.3.6 If an employee is absent due to illness for more hours than he or she has accumulated sick leave, any unused annual leave shall be transferred to sick leave and used to cover the absence. If there is still not sufficient accrued leave to cover the absence, a note should be made under the employee's name stating the number of hours to be deducted from the employee's paycheck. If insufficient leave is anticipated prior to the subsequent reporting period, the Manager of Payroll and Benefits should be notified immediately.
11.3.7 If any employee is absent for reasons other than illness for more hours than he/she has accumulated annual leave, a note should be made on the report stating the number of hours to be deducted. If insufficient leave is anticipated prior to the subsequent reporting period, the Manager of Payroll and Benefits should be notified immediately.
11.3.8 If an employee is on an unpaid leave of absence and is in a non-accruing status, it should be so indicated on the monthly report.
11.3.9 When an employee terminates his or her employment with the University, the monthly report should reflect the use of all terminal annual leave. The last report on which the employee's name appears should not reflect any unused hours. The effective date of termination (the last day for which an employee should be paid) should be typed as a note below the individual's name.
11.3.10 Employees absent from work during the period covered by the Monthly Leave Report, must complete an individual Leave and Extratime Report (See Exhibit EB-10) which is to be submitted with the Monthly Leave Report.
11.3.11 The report must be signed by the Dean or Administrative Officer.