Employee Responsibilities

Leave Training

Training (Offered through HRConnect via Single Sign-On)

To access the training you will have to have your Unique Identification Number (UIN) and your password. If you cannot remember your UIN or your password, the Single Sign-On login screen offers you the options of either using a one time (temporary) password or using the “I forgot my password” option.

Leave Procedures

Submitting a Leave Document

All employees must submit a leave form on LeaveTraq (prior to leaving the University), with the exception of employees traveling on university related business, where a paper leave form should be completed and submitted to the Travel Office. Employees must submit leave forms thru LeaveTraq. Employees must submit leave form for use of Vacation, Sick, Leave of Absence with Pay, Leave without pay, Jury Summons and all other leave following under any of the categories as stated above. Employees must have approval prior to leaving the University. If an immediate supervisor is not available for approval, the supervisor’s delegate can approve documents. Log on at https://sso.tamus.edu/.

Canceling a Leave Document

In the event an employee needs to cancel a scheduled leave day/hour(s) the Departmental Leave Coordinator may cancel the document as long as the employee’s and his/her Primary Leave Manager signature are on the cancelation request (the cancellation request should be a print out of the employee’s leave document confirming the date and time the employee submitted the leave and when it was approved.) If the Department Coordinator and his/her back up are unavailable the Central Leave Administrator will follow the steps below:

  1. Visit the Single Sign On website at sso.tamus.edu and log in.
  2. Click on Leave Traq and change the role to “Central Admin”.
  3. Select the employee requiring the cancelation.
  4. Click the “Emp Doc” tab.
  5. On the “Document ID” tab and write in a comment regarding the cancelation.
  6. Click the “Cancel” button.
  7. The employee/department should send via email a scanned copy of the of the request to leaveteam@pvamu.edu  in the subject line of the email should read Cancellation Request – Employee Name, the request will then be placed into the employees leave file.  Do not send paper forms to the Central Leave Coordinator.

Employee Responsibilities

Vacation Leave

  • Employee must submit leave documents in advance for planned vacation leave.
  • All leave documents must be submitted by employee through the Leave Traq System.
  • Employee must ensure their leave has been approved prior to the date of their expected leave date. The employee can ensure his/her leave document has been approved by logging into the Leave Traq System to review the routing of the leave document.
  • If the manager chooses to reject the document because it would impose a hardship on the department to allow the employee to take off, then the employee can change the dates on the rejected document or cancel the leave.


Sick Leave

  • Employee must submit leave document in advance if it is a planned doctor’s appointment.
  • If the employee is out on unexpected sick leave, he/she must submit his/her leave document on the day of the leave and inform his/her immediate supervisor. If the employee is unable to submit their leave document, he/she must submit it on the first day back at work.
  • If the employee is out on Medical Leave for more than 3 days, then the employee must supply the department with a doctor’s excuse from their physician, stating the days absent and the date he/she will be allowed to report to work.
  • If the employee is out on extended Medical Leave, then the employee must submit a Medical Certification Form, completed by the employee’s physician. The employee must ensure that this form along with the leave documents are submitted on a monthly basis. In addition, a monthly doctor’s excuse should be submitted if the employee is out for more than a month, to the Employee Benefits Associate in the Office of Human Resources.
  • If the employee exhausts all of his/her leave balances, then he/she may decide to opt for the Sick Leave Pool.


Sick Leave Pool

  •  Employees out on extended Medical Leave for themselves or an immediate family member, can apply for time from the sick leave pool if they meet the following qualifications:
    • Catastrophic illness or injury
    • Exhausted all available leave
    • Missed 160 hours of work
  • Employee must submit the appropriate paperwork to be considered from the sick leave pool. All paperwork must be received prior to exhausting all available leave. The following forms will need to be completed in their entirety. (Sick Leave Policy).
  • Once all paperwork is submitted the employee will receive a response from the Office of Human Resources within five business days of submission of all completed documents.
  • If the employee is approved for the sick leave pool, the leave time will be granted on a monthly basis in the leave traq system. The employee is responsible for submitting their leave in the leave traq system weekly.
  • If the employee is unable to return to work on the day specified on the Medical Certification Form, then the employee will be responsible for submitting another Medical Certification Form, completed by their physician.
  • The process of being approved for additional time from the sick leave pool will begin all over.
  • If the employee is released to return to work on the date as specified on the Medical Certification Form, then the employee will inform the Office of Human Resources that they have returned back to work.
  • If there was any unused sick leave pool balance that the employee did not use then the time will be returned to the sick leave pool bank.

Requesting Time From Sick Leave Pool

Employees or their immediate family members who have a catastrophic illness and/or injury may apply for time from the Sick Leave Pool by using the Sick Leave Pool Withdrawal Form, Sick Leave Pool Acknowledgement Form, and the Medical Certification Form.

In order to be eligible for Sick Leave Pool an employee must:

  1. Miss at least 80 hours due to the condition
  2. Exhaust all paid leave
  3. All documents are received and completed in its entirety. Sick Leave Pool hours cannot be granted retroactively.
    1. All parts of the form must be completed in their entirety with strong emphasis on the date of return, a brief description of the illness and any other field offering as much detail information as possible.

The Office of Human Resources will make a decision if this event is considered to be a catastrophic illness and/or injury. If the employee is approved, they will be notified via email, phone and mail.


Sick Leave Direct Donation

Recent legislation, House Bill 1771 allows employees to donate sick leave hours to another employee within the same workstation (PVAMU) effective September 1, 2015. The Texas A&M System has provided guidelines and policy related to this type of Sick Leave Donation.

There are clear rules to utilize Sick Leave Donated (SLD) hours not to be confused with Sick Leave Pool (SLP). 

DONORS will need to come to the HR office for a counseling session before forms are completed. 

See Rules and examples listed below:

  • Donors will complete the Sick Leave Donation Form in order to complete the request for sick leave donation. The forms will be submitted to the Office of Human Resources at the time of the request
    • Sick Leave Direct Donation Donor Form
    • Sick Leave Direct Donation Recipient Form
    • Tax Withholding on Non-Salary Compensation Items Form – to be completed by the Payroll Department
  • Donated sick time hours will be tracked separately from sick leave & sick leave pool hours
  • Employees may be eligible to receive hours if the following conditions are met:
    • They have a zero sick leave hour balance.
    • They have exhausted any sick leave pool hours they are eligible for (if the employee has been out for 80 hours, they must apply for sick leave pool before receiving any donated hours).
    • They have exhausted any previously donated hours they received.
    • They are in the same agency (TAMUS member) as the donor.

Sample Scenarios:

Vacation Leave Balance  Sick Leave Balance Sick Leave Pool Balance  Donated Sick Leave Balance Out more than 80 hours? Eligible to Receive
 40 40  0  0 No Nothing1
 40  0  0 0  No Sick Leave Donation2
 0  0 0 0 Yes Sick Leave Pool3
 0  0 0 20  No  Nothing4
 40 0 0  20 Yes Nothing5
 0  0  40 0 Yes Sick Leave Donation only if not related to condition approved for  Sick Leave Pool6
0 0 Employee exhausted maximum 720 hours 0 Yes Sick Leave Donation7 or Additional Paid Sick Leave

1 The employee has a sick leave balance of 40 hours, so he or she is not eligible to receive donated sick leave or SLP hours.

2 The employee has a zero balance in sick leave, SLP, and donated sick leave and has not satisfied the 80 hour requirement, so be SLP cannot be accessed. Therefore, they are eligible to receive a sick leave donation.

3 The employee has a zero balance in all leave types, and has been out for 80 hours. The employee should apply for Sick Leave Pool hours. If the pool request is denied, the employee may receive a sick leave donation.

4 The employee has a donated sick leave balance of 20 hours, so is not eligible to receive donated sick leave or SLP hours.

5 The employee has a donated sick leave balance of 20 hours, so is not eligible to receive donated sick leave or SLP hours.

6 The employee has a 40 hour SLP balance; therefore may not receive sick leave donations unless the donation would be used for a sickness not covered under the Sick Leave Pool approved condition.

7 The employee has exhausted the sick leave pool benefit, but may continue to receive sick leave donations or may apply to receive additional paid sick leave according to 31.03.02 – Sick Leave.

Please note: sick leave donations will be considered a taxable event to the donor unless the situation qualifies as a medical emergency pursuant to IRS guidelines. For sick leave donation purposes, a medical emergency is defined as “a major illness or other medical condition that requires a prolonged absence from work (40 hours), including intermittent absences that are related to the same illness or condition”. 

Donations not qualified as medical emergencies will have the cash value of the donated sick leave included in gross income of the donor, and will be treated as wages for employment tax purposes. Such wages will be considered a lump-sum payment and subject to 25% income tax, Medicare, and applicable social security withholdings. Individuals making a donation are encouraged to consult a tax advisor.

Detailed information can be found at the following link http://www.pvamu.edu/hr/faculty-staff-resources/leave/ or you may email leaveteam@pvamu.edu with questions. Forms are available upon request. Please monitor this webpage as this section of leave is being developed.


Leave Without Pay

  • Should an employee exhaust all of their available leave and needs to be placed in a leave without pay status for less than a month, the employee will submit their documents in the leave traq system.
  • The manager/department will complete a Payroll Adjustment Form and the employee will need to sign the document.
  • Should an employee need to be placed in a leave without pay status for disciplinary purposes, the employee will receive a letter from the manager stating the purpose and the duration.
  • Once the employee is given a letter, they should submit their documents in the leave traq system as leave without pay for disciplinary reasons.
  • The manager/department will complete a Payroll Adjustment Form and the employee will need to sign.
  • If an employee is in a leave without pay status for a month or longer, the department will complete an EPA document to reflect the same information.
  • The employee will need to submit their documents in the leave traq system to reflect the same information.

University Administrative Procedures


Prairie View A&M University does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities. Ms. Alexia Taylor, Title IX Coordinator, has been designated to handle inquiries regarding the non-discrimination policies.

Ms. Taylor can be reached at P.O. Box 519; MS 1100 A.I Thomas Bldg. Suite 102 Prairie View, Texas 77446 or by calling 936-261-2123.

For further information on notice of non-discrimination, visit http://wdcrobcolp01.ed.gov/CFAPPS/OCR/contactus.cfm `for the address and phone number of the office that serves your area, or call 1-800-421-3481.

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