Paid Leave Reporting for Salaried Staff Section 4.32 Dept: Human Resources Revised: March 30th, 2010

All 01 staff employees are expected to submit reports showing their usage of vacation, sick leave, and other paid leave categories on a pay-period basis.  Exempt (01) pay periods run from the first of the month through the 15th and from the 16th to the last day of the month.

An electronic, printable version of the 01 Paid Leave Record is available on the Inside Story web site at  It can be found in the "Resources" section of Inside Story, under "Popular Resources."  Instructions for proper reporting are included with the form.

This form should be completed by the 01 employee, signed by his/her supervisor, and turned in to Human Resources in the first three working days after the end of a pay period or return-to-work date (whichever is later) within which they have used any of the leave categories in the shaded area of the form.  Note: if the employee did not use any paid leave time in the pay period that has just ended, it is not necessary to turn in the form.  Only those 01 employees who use paid absences during a pay period are required to turn in a form.

Vacation and sick leave accruals will be tracked and shown on the 01 employee’s check stub.  For information on maximum accrual limits, see section 5.1 (regarding Vacations) and section 5.14 (regarding Sick Leave).

Beginning July 1, 2005, any 01 employee who is over the maximum vacation accrual plus two days (to allow for recording and processing) will have their vacation accrual frozen until they use sufficient vacation to be under the cap.  No employee will lose any vacation that they have already accrued but simply will not accrue additional vacation while not in compliance with the policy.  (Any accrual amount lost in this manner will not be restored to the employee when they begin accruing once again).

Supervisors with 01 employees who are absent for extended periods of time (e.g., on disability) should turn in cards for them each pay period so their leave balance is correct at any point in time.