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Late Leave Record Policy for Academics

Expresses the campus' expectations of academic employees regarding leave records.

Policy Information

Policy Number Policy Owner
4023.1 Human Resource Services
  • 4.0 Policy

    Monthly leave records will be emailed to your campus email address by the 1st of each month for the prior month. In order to accommodate for obligations that tend to end before the actual end of the month, they will be sent at the beginning of the month.

    The months of December and May will be sent out prior to the end of the month. Leave records should be printed, completed and given to your supervisor for approval. Leave records should be returned to Payroll Services no later than the 10th of each month. Those received after the 10th will be considered late.

    The following example will show how many times leave records will be requested:

    We are requesting the month of January.

    • 1st email - Feb. 1 considered late if received after the 10th
    • 2nd email - Feb. 15
    • 3rd email - March 1 now also emailing February leave record
    • 4th request - March 15 now requesting January & February

    If the leave records have not been received by the end of our four attempts, the next available paycheck will be held in Payroll Services until all outstanding leave records are received. All leave records for the fall obligation must be received by payroll by Jan 10th, and the spring obligation by June 10th, or the last check for each semester will be held until all leave records are on file. If you have direct deposit, the privilege will be stopped and the actual check held until all the leave records are current. If a direct deposit privilege has to be cancelled, the employee must have two months of timely leave records before the direct deposit privilege will be reactivated. The respective Executive Council member will also be notified of the situation.

For additional information about this policy, please contact the Policy Owner listed above.

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