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Leave Overview and Guidelines

Overview

  • The information presented in the leave-related pages on the web site summarizes the leave privileges of most management and AFSCME employees of the Office of the Chancellor.
  • Leave privileges for executive-level staff differ. Questions concerning executive staff leave should be referred to Charissa Williams in the Benefits Section of the Human Resources Office.
  • Additional information on leave topics is contained in Management Directive Manual M530.7 Amended, "Leave and Holiday Programs"
  • Employees also should reference Management Directives for further detail on a particular type of leave, such as parental leave, sick leave without pay, etc.
  • Employees covered by the AFSCME labor agreement should refer to the union contract for additional information on leave provisions. NOTE: When referring to the AFSCME contract do not forget to reference Appendix R for information specifically pertaining to the State System of Higher Education.


General Guidelines

  • The "leave calendar year" begins with the first full pay period in January and ends with the pay period that includes December 31st.
  • Leave accrues on a biweekly basis throughout the year. Leave is not "front-ended" at the beginning of each calendar year. However, in some instances unearned leave may be "anticipated" - which means leave may be used before it is actually earned.
  • All leave requires the approval of the supervisor.
  • Requests for leave should be submitted to the supervisor as far in advance as possible to allow for departmental planning.
  • When an unexpected absence occurs, the employee must call the supervisor or another designated management employee at the beginning of the work day to report his/her absence. The standard practice is to call within a half hour of the employee’s start time. Different call-off practices may be established by individual offices and must be communicated to employees in writing.
  • For leave that was not pre-approved, an ESS Leave Request must be completed immediately upon return to work, with any required documentation attached.


Emergency Use of Annual or Personal Leave

  • Ordinarily, annual and personal leave must be requested and approved by the supervisor in advance of the employee's absence from work. However, it is not always possible to know in advance when a serious family problem or home emergency will make it impossible for the employee to report to work or stay at work.
  • Following are provisions for the emergency use of annual or personal leave:
    • The employee must make the leave request to the supervisor, or if not available, to another designated management employee as soon as possible after the need for the absence is apparent.
    • The supervisor reserves the right to require substantiation for the emergency nature of the request. If it is not provided at the supervisor’s request, the leave could be denied.


ESS Leave

  • Leave Requests for the pay period should be entered into ESS as soon as possible so that the supervisor can approve request and plan for coverage in the office.
  • When sick leave of three or more days is requested via ESS, documentation from the employee's physician must be submitted to HR.
  • To change or cancel a leave request submitted via ESS please follow the instructions on page 7 of the Employee Leave ESS document. A copy of the original leave slip can be attached if desired.


Leave Monitoring

  • To assist employees to monitor their own leave accrual and use throughout the year, please use the Record of Absence Form for the current year.
  • Please refer to the appropriate leave earnings guide for AFSCME or management staff.


Negative Leave Balances

  • Leave submitted for future dates can be processed in SAP in advance. However, the leave is debited against the balance that exists on the day the leave is processed.
  • A negative leave balance may result if sufficient leave is not available at that time. However, leave earnings between the date of processing and the date the leave actually occurs may eliminate the negative balance.
  • Negative leave balances also may occur when using anticipated leave (using leave before it is earned).
  • It is permissible in most circumstance for these situations to occur.