Leave Report for Overtime-Exempt Faculty and Administrative Professional Employees

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Joella Griffin
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1 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 (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 (see BPPM 6.6). Administrative professional employees on less than six month and less than half-time (5 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 6.56, 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 HRS 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,

2 BUSINESS POLICIES AND PROCEDURES MANUAL Monthly Report (cont.) submit the Leave Report in accordance with deadlines provided on the Payroll Documents Schedule issued by Payroll Services (see BPPM 55.4). GENERAL INSTRUCTIONS Unit administrators are responsible for ensuring leave is taken in accordance with policies included in BPPM 6.56, 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 7.35 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, HRS requests leave information from the former state employer. Refer to BPPM 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 6.25 for an explanation of home department. 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 Leave Report.

6.63.3 Errors (cont.) If an error is discovered after distribution: 1. Prepare a corrected form. 2. Enter an annotation of the correction in the Comments section. 3.

3 Errors (cont.) If an error is discovered after distribution: 1. Prepare a corrected form. 2. Enter an annotation of the correction in the Comments section. 3. Obtain employee and supervisor signatures. 4. Distribute the corrected Leave Report. Terminating Employment Partial Hours Upon termination of employment, the department sends the employee's complete Leave Report file to HRS for audit (see BPPM 55.49). Report partial hours as decimal equivalents to two places, not fractions. (Refer to the table in BPPM 6.6 for decimal equivalents of minutes.) COMPLETING THE FORM Be sure that all copies are legible. The numbered instructions correspond to numbered sample form sections. Figure 1 WSU ID Number (1) Name (2) Faculty OR Administrative Professional (3) Percent FTE (4) Month and Year (5) Enter the employee's WSU ID number on each Leave Report. 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. Indicate the employee's type. Indicate the percent of full-time employment. Percent FTE determines the monthly leave accrual and must be entered. Enter the month and year of the reported leave and leave accrual.

6.63.4 BUSINESS POLICIES AND PROCEDURES MANUAL Employing Department (6) Mail Code (7) Annual, Academic, or Summer (8) Leave Hours Taken Annual Leave (9) Sick Leave (1) Enter the employee's home

4 BUSINESS POLICIES AND PROCEDURES MANUAL Employing Department (6) Mail Code (7) Annual, Academic, or Summer (8) Leave Hours Taken Annual Leave (9) Sick Leave (1) Enter the employee's home department. If the employee has more than one employing department, identify one as the home department. Enter the mail code of the employee's home department. Indicate the employee's appointment term. Record leave hours taken under the appropriate days. Refer to BPPM 6.56, the Faculty Manual, and the Administrative Professional Handbook for a description of each leave type. Enter the number of annual leave hours taken under the appropriate days. Enter the number of sick leave hours taken under the appropriate days. See BPPM 6.56, the Faculty Manual, and the Administrative Professional Handbook. 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 HRS copies of any Leave Report that reports LWOP to HRS. Comply with the payroll deadlines in the Payroll Documents Schedule (see BPPM 55.4). If there is not enough time to use the standard LWOP reporting procedures by Payroll deadlines, telephone or send an

6.63.5 Leave Without Pay (11) (cont.) message to Payroll with details of LWOP. Follow the notification with the Leave Report.

5 Leave Without Pay (11) (cont.) 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 6.56, the Faculty Manual, and the Administrative Professional Handbook for more information about LWOP. Personal Holiday (12) Holiday (13) Report eight 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. Report eight holiday hours (or appropriate portion of the day for part-time employees) taken under the appropriate date. See BPPM 6.76 for the schedule of University holidays. 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 6.56, the Faculty Manual, and the Administrative Professional Handbook for emergency leave policies. Training Leave (15) Civil Leave (16) Enter the number of training leave hours taken under the appropriate days. See BPPM 6.56, 6.72, the Faculty Manual, and the Administrative Professional Handbook. Enter the number of civil leave hours taken to serve on jury duty, as trial witnesses, or for other subpoenaed civil duties. See BPPM 6.56, the Faculty Manual, and the Administrative Professional Handbook.

6.63.6 BUSINESS POLICIES AND PROCEDURES MANUAL Military Leave (17) Enter the number of military leave hours taken under the appropriate days.

6 BUSINESS POLICIES AND PROCEDURES MANUAL 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 3. See BPPM 6.56, 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) Leave With Pay (19) Faculty Retraining Leave Balances HRS 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 6.58). See BPPM 6.56, the Faculty Manual, and the Administrative Professional Handbook. Record hours taken as retraining leave on the Leave Report. Refer to BPPM 6.56 and the Faculty Manual for more information. Figure 4 Previous Balance (2) Subtract Hours Used (21) Subtract Donated Hours (22) Received (23) Enter the totals reported as Current Balance from the preceding month s Leave Report. Enter the total hours of leave taken during the month and subtract the number from the Previous Balance. 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. See HRS for more information about shared leave. Enter the appropriate hours of leave earned.

6.63.7 Received (23) (cont.) Current Balance (24) Administrative Correction (25) Comments (26) See BPPM 6.

7 Received (23) (cont.) Current Balance (24) Administrative Correction (25) Comments (26) See BPPM 6.56, the Faculty Manual, and the Administrative Professional Handbook for accrual rates for annual leave and sick leave. Record the results of the above calculations. This space is used by HRS to modify the report based upon an audit of the hours. and departments are notified of these corrections. Enter anything not otherwise provided that 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 The signature or approval must be applied personally by the indicated individual. Facsimile or substitute signatures, e.g., signature stamps, are not acceptable. Figure 5 Certification (27) Supervisor's Signature (28) Administrative Approval (29) The employee certifies the report's accuracy by signing and dating the form. The employee's supervisor verifies, signs, and dates the report. 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. notifies the appropriate vice presidents, deans and/or appointing authorities of repeated time

8 BUSINESS POLICIES AND PROCEDURES MANUAL Administrative Approval (29) (cont.) reporting errors uncovered during audits and 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 Department The employee retains a copy and routes the original and the remaining copies to the 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 55.4).

9 Example: This full-time academic faculty member was ill October and had to arrange for care of a sick family member October 29. NOTE: Academic faculty do not earn or use annual leave hours. OVERTIME EEMPT LEAVE REPORT FACULTY AND ADMINISTRATIVE PROFESSIONAL STAFF Washington State University Pullman, WA TITLE CODE Faculty Admin Professional PERCENT FTE Annual Academic Summer WSU ID NUMBER NAME LAST, FIRST, MIDDLE INITIAL xxxxxxxx Faculty, Thomas T. MONTH YEAR EMPLOYING DEPARTMENT MAIL CODE Oct. 27 Entomology Leave Hours Taken Annual Leave Total Hours Sick Leave Leave w/o Pay Personal Holiday Holiday Emergency Leave Training Leave Civil Leave Military Leave Shared Leave Leave With Pay Balances Annual Leave * Sick Leave Shared Leave Previous Balances Subtract Hours Used Subtract Donated Hours Shared Leave Received Current Balance Administrative Correction * The maximum annual leave balance is 352 hours or 44 days Comments Employee's Signature I certify that this is an accurate report of my leave hours. Supervisor's Signature Date Administrative Approval Figure 6 Date Date WSU1126-GENE7-127

10 BUSINESS POLICIES AND PROCEDURES MANUAL 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 hours of annual leave. OVERTIME EEMPT LEAVE REPORT FACULTY AND ADMINISTRATIVE PROFESSIONAL STAFF Washington State University Pullman, WA WSU ID NUMBER NAME LAST, FIRST, MIDDLE INITIAL xxxxxxxxx Doe, William Z. MONTH YEAR EMPLOYING DEPARTMENT MAIL CODE Oct. 27 Materials Science 292 Faculty Annual Admin Professional Academic Summer TITLE CODE PERCENT FTE 1 Leave Hours Taken Annual Leave Sick Leave Total Hours Leave w/o Pay Personal Holiday Holiday Emergency Leave Training Leave Civil Leave Military Leave Shared Leave Leave With Pay Balances Annual Leave * Sick Leave Shared Leave Comments Previous Balances Subtract Hours Used Subtract Donated Hours 16. Shared Leave Received Current Balance Administrative Correction * The maximum annual leave balance is 352 hours or 44 days I certify that this is an accurate report of my leave hours. Sup ervisor's Signature Employee's Signature Date Administrative Approval Date Date WSU1126-GENE7-127 Figure 7

11 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, 28, after she resumes her position. NOTE: Submittal of a Leave Report for each month of the LWOP period is not required. See BPPM 6.56, the Faculty Manual, and the Administrative Professional Handbook for discussion of family medical leave if LWOP is for medical reasons. OVERTIME EEMPT LEAVE REPORT FACULTY AND ADMINISTRATIVE PROFESSIONAL STAFF WSU ID NUMBER NAME LAST, FIRST, MIDDLE INITIAL xxxxxxxx Doe, Joanne K. Faculty Admin Professional MONTH1 YEAR EMPLOYING DEPARTMENT MAIL CODE July 28 Music 292 Annual Academic Summer Washington State University Pullman, WA TITLE CODE PERCENT FTE Leave Hours Taken Annual Leave Total Hours Sick Leave Leave w/o Pay Personal Holiday Holiday Emergency Leave Training Leave Civil Leave Military Leave Shared Leave Leave With Pay Balances Annual Leave * Sick Leave Shared Leave Comments Previous Balances LWOP July 1, 27 through June 3, 28. Subtract Hours Used Subtract Donated Hours Employee's Signature Shared Leave Received I certify that this is an accurate report of my leave hours. Current Balance Supervisor's Signature Administrative Approval Administrative Correction * The maximum annual leave balance is 352 hours or 44 days. WSU1126-GENE7-36 Figure 8

12 BUSINESS POLICIES AND PROCEDURES MANUAL Example: This administrative professional employee was on annual leave July 8-1 and was ill on July 18. OVERTIME EEMPT LEAVE REPORT FACULTY AND ADMINISTRATIVE PROFESSIONAL STAFF Washington State University Pullman, WA TITLE CODE WSU ID NUMBER NAME LAST, FIRST, MIDDLE INITIAL xxxxxxxxx Worker, Arnold R. Faculty Admin Professional 1 MONTH YEAR EMPLOYING DEPARTMENT MAIL CODE PERCENT FTE July 25 College of Agriculture 292 Annual Academic Summer Leave Hours Taken Annual Leave Total Hours Sick Leave 8 8 Leave w/o Pay Personal Holiday Holiday Emergency Leave Training Leave Civil Leave Military Leave Shared Leave Leave With Pay Balances Annual Leave * Sick Leave Shared Leave Comments Previous Balances Subtract Hours Used Subtract Donated Hours Employee's Signature Shared Leave Received I certify that this is an accurate report of my leave hours. Current Balance Supervisor's Signature Administrative Approval Administrative Correction * The maximum annual leave balance is 352 hours or 44 days. WSU1126-GENE7-36 Figure 9

13 Example: Tom Employee donated 16 annual leave hours of shared leave. OVERTIME EEMPT LEAVE REPORT FACULTY AND ADMINISTRATIVE PROFESSIONAL STAFF Washington State University Pullman, WA TITLE CODE Faculty Admin Professional PERCENT FTE Annual Academic Summer WSU ID NUMBER NAME LAST, FIRST, MIDDLE INITIAL xxxxxxxx Employee, Thomas 1 MONTH YEAR EMPLOYING DEPARTMENT MAIL CODE Aug. 25 Civil and Environmental Engr 291 Leave Hours Total Taken Hours Annual Leave 4 4 Sick Leave Leave w/o Pay Personal Holiday Holiday Emergency Leave Training Leave Civil Leave Military Leave Shared Leave Leave With Pay Balances Annual Leave * Sick Leave Shared Leave Comments Previous Balances Subtract Hours Used Subtract Donated Hours Employee's Signature Shared Leave Received I certify that this is an accurate report of my leave hours. Current Balance Supervisor's Signature Administrative Approval Administrative Correction * The maximum annual leave balance is 352 hours or 44 days. WSU1126-GENE7-36 Figure 1

Payment for Unused Sick Leave

Payment for Unused Sick Leave BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL 60.41.1 ANNUAL ATTENDANCE INCENTIVE Each year eligible employees may request payment for 25 percent of the unused sick leave accrued during the year if