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

PERSONNEL
60.63
Revised 6-10
Human Resource Services
509-335-4521

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Leave Report for Overtime-Exempt Faculty and Administrative Professional Employees

Forms:


Policy

Faculty and administrative professional employees who are ineligible to earn overtime and who accumulate annual or sick leave are to document leave activity by completing and certifying Leave Reports as described in this section. Contact Human Resource Services (HRS) to determine overtime eligibility status.

Do Not Submit Leave Report

The following categories of faculty and administrative professional employees do not complete Leave Reports:

  • Administrative professional employees who are eligible to earn overtime. These employees complete and certify Time Reports for Overtime Eligible Employees (see BPPM 60.60).
  • Administrative professional employees on less than six month and less than half-time (50 percent FTE) appointments. (This category is used for retire/rehire positions only.)
  • Visiting faculty on summer appointments
  • Temporary faculty employed less than half time
  • Temporary faculty employed less than one semester (academic appointment) or less than six months (annual appointment)
  • Time-card faculty (hourly appointments)
  • Adjunct faculty

For more information about leave procedures and rules for faculty and administrative professional employees, see BPPM 60.56, the Faculty Manual, and the Administrative Professional Handbook.

Monthly Report

The employee submits original Leave Reports each month to the employing department. The employing department retains each employee’s official Leave Report file for the term of employment.

  • Send the file of original Leave Reports to Human Resource Services for audit when employment is terminated.
  • Send the complete file to the new WSU department when an employee transfers employment.

The Leave Report directs Payroll to modify pay when leave activity affects pay, e.g., leave without pay. If leave affects pay, submit the Leave Report in accordance with deadlines provided on the Payroll Documents Schedule issued by Payroll Services (see BPPM 55.04).

General Instructions

Unit administrators are responsible for ensuring leave is taken in accordance with policies included in BPPM 60.56, the Faculty Manual, or the Administrative Professional Handbook. Supervisors may instruct employees to use leave earned while assigned to a project during the term of a sponsored project.

Reporting Forms

The department selects from the following reporting records to report leave hours earned and taken by overtime-ineligible faculty and administrative professional employees:

  • Paper copy Leave Report forms available from University Stores (item #3291). See BPPM 70.35 for University Stores ordering procedures.
  • Excel and FileMaker formats are available on the PR&F website at:

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

Alternate Leave Record

An alternate leave record may be substituted for the 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.

Previous State Employment

If a new WSU employee has previous Washington state employment, Human Resource Services requests leave information from the former state employer (refer to BPPM 60.19).

More Than One Appointment

The home department prepares the Leave Report and retains the Leave Report file for each employee having more than one appointment. See BPPM 60.25 for an explanation of home department.

Errors

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

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

Upon termination of employment, the department sends the employee’s complete Leave Report file to Human Resource Services for audit (see BPPM 55.49).

Partial Hours

Report partial hours as decimal equivalents to two places, not fractions. (Refer to the table in BPPM 60.60 for decimal equivalents of minutes.)

Completing the Form

Be sure that all copies are legible. The numbered instructions correspond to numbered sample form sections shown in Fig. 1 through Fig. 5. Also see example forms.

Example of an Overtime Exempt Leave Report
Figure 1
WSU ID Number (1)

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

Name (2)

Enter the employee’s name. The name on the Leave Report must match the name on the Payroll Expenditure Audit Report. Nicknames are not acceptable.

Faculty OR Administrative Professional (3)

Indicate the employee’s type.

Percent FTE (4)

Indicate the percent of full-time employment. Percent FTE determines the monthly leave accrual and must be entered.

Month and Year (5)

Enter the month and year of the reported leave and leave accrual.

Employing Department (6)

Enter the employee’s home department. If the employee has more than one employing department, identify one as the home department.

Mail Code (7)

Enter the mail code of the employee’s home department.

Annual, Academic, or Summer (8)

Indicate the employee’s appointment term.

Leave Hours Taken

Record leave hours taken under the appropriate days. Refer to BPPM 60.56, the Faculty Manual, and the Administrative Professional Handbook for a description of each leave type.

Annual Leave (9)

Enter the number of annual leave hours taken under the appropriate days.

Sick Leave (10)

Enter the number of sick leave hours taken under the appropriate days. See BPPM 60.56, the Faculty Manual, and the Administrative Professional Handbook.

Overtime Exempt Leave Report - Leave Hours Taken
Figure 2
Leave Without Pay (11)

Report all LWOP on the Leave Report. In Comments, state, “LWOP from (first date of absence) to (date of return).” Submit the Payroll and Human Resource Services copies of any Leave Report which reports LWOP to Human Resource Services. Comply with the payroll deadlines in the Payroll Documents Schedule (see BPPM 55.04). If there is not enough time to use the standard LWOP reporting procedures by Payroll deadlines, telephone or send an e-mail message to Payroll with details of LWOP. Follow the notification with the Leave Report. In Comments, state, “Payroll was notified about this LWOP (date of notice)” as well as the dates and hours of leave without pay. See BPPM 60.56, the Faculty Manual, and the Administrative Professional Handbook for more information about LWOP.

Personal Holiday (12)

Report 8 hours (or appropriate portion of the day for part-time employees) under the appropriate date and enter the hours taken under Total Hours. All personal holiday hours must be taken as a full day or shift.

Holiday (13)

Report 8 holiday hours (or appropriate portion of the day for part-time employees) taken under the appropriate date. See BPPM 60.76 for the schedule of University holidays.

Overtime Exempt Leave Report -- Leave Hours Taken
Figure 3
Emergency Leave (14)

The employee notes “Emergency Leave for (describe purpose)” in Comments. Record emergency leave taken by faculty or administrative professional employees under the appropriate dates. Refer to BPPM 60.56, the Faculty Manual, and the Administrative Professional Handbook for emergency leave policies.

Training Leave (15)

Enter the number of training leave hours taken under the appropriate days. See BPPM 60.56, 60.72, the Faculty Manual, and the Administrative Professional Handbook.

Civil Leave (16)

Enter the number of civil leave hours taken to serve on jury duty, as trial witnesses, or for other subpoenaed civil duties. See BPPM 60.56, the Faculty Manual, and the Administrative Professional Handbook.

Military Leave (17)

Enter the number of military leave hours taken under the appropriate days. Military leave for an employee is not to exceed 15 working days during each year beginning October 1 and ending the following September 30. See BPPM 60.56, the Faculty Manual, and the Administrative Professional Handbook. Attach a copy of orders for military training leave only. A copy of the orders is not required for an employee who is called to active duty.

Shared Leave (18)

Human Resource Services notifies the employee and the employing department if an employee is the recipient of shared leave hours and prepares leave reports. Refer to HRS for more information regarding shared leave (see BPPM 60.58).

Leave With Pay (19)

See BPPM 60.56, the Faculty Manual, and the Administrative Professional Handbook.

Faculty Retraining Leave

Record hours taken as retraining leave on the Leave Report. Refer to BPPM 60.56 and the Faculty Manual for more information.

Balances
Overtime Exempt Leave Report -- Balances and Comments
Figure 4
Previous Balance (20)

Enter the totals reported as Current Balance from the preceding month’s Leave Report.

Subtract Hours Used (21)

Enter the total hours of leave taken during the month and subtract the number from the Previous Balance.

Subtract Donated Hours (22)

Hours donated to a fellow WSU employee in the Shared Leave Program are subtracted from the Annual Leave Previous Balance or the Sick Leave Previous Balance. Contact HRS for more information about shared leave.

Add Hours Earned or Received (23)

Enter the appropriate hours of leave earned. See BPPM 60.56, the Faculty Manual, and the Administrative Professional Handbook for accrual rates for annual leave and sick leave.

Current Balance (24)

Record the results of the above calculations.

Administrative Correction (25)

This space is used by HRS to modify the report based upon an audit of the hours. Employees and departments are notified of these corrections.

Comments (26)

Enter anything not otherwise provided which contributes to the clarity of the report; for example:

  • Purpose of emergency leave.
  • Dates and hours for leave without pay.
  • Length and dates of a summer session or summer appointment.
  • Indication that leave is authorized for family medical leave.
Signatures/Approvals

Overtime Exempt Leave Report - Signatures
Figure 5

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

Certification (27)

The employee certifies the report’s accuracy by signing and dating the form.

Supervisor’s Signature (28)

The employee’s supervisor verifies, signs, and dates the report.

Administrative Approval (29)

Required if supervisor’s signature is not present. HRS highly recommends that a representative of the department or area administrative staff review the 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 the Report

Employee

The employee retains a copy and routes the original and the remaining copies to the department.

Department

The department retains the original in the employee’s official leave file. If the Leave Report includes any pay-affecting actions, e.g., LWOP, or time missed due to an on-the-job injury regardless of pay status, route two copies to HRS. Submit the completed Leave Report copies to HRS in accordance with the applicable deadline on the Payroll Documents Schedule (see BPPM 55.04).

EXAMPLES

Figure 6 Faculty member sick leave
Figure 7 Faculty member personal holiday and annual leave
Figure 8 Faculty member leave without pay
Figure 9 Administrative Professional employee annual and sick leave
Figure 10 Employee donates annual leave

 

 

Example: This full-time academic faculty member was ill October 12-14 and had to arrange for care of a sick family member October 29. NOTE: Academic faculty do not earn or use annual leave hours (Figure 6).

Overtime Exempt Leave Report Showing Sick Leave Used
Figure 6

 

 

Example: This annual faculty member used the personal holiday and then took two days of annual leave. The faculty member earned eight hours of sick leave and 14.67 hours of annual leave (Figure 7).

Overtime Exempt Leave Report Showing Annual Leave Used
Figure 7

 

 

Example: This annual faculty member is on leave without pay for one year. She submits a Leave Report in June before the leave begins and the next report for July, 2005, after she resumes her position (Figure 8). NOTE: Submittal of a Leave Report for each month of the LWOP period is not required. See BPPM 60.56, the Faculty Manual, and the Administrative Professional Handbook for discussion of family medical leave if LWOP is for medical reasons.

Overtime Exempt Leave Report Showing LWOP for One Year
Figure 8

 

 

Example: This administrative professional employee was on annual leave July 8-10 and was ill on July 18 (Figure 9).

Overtime Exempt Leave Report Showing Annual and Sick Leave Used
Figure 9

 

 

Example: Tom Employee donated 16 annual leave hours of shared leave (Figure 10).

Overtime Exempt Leave Report Showing Donated Annual Leave
Figure 10