Advanced Approval Should be Requested to Take Leave
When possible, permanent employees are required to have advanced approval for all leave (i.e., annual, sick, compensatory, etc.). For example, if you have a doctor’s appointment tomorrow, you should request advanced approval from your supervisor. The same applies to taking annual, compensatory or other leave. Of course, if you awaken sick one morning, advanced approval, for obvious reasons, is not required. When taking annual, sick and/or other leave, the Request for Leave, found in Appendix C of the Personnel Manual, must be completed, approved by the immediate supervisor and forwarded to the leave recordkeeper. (See Section 8.6 – revised 6/09 – of the Personnel Manual, Education Leave.)
Time Calculations for Annual, Sick or Other Leave
Questions frequently arise regarding the calculation of time to be charged against approved leave. Because the regular work day is eight (8) hours (including a paid hour for lunch), time charged is as follows:
1/8 day = 1 hour = .125 day
1/4 day = 2 hours = .25 day
3/8 day = 3 hours = .375 day
1/2 day = 4 hours = .50 day
5/8 day = 5 hours = .625 day
3/4 day = 6 hours = .75 day
Note: 1. Minimum leave charge is one (1) hour; 2. Minimum fractional charge after the first hour is a half (1/2) hour; and 3. Calculation for a half (1/2) day with paid lunch is as follows: A missed morning or afternoon of work is charged as a half (1/2) day, even if the work day is usually 7 or 7 1/2 or 8 hours. The “paid” lunch hour does not change the half (1/2) day charge.
Supervisors and Administrative Office
Supervisors must work closely with leave recordkeepers to ensure accurate leave records, especially when the balance of an employee’s accrued leave is extremely low. When the balance of an employee’s accrued annual and/or sick leave is extremely low, the leave recordkeeper is to notify the Administrative Office, Division of Human Resources (304-558-2978). Notice should be given as soon as it appears likely that an employee will exhaust annual and/or sick leave within a pay period, especially if the employee has an extended absence.
Absent extenuating circumstances, all leave forms (see “Appendix C” of the Personnel Manual) must be submitted to the leave recordkeeper by the eighth of the following month. The leave recordkeeper is to notify the employee’s supervisor and the Administrative Office, Division of Human Resources (304 558-2978) if there is a problem with the submission of leave forms. In appropriate cases, failure to submit timely leave forms may result in withholding of pay. (See also, Section 8.8 of the Personnel Manual, Leave Advance Prohibited.)
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