Prairie View A&M University Administrative Procedures Manual
Annual and Sick Leave 60.14
Issued: February 12, 2001
1. General Responsibilities The responsibilities pertaining to employee leave are shared at all levels. The significant responsibilities of each level are as follows:
1.1 Employee a. Obtain required approvals for leave before taking it, except in case of illness or emergencies where it is not practical. b. Periodically review leave records maintained by employing department to ensure that the balances are correct and that the accrual rates are correct. In the event differences or discrepancies are noted, notify appropriate personnel in employing department and Human Resources. c. Develop a working knowledge of the applicable System regulations.
1.2 Department Head/Supervisor a. Maintain records of leave balances, leave accruals, and approved leave taken on each employee. b. Verify that employee has sufficient available leave before granting annual or sick leave. c. Ensure that leave request forms are properly completed and routed through appropriate channels for all leave requested by employees. d. Periodically reconcile departmental leave records to the records maintained by Human Resources. e. Develop a working knowledge of the applicable System regulations.
1.3 Human Resources a. Maintain records of leave balances, leave accruals, and approved leave taken on each employee. b. Provide monthly leave balance reports to departments for reconciliation purposes. c. Work with departments to resolve differences between departmental and Human Resource records. d. Prepare reports on leave balances required by external agencies. e. Prepare requests for lump sum leave balance payments for terminated or deceased employees. f. Develop a working knowledge of the applicable System regulations.
2. Granting Annual and Sick Leave The minimum procedures for granting leave to employees are as follows;
2.1 The requesting employee documents his/her request for leave by completing the University’s Leave/Travel/Travel Advance Request form.
2.2 The requesting employee’s supervisor and/or department head must verify that the employee is eligible for the type of leave requested, that the employee has sufficient leave available, and that the date/time of the leave does not cause an undue burden on the operations of the department. If all conditions are met, the form should be signed, dated and forwarded through the appropriate approval chain.
2.3 If employee is requesting more than three consecutive days of sick leave, a doctor’s note must accompany the request for leave.
2.4 Approval of leave forms for the Vice Presidents and staff reporting directly to the President must be approved by the president. These employees have been delegated authority to approve leave forms for all of their subordinates.
2.5 The final approver forwards the Leave/Travel/Travel Advance Request form to Human Resources. A copy of each leave form is maintained by Human Resources and a copy is returned to the employing department.
3. Maintaining Leave Records
3.1 Each department head is responsible for maintaining leave records for their employees. Responsibility for the actual record keeping may be assigned to support staff, however, the department head is responsible for ensuring that leave records are properly maintained. Each department head is responsible for notifying Human Resources of their departmental point of contact for leave record matters.
3.2 Each employing department and Human Resources should develop their own internal written procedures for maintaining leave records. Copies of the procedures should be provided to departmental employees and should be available for inspection by applicable administrators or by various audit entities.
3.3 The procedures for leave records maintenance should ensure that the leave balances and detail transactions are properly maintained for verification, reconciliation, and inspection by all concerned parties.
4. Reconciliations
4.1 Human Resources will provide monthly reports of leave balances to each department. The reports will include beginning balances, leave accruals, leave taken and ending balances. The reports will be supported by detail transaction reports to assist departments with their reconciliations.
4.2 Each employing department will reconcile their leave balance records to Human Resources on a monthly basis. Differences or discrepancies will be brought to the attention of Human Resources for resolution.
4.3 Human Resources will inspect the leave records of each department at least once annually. Problems noted will be brought to the attention of the respective department head and the departmental employee who maintains the leave records. Significant problems will be brought to the attention of the applicable dean, director and/or vice president.
4.4 Errors or Omissions, regardless of when they are noted, will not entitle the employee to be absolved of any excess leave taken. These items shall be corrected immediately after identified and appropriate corrective action taken to clear any deficit balance. If, after all other actions are taken, a deficit balance remains, the employing department must submit a Payroll Adjustment Form to dock the employee’s pay by the number of deficit hours.
Note: Given this, it is critical that the employee, their department head, and Human Resources fulfill their responsibilities in a diligent manner.
5. Lump Sum Payments for Annual Leave Balances
5.1 Upon termination, employees are eligible to receive a lump sum payment for their annual leave balance. The terminating employee must request their lump sum payment with Human Resources.
5.2 After the employee has been terminated for 30 days, Human Resources will ask them to complete a certification form stating that they have not taken employment during that time with another state agency.
5.3 During the 30 days immediately following termination, Human Resources and the employing department will make a joint reconciliation of leave balances for the employee.
5.4 Upon completion of the joint reconciliation and receipt of the certification of non-state employment, Human Resources will issue a memo to the employing department authorizing payment for the reconciled annual leave balance. The employing department is required to complete a Payroll Adjustment form and attach this memo as support and route for the appropriate approvals and processing of a check.
6. Sick Leave Pool
6.1 Human Resources is responsible for administering the University’s Sick Leave Pool in accordance with the applicable System regulations.
6.2 Employees who need to request sick leave pool hours should contact the Human Resources Office. Human Resources will conduct a complete review of the employee’s circumstances to determine their eligibility. Upon completion of this review, the employee will be advised as to what they must do to be eligible and how many hours they will be eligible for.
6.3 If an employee is approved for Sick Leave Pool Hours, Human Resources will notify both the employee and their department head in writing of the number of hours awarded. The requesting employee must document sick leave on the Leave/Travel/Travel Advance Request form and attach the letter awarding sick leave pool hours as support.
7. Other
7.1 If an employee is scheduled for vacation on a holiday declared by the Governor, on a day the University is closed because of bad weather, or when the University is closed early, corresponding vacation time should be restored.
7.2 If an employee uses sick leave on a holiday declared by the Governor, on a day the University is closed because of bad weather, or when the University is closed early, corresponding sick leave time should be restored.
