Policy Management 
    
    Sep 25, 2018  
Policy Management
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HR 5.04pr - Procedure for Reporting of Leave, Overtime, and Compensatory Time : General Requirements for Eligible Employees


SUMMARY/SCOPE
Purpose: to outline procedures to be used for reporting leave, overtime, and compensatory time.

PROCEDURE DETAILS
Eligibility: This procedure applies to all college employees who meet the eligibility qualifications for leave, compensatory time, and/or overtime.

I. Vacation Leave

All leave in this category is to be reported in TLR (or in Liquid Office for faculty).

  1. Employees eligible for vacation leave shall forward requests to their respective supervisors by email or calendar request prior to taking the leave. The only exception to this is for annual leave taken because of inclement weather, hazardous conditions, or other unusual circumstances resulting in an inability to communicate with someone at the college before the leave is taken.
  2. Employees may not take leave before it accrues and posts to their leave balance.

II. Sick Leave/Disability Leave

All leave in this category is to be reported in TLR (with the exception of faculty leave which will be reported in Liquid Office).

  1. All employees must notify their supervisor in a timely manner when they need to take sick leave. Except under extraordinary circumstances, employees should notify their supervisor before the beginning of their scheduled working hours.
    1. For leave of a short duration (normally no more than five (5) days), the employee will submit a leave entry to TLR (or Liquid Office for faculty) within two (2) days of return to work and within the appropriate payroll period.
    2. For leave that can be anticipated, including Family Medical Leave Act (FMLA) leave, the employee will submit a sick leave request via email or calendar appointment, prior to beginning the leave. The employee will identify the type of leave in TLR (or for faculty, Liquid Office). Should the leave extend longer than anticipated, they will promptly submit an additional leave request to their supervisor and HR via email.
    3. For leave that is not planned in advance, and that extends beyond five (5) days, the employee must notify their supervisor and Human Resources via email to arrange for the appropriate leave deduction. 
    4. Should an employee fail to submit a sick leave entry in TLR within the pay period in which the absence occurs, then HR will deduct the sick leave on their behalf. If there is insufficient sick leave, the employee will be notified that the hours will be accounted as leave without pay. Within 30 days of returning to work, the employee may request an adjustment to deduct the hours from other available balances (such as vacation, compensatory time, or personal holiday) rather than the leave without pay deduction from the paycheck.
  2. Instructors should notify the college in time for posting class cancellation notices.
  3. Leaves in excess of one (1) week for illness or disability reasons require appropriate medical documentation to be kept on file in the Human Resources Office. This also includes leave related to worker’s compensation claims. Employees may be required by Human Resources to update their medical documentation.
  4. The Human Resources Office will identify and approve those leave requests eligible under FMLA. For FMLA that can be anticipated, the employee is required to provide thirty (30) days notice.
  5. In accordance with WAC 357-31-160, former state employees who are reemployed by the college within five (5) years of separation shall have their former sick leave balance restored.

III. Personal Leave

All leave in this category is to be reported in TLR (Liquid Office for faculty).

A.        Classified: To be taken and reported in accordance with the classified negotiated agreement.

B.        Faculty: To be taken in accordance with the faculty negotiated agreement.

C.        Exempt: To be taken in accordance with HR 5.03pr Administrative Exempt Employee Procedure and HR 5.05pr Procedures for Leaves and Holidays for Administrative and Exempt Employees.

IV. Additional Reporting Categories (civil, military, etc.)

Requests for leave for civil leave (e.g. jury duty), military leave or other types of paid leave must be submitted and approved before the leave is taken and should be documented in TLR (exempt and classified employees) or Liquid Office (faculty).

V. Leave without pay ((LWOP) non-FMLA related)

Faculty LWOP is to be reported on a Personnel Action Form (PAF).  Classified and exempt employees will report LWOP in TLR. Supervisors should notify the Human Resources Office as soon as possible after the request has been made. All other appropriate forms of paid leave must be exhausted before leave without pay will be granted unless approved in advance by the Associate Vice President for Human Resources. All leave without pay must be for a designated period of time and approved in advance as outlined below:

  1. Classified: All leave without pay must comply with the classified negotiated agreement and receive approval from both the employee’s supervisor and the Human Resources Office.
  2. Faculty: All leave without pay must comply with the classified negotiated agreement and receive approval from both the employee’s supervisor and the Human Resources Office.
  3.  Exempt/Administrator:
    1. Leave without pay for ten (10) days or less must be approved by the employee’s immediate supervisor.
    2. Leave without pay for more than ten (10) days must be approved by the appropriate Vice President or Associate Vice President.
    3. Leave without pay for one (1) year must be approved by the President or their designee.

VI. Overtime

  1. Only classified overtime eligible employees will be compensated for overtime. Overtime pay is earned in accordance with federal and state statutes and the WPEA collective bargaining agreement (CBA).
  2. Classified employees are not eligible to work overtime unless specifically assigned and approved by the supervisor.
  3. Supervisors who are not budget authorities must receive permission from the budget authority for the appropriate reserve account before assigning overtime work.
  4. Overtime reporting is submitted via TLR in the pay period in which it is earned.

VII. Compensatory Time

  1. Only classified overtime eligible employees may request compensatory time in lieu of cash. Compensatory time is granted in accordance with federal and state statutes and the WPEA CBA.
  2. Classified employees are not eligible for compensatory time off unless assigned to work overtime by the supervisor and they meet the stipulations of the CBA. Compensatory time taken must be reported in TLR and approved by the employee’s supervisor prior to use.  
  3. Compensatory time granted must be reported in TLR and submitted in the pay period in which it is earned.


RELATED POLICIES AND PROCEDURES
HR 5.0 Human Resources Management Policy

HR 5.03pr Administrative Exempt Employee Procedures 

HR 5.05pr Procedures for Leaves and Holidays for Administrative and Exempt Employees

WAC 357-31-160

CONTENT OWNER. The primary responsibility for this policy belongs to:
Associate Vice President for Human Resources

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Associate Vice President for Human Resources

REVIEW PERIOD
Three years.

REVIEW HISTORY
2017-Nov 06  Revisions approved by President’s Cabinet

2007-Feb 01  Minor editing and coordinator list revised

2006-Jan 20  Coordinator list revised

2005-Oct 10  Revised and approved by President’s Cabinet

2004-Feb 23  Approved 

2003-Nov  Regulation and coordinator list revised

2003-Mar  Coordinator list revised

2002-Sep  Coordinator list revised

2000-Mar  Regulation and coordinator list revised

1999-Feb  Coordinator list revised

1998-Aug  Coordinator list revised

1995-Jan  Coordinator list revised

1994-Apr  Regulation revised

1993-Aug  Revised for editing changes

Initial adoption date unknown



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