OFFICE OF ACADEMIC ENGAGEMENT
Employee Resource Guide
Absence and Leave
ERG 600.18
Principal Guidance
BPPM 60.56 Faculty and Administrative Professional Personal Leave
BPPM 60.57 Civil Service Employee Leave
Leave Balances
View Time Off Balances: Workday reference guide.
General Considerations
All planned leave should be discussed with an employee’s supervisor prior to occurrence.
Absence and Leave Communication
In addition to the guidance provided in 860.03 Employee, Department, Unit, and Program Email, employees are required to update their status in Teams so that co-workers are aware when they are unavailable.
Annual Leave
Annual leave is to be requested in Workday at least two weeks in advance. Approval of leave must occur before leave is taken. There are limited instances where leave must be granted. Therefore, in most cases, employees seeking leave should not assume their request will be automatically approved. Supervisors must account for programming, student needs, and other university and employee obligations that may be valid reasons for denying leave requests. Employees are encouraged to consider these factors and discuss them with their supervisor before requesting leave.
Hourly Employees
Hourly employees do not earn annual leave. Planned absences are to be requested via email at least two weeks in advance. As Hourly employees will not earn pay during their absence, they can speak with their supervisor about modifying schedules to recover lost time.
Unplanned Absences
It may be necessary for an employee to be late or absent from work due to an emergency, illness, or urgent personal matter. In any unexpected absence situation, it is the responsibility of an employee to notify their immediate supervisor by Teams or email at least 30 minutes in advance of a scheduled work shift when possible and reasonable. The supervisor is responsible for confirming receipt of the notice.
Leave Accumulations
Administrative Professional and Hourly employees on a temporary appointment must use accumulated annual leave prior to the termination date of the appointment. Failure to do so will result in forfeiting accumulated leave.