Leave Procedures

Submitting a Leave Document

All employees must submit a leave form on Leave Traq (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 leave traq. 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 employee will need to print the document out and have the next approval level sign and keep on file in the office. Log on at https://sso.tamu.edu/.

Canceling a Leave Document

Employees wishing to cancel a leave form must do so within two week before or after the date. If any approvals have been signed on the leave form, then the employee can not cancel without immediate supervisor signature. The employee will need to print the document from leave traq, state the reason for cancellation, sign, date, immediate supervisor sign, and date, and then forward to Human Resources for the Central Leave Coordinator to cancel out of the system. If the employee is wishing to cancel a portion of the leave document, they will need to follow the steps as stated above. Once the steps above have been completed the Central Leave Coordinator will cancel the document then the employee will need to log into Leave Traq and resubmit the document.

Requesting Time From Sick Leave Pool

Employees or their immediate family members who have a catastrophic illness may apply for time from the Sick Leave Pool by using the Sick Leave Pool Form and the medical certification form. The employee will need to have to medical certification form completed prior to exhausting all leave balances. The Sick Leave pool cannot go retroactive.  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 a letter will be generated.

Requesting Prior State Service

All employees wanting Prior Service Verification must complete the  Prior Service Verification Form. Once the form is complete, the employee will submit to the Office of Human Resources Central leave Coordinator. The Central Leave Coordinator will forward the information to the proper state agencies. Once all information has been provided from other state agencies, The Central Leave Coordinator will provide a letter to the Office of Payroll as well as the employee will also receive a copy of the letter verifying state service. If any BRP money is due or back pay for longevity, this will be stated in the letter.