Office of Procedures, Records, and Forms Business Policies and Procedures Manual

PERSONNEL
60.62
Revised 7-14
Human Resource Services
509-335-4521

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Leave Report for Overtime-Exempt (Excepted) Classified Employees

Forms:

Overview

Overtime-exempt civil service and collective bargaining unit employees report leave on the Leave Report for Classified Employees. (NOTE: This form will be referred to as the Classified Leave Report for the remainder of this section.) See BPPM 60.57 for leave rules.

Overtime-Exempt Classified Employees
Overtime-Exempt Civil Service Employees

Human Resource Services (HRS) designates certain civil service positions as “overtime-exempt” in accordance with Fair Labor Standards Act.

Overtime-Exempt (Excepted) Collective Bargaining Unit Employees

Collective bargaining unit employees refer to the appropriate collective bargaining unit agreements regarding overtime eligibility.

Purpose of Form

The Classified Leave Report is used to:

  • Report leave (e.g., annual leave, sick leave, shared leave, etc.), compensatory time, and holidays used during the month.
  • Record hours of annual leave and sick leave earned during the month.
  • Document the accrued balance of annual leave, sick leave, shared leave, and compensatory time.
  • Record leave hours donated for shared leave.
  • Claim money payment for previously accrued compensatory time.
  • Claim payment for unused sick leave (see BPPM 60.41).
  • Report time loss that is the result of an occupational illness or disease.
Official Leave Record

Employing departments retain each employee’s official leave file for the term of the employee’s employment.

Official File

The employee’s official leave file includes the Classified Leave Report and other records reflecting the employee’s leave history, e.g., requests for leave without pay, reports of disability, requests for bereavement leave.

Dual Appointment

For employees with dual appointments, each employing department maintains a separate leave file. One of the departments is designated as the home department. The home department maintains leave accrual information.

Transfers

If an employee transfers to another WSU department, the former department prepares a Classified Leave Report for the time the employee served in the department, if any, in the month, and forwards the employee’s official leave file to the new employing department.

Midmonth Old Department

Prepare a partial Classified Leave Report for the current month through the employee’s last day. State in Comments, “Transferred to (name of new department) on (date of employee’s first day in new department).” Do not post the leave earned or the accrual balances unless paying off accumulated compensatory time. Route the signed Classified Leave Report and the employee’s leave report file to the new department.

Midmonth New Department

Prepare a partial Classified Leave Report from the employee’s first day in the department through the end of the month. State in Comments, “Transferred from (name of old department) on (date of employee’s first day).” Post the leave earned and the accrual balances for the entire month. File both signed partial Classified Leave Report forms.

Compensatory Time

The departments must resolve disposition of compensatory time. Compensatory time may be transferred, with the approval of the new department, or paid off by the old department.

Terminating WSU Employment

Attach the Payroll and Human Resource Services copies of the Classified Leave Report form to the Personnel Action Form which terminates employment. Send the employee’s official leave file to Human Resource Services.

Previous State Employment

HRS requests leave information from the former state employer if a new employee has previous state of Washington service (see BPPM 60.19). For collective bargaining unit employees, refer to the appropriate bargaining unit agreement regarding transfer of leave.

Partial Hours

Report partial hours as decimal equivalents of the hour. See BPPM 60.60 for the decimal equivalent table.

Cyclic Year Appointments

See BPPM 60.30.

Errors

If an error is discovered prior to form distribution, make a correction and inform the employee of the change. The employee must sign the corrected Classified Leave Report. If the error is discovered after form distribution:

  • Prepare a corrected form.
  • Enter an annotation of the correction in the Comments section.
  • Obtain employee and supervisor signatures.
  • Distribute the corrected Classified Leave Report.

Form Supply

The Classified Leave Report is available in Excel and FileMaker format on the PR&F website at:

policies.wsu.edu/prf/index/forms/

Alternate Leave Record

An alternate leave record may be substituted for the Classified Leave Report if HRS approves the alternate leave record prior to department use. HRS maintains a record of all units requesting and using alternate leave records. HRS also maintains a copy of the alternate leave record used by each requesting unit.

Completing the Form

The following numbered instructions correspond to numbered sections on form exhibit in Fig. 1. Also see the examples in Fig. 2 and Fig. 3. Unexplained form sections are considered self-explanatory. Enter identifying information at the top of the form.

WSU ID Number 1

Enter the employee’s WSU ID number on each Classified Leave Report.

Name 2

Enter the employee’s complete name.

Month, Year 3

Enter the month and year of the recorded leave.

Example of classified employees leave report
Figure 1 Classified Employees Leave Report
Title/Title Code 4

Enter the job classification title and job class code from the latest Personnel Action, online HEPPS, the current Civil Service Classification Schema, or the appropriate collective bargaining unit agreement.

% FTE 5

Enter the percent of FTE. Refer to the Personnel Action or the online HEPPS application.

Term (Months) 6

Enter the number of months per year the employee is expected to work. Refer to the Personnel Action or the online HEPPS application.

Leave Hours Taken 7

Enter leave hours taken under the appropriate days of the month. See BPPM 60.57 for civil service leave regulations. For collective bargaining unit leave rules, refer to the appropriate collective bargaining unit agreement. NOTE: The source of funding at the time of leave accrual does not restrict when leave may be used unless the exception is noted in Remarks on the Personnel Action Form. See BPPM 60.25 for Personnel Action Form instructions.

Annual Leave 8

Record annual leave hours taken under the appropriate dates and enter the total Annual Leave hours.

Sick Leave 9

Record sick leave hours taken under the appropriate dates and enter the total Sick Leave hours.

Comp Time Off 10

Record hours of compensatory time off taken under the appropriate dates and enter the total hours of Comp Time Off. NOTE: Overtime-exempt (excepted) employees do not accrue compensatory time. However, the employee may use compensatory time accrued while in an overtime-eligible position.

Leave Without Pay 11

Record hours of leave without pay (LWOP) taken under the appropriate dates and enter the total hours of Leave Without Pay. Submit the Payroll and Human Resource Services copies of all Classified Leave Reports reporting LWOP to Human Resource Services. Comply with the Payroll Documents Calendar deadlines (see BPPM 55.04).

Missed Deadlines

Telephone or send an electronic mail message to Payroll Services to report information about LWOP occurring too late to meet the Payroll Documents Calendar deadline. Follow up the telephone call or e-mail message by sending the Payroll and Human Resource Services copies of the Classified Leave Report to Human Resource Services. Enter the Payroll Services contact in Comments and include the dates and hours of LWOP.

Beginning LWOP
First Half of Month

In Comments, enter, “LWOP due to (enter reason) from (first date of absence) to (date of return).” Copy the Classified Leave Report. Send two signed copies to Human Resource Services. Submit the Payroll and Human Resource Services copies of the Classified Leave Report which reflect the month’s activity to Human Resource Services prior to payroll cutoff. See BPPM 55.04 for payroll document scheduling information.

Second Half of Month

In Comments, enter, “LWOP due to (enter reason) from (first date of absence) to (date of return).” Submit the Payroll and Human Resource Services copies of the Classified Leave Report which reflect the month’s activity to Human Resource Services.

Leave Period Unknown

Record hours taken under the appropriate dates and the total for the pay period under total hours. Estimate a date that the leave period will be completed. In Comments, enter, “LWOP from (first date of absence) until (estimated date).” If that date arrives and the leave period must be extended, complete another Classified Leave Report using the same instructions. Do not indicate that leave is until further notice. Prepare and route the Payroll and Human Resource Services copies of a Classified Leave Report to return the employee to pay status when the employee returns.

Ending LWOP

Enter in Comments, “Returned from LWOP on (date).” Indicate whether this return date is a confirmation or a correction of the date reported when the employee went on leave without pay. Submit the Payroll and Human Resource Services copies of the Classified Leave Report showing the actual return date to Human Resource Services.

Extended Cyclic Appointment

See BPPM 60.30 to extend appointments for cyclic year employees accepting additional work during scheduled periods of LWOP. Record the hours worked on a Time Report. Payroll uses this form to compute the employee’s pay. Enter in Comments, “Extended Cyclic Year Appointment.” Route the Payroll and Human Resource Services copies of the Time Report to Human Resource Services.

Personal Holiday 12

Enter hours for a day taken as personal holiday on the Personal Holiday line under the appropriate date.

Holiday 13

Enter hours for holidays under the appropriate dates. See BPPM 60.76 for official University holidays.

Bereavement 14

Record leave taken under the appropriate dates and enter the total hours used for Bereavement Leave. Enter the relationship of the deceased family member in Comments.

Training Leave 15

Record leave taken for personal or professional development (see BPPM 60.72). (NOTE: Do not record hours taken to attend academic courses.)

Civil Leave 16

Record the leave taken under the appropriate dates and enter the total hours.

Military Leave 17

Record leave taken under the appropriate dates and enter the total hours. Provide a copy of military orders to the employing official and attach a copy to the Classified Leave Report.

Shared Leave 18

Human Resource Services maintains the Classified Leave Reports for employees during the time the employees are receiving or using shared leave. Human Resource Services (HRS) records shared leave hours taken under the appropriate dates and enters the total hours. HRS retains copies and sends the original leave reports to the employing departments (see BPPM 60.57).

Bargaining Unit 19

Enter the number of the bargaining unit and enter hours used for contractual union training time under appropriate dates.

Balances 20
Previous Balance

Enter the previous balance of annual leave, sick leave, shared leave, and compensatory time from the prior month’s Classified Leave Report or from the report of previous state employment.

Subtract Hours Used

Enter the number of hours of annual leave, sick leave, or compensatory time used during the month.

Shared Leave Used

HRS enters hours of shared leave used during the month.

Subtract Donated Hours

Enter the number of hours of annual leave which have been donated to a fellow WSU employee under the shared leave program.

Add Hours Earned or Shared Leave Received

Enter hours of annual leave and sick leave earned for the month. See BPPM 60.57 for an accrual table for civil service annual leave.

Shared Leave Received

HRS enters hours of shared leave contributed by other WSU employees (see BPPM 60.57).

Part Time Accruals

A part-time employee accrues a percentage (% FTE) of full-time accrual leave hours, e.g., an employee with a 75 percent FTE accrues 6 hours of sick leave each month.

Current Balance

Calculate and enter the current balance. The previous balance, minus hours taken, plus hours earned or received equals the current balance which is effective the first day of the following month.

Maximum Accruals

If the employee elects to exceed the 240 hour maximum for annual leave hours, enter “Excess annual leave has been accrued voluntarily” in Comments. If use of leave over the 240 hour maximum is deferred by a “Statement of Necessity,” enter, “Use of excess annual leave has been deferred” in Comments. Refer to BPPM 60.57 regarding maximum accrual of annual leave.

See BPPM 55.49 for instructions regarding annual leave balance at separation.

Administrative Corrections

This space is used by HRS to correct the report. HRS notifies employees and departments when balances are corrected.

Comments 21

Enter anything not otherwise provided for that affects the pay of the employee. If appropriate, comments may include:

  • Time lost for on-the-job or work-related injury/illness, the date the injury/illness occurred and dates and hours lost as a result.
  • Indicate adjustments to leave balances such as a restoration of sick leave after a determination that the leave was due to a job-related injury or illness, or a loss of excess annual leave.
  • Separation date and a notation that the employee is separating.
  • Hours of compensatory time to be paid off and the specific months the compensatory time hours were earned.
  • Leave without pay and estimated date of return. If leave without pay was telephoned to Payroll Services, report the call including the date. Also note dates and hours reported.
  • Transfers between departments.
  • The relationship of a deceased family member.
Signatures/Approvals

The signature or approval must be applied personally by the indicated individual. Facsimile or substitute signatures, e.g., signature stamps, are not acceptable.

Certification 22

The employee certifies the report by signing and dating the form.

Supervisor’s Signature 23

The employee’s supervisor verifies, signs, and dates the report. If the supervisor is absent or otherwise not available, the responsible officer at the next supervisory level (i.e., the supervisor’s supervisor) verifies, signs, and dates the report.

Administrative Approval 24

Required if supervisor’s signature is not present. HRS highly recommends that a representative of the department or area administrative staff review the Classified Leave Report information for accuracy. HRS notifies the appropriate vice presidents, deans and/or appointing authorities of repeated time reporting errors uncovered during audits. HRS reports serious and repeated concerns to the Internal Auditor’s Office. HRS may require an area/department to establish an administrative review for repeated and persistent errors.

Routing

Route the Classified Leave Report as follows:

  • Give one copy to the employee.
  • File one copy in the employee’s official leave file.
  • If the employee activity includes any of the following circumstances, route copies of the leave report as indicated on the following chart. Comply with the deadlines on the Payroll Documents Calendar. Make copies when the report is submitted midmonth.

See the routing chart below.

CircumstanceHuman Resource ServicesPayroll Services
Payment for unused sick leaveCanary
Comp time payoffCanary
Leave without payCanary and goldenrod*
Payment for comp time (overtime)Canary
Hazardous conditions payCanary
Any hours of time loss due to an occupational injury or disease (See SPPM 2.24.)Canary and goldenrod*
Extended cyclic year appointmentRefer to BPPM 60.30 and 60.60.
(Canary and goldenrod* with Time Report)
Separation of employmentRefer to Terminating WSU Employment above.
(Canary and goldenrod* with Personnel Action Form)
Family medical leaveGoldenrod
*Human Resource Services approves the action and sends the canary copy to Payroll Services.
The example in Figure 2 includes a personal holiday, sick leave, and annual leave taken by a part-time, nine-month employee. This employee’s annual leave accrual rate is five hours. One hour and thirty minutes of sick leave is reported as a decimal fraction.

Part-time Classified Employee Leave Report Example
Figure 2

 

 

The example in Figure 3 shows the employee had an on-the-job accident on October 24. He was absent for four hours on the 28th and for the rest of the week. He used his sick leave first because part of his sick leave will be restored. The balance of his leave was annual leave.

Leave Report for a Classified Employee With an Occupational Injury
Figure 3