Payroll (cont'd)

Purpose: This document sets forth requirements for maintaining and updating employee personal information.
References: Human Resources Procedures
Procedures:
PT. I: Change of Address, Phone, Name; Directory Services PT. IX: Terminating Employees
PT. II: Hiring Employees PT. X: Routing Approvals for PAR's and Position Requests
PT. III: Leave Accountability PT. XI: Time & Labor and Effort Reporting
PT. IV: Payroll Filing Procedures PT. XII: Work Study Earnings Procedures
PT. V: Payroll Verification PT. XIII: PeopleSoft HRMS Reports
PT. VI: Payroll Checks PT. XIV: Appendix/References
PT. VII: Payroll Reallocations PT. XV: Pending Time and Labor Process for Monthly Employees
PT. VIII: Personnel and Payroll Changes    
Review and Responsibility:
  • Responsible Party: Director, NSM Business Operations
  • Review: Every two years, on or before August 31
Approval:
  • Director, NSM Business Operations - Fred McGhee
  • Dean, NSM - John Bear
  • Date of Dean's Approval: 09/01/2008

III. Leave Accountability

Vacation Leave

New benefits-eligible employees (exempt and non-exempt) are not eligible to take vacation until they have completed 6 months of continuous employment with the state of Texas. Vacation leave must be requested via a Leave Request form. The Leave Request form must be approved by both the immediate supervisor (if applicable) and the Department Business Administrator (or Chair in the absence of the DBA). Request for vacation time of less than one week should be submitted at least three (3) working days in advance. Request for vacation time of more than one week should be submitted at least five (5) working days in advance. More advance notice may be required for leave taken during holidays, such as Thanksgiving, Christmas and New Year. Every effort will be made to grant vacation as requested. However, if an employee's absence presents a problem with his/her job coverage or would result in under-staffing for a particular area due to other staff leaves previously approved, the employee may be asked to reschedule vacation time. Requests for vacation leave not made in accordance with this policy will be reviewed on a case by case basis. Failure to submit a vacation request within the appropriate lead time may result in denial of the request. If the short notice presents a problem with job coverage, the employee may be asked to schedule vacation at a later time. All benefits eligible staff must complete a Leave Request form. The process is as follows:

  • Employee must complete a Leave Request Form and obtain supervisor's approval and signature.
  • A copy of the Leave Request form will be maintained in departmental files.
  • Ensure employees accurately record the actual leave hours taken on the time sheet for pay period in which the leave took place.

Sick Leave

Employees are entitled to use their accrued sick leave hours for personal illness or for the illness of immediate family members. Immediate family is defined as those individuals who are related by kinship, adoption, or marriage living in the same household as the employee or, if not in the same household, are totally dependent upon the employee for personal care or services on a continuing basis. Sick leave may be used for doctor appointments for oneself or immediate family. Advance approval for sick leave should be obtained if possible, such as for doctor appointments. Otherwise, a leave request form must be submitted on the employee’s first day back to work. The Department may request a doctor's statement when sick leave is taken for three or more consecutive days, or on a Friday or Monday. Request for vacation time of less than one week should be submitted at least three (3) working days in advance. Request for vacation time of more than one week should be submitted at least five (5) working days in advance. More advance notice may be required for leave taken during holidays, such as Thanksgiving, Christmas and New Year. Prior to leaving for vacation, employees should inform the DBA of the status of pending work and of any work that needs to be completed during the employee's absence.

  • Employee must complete a Leave Request Form when advance knowledge of sick leave is known, such as for doctor appointments.
  • When advance notice is not possible, employee must do all of the following:
    • Contact immediate supervisor by phone to inform of absence and expected length of absence, and of any urgent work duties that need to be handled during the employee’s absence.
    • Call the Department Office and provide the same information as in the above paragraph.
    • Upon return to work, employee must complete a Leave Request Form and attach a doctor's statement if required.

Other Leave

A Leave Request form should be submitted in advance for all other types of leave, including but not limited to, jury duty, military leave, bereavement leave. Employee must complete a Leave Request Form for all other types of leave (jury duty, bereavement, leave, military leave, etc.) as much in advance as possible.

Recording Leave

Employees must accurately record all approved leave taken on the corresponding Time & Effort Report (time sheet).

Leave Reconciliation Procedures

Each of the colleges department is responsible for verifying the accuracy of leave accrual, use, and balances in the Human Resources Management System. Below is a link to the colleges file maker pro system instructions for reconciling leave accrual to PeopleSoft. Departments that are still using an excel forms to reconcile should consider converting to file maker. In order to reconcile leave in filemaker pro, click on the following links:

Each pay period (biweekly and monthly), enter the number of leave hours taken in each category (sick, vacation etc). Each month, run a Leave Accrual Report from PeopleSoft to verify the leave balance shown on the department computer file to the leave balance shown on the accrual report. Note and investigate any discrepancies. Report discrepancies to payroll via email or fax. Retain a copy of the report as backup. Sign and date the Leave Accrual Report to verify reconciliation was conducted and discrepancies were noted. File an electronic copy of the PS and computer generated Leave Accrual Report in the appropriate departmental folder.

Continue to PT. IV: Payroll Filing Procedures...