Processing, Technology & Digitization Services

Leave Reporting Procedures


See University Policy 9.0 University Policy Manual - Contents

Requesting Approval for Anticipated Leave

1.       Request approval for all anticipated leave (personal, vacation, civic) from your supervisor; once approved, record the time in the shared leave calendar. 

Note:  In approving planned leave, supervisors are responsible for making sure their area of responsibility has coverage at all times. Everyone in a specific unit may not take off at the same time.  There may be specific times when some individuals need to plan to be at work during periods like planned system upgrades where they serve on testing teams, fiscal period close, etc. 

When Vacation Leave May be Taken

2. In accordance with University policy, vacation must be scheduled in advance and supervisors must  approve all vacation leave and may determine periods of time when vacation may not be taken.  Departmental efficiency and work needs will be the primary consideration in granting vacation leave.  The supervisor will confirm approved leave by e-mail and plan for workflow changes.

Reporting Unanticipated Absences

3.      Report unanticipated absences (schedule changes, personal leave) to the supervisor.  The supervisor can record the leave on the shared calendar if the person calling in doesn’t have access to a computer or isn’t up to logging it remotely from a computer.  The supervisor should let the appropriate time keeper know at that time how to record the leave (sick, vacation, etc.)  Don’t wait until the end of a pay period to handle this.  If the supervisor is not available, you may call the PITLine or the PTDS Director or email them, copying the supervisor. 

Verifying Hours Worked and Approval in Time Keeping System

4.       All Processing non-exempt staff should take responsibility for reconciling their TIMEaccess record with the Administrative Assistant before the end of each pay period.  For any questions, the supervisor of the staff member should be consulted.  It is the supervisor’s responsibility to verify that the hours worked are accurate.  In the Technology and nCDS areas, non-exempt staff members take responsibility for reconciling their TIMEaccess record with their supervisors.  If the designated person to review and approve is not available, notify the Director of PTDS or another PTDS supervisor who is trained on the timekeeping system.  It is not the responsibility of the CUL Human Resources office to correct PTDS time or approve it.  The Administrative Assistant’s TIMEaccess record will be reviewed and approved by time keeper for the Student Assistants in Processing.  Student Assistant time will be reviewed and approved by the appropriate supervisor in each area (Processing, Technology, and Digitization).

 Monthly Leave Reporting Process

5.     Exempt staff must submit to their supervisors all their leave (holiday leave is not included) on the template provided.  The supervisors will verify all leave and make any corrections.  Supervisors will group their unit’s leave reports and email them to the Director on the leave reporting form by the 1st working day of each month.  Be sure to include the month, year and something unique in the file name (example: WebTeamLeave12_2009).  If you plan to be away during the first week of the month, e-mail the form to your supervisor before you leave. 

For any minor exceptions that are not reflected on the leave reporting form, the supervisor should include a note to the Director explaining the exception so there is a record.  An example of a minor exception is being out for a dental appointment and coming in late, but choosing to work late that day to make up the time rather than taking sick leave.  Note:  Exempt staff members work the number of hours needed to accomplish their work.  They do not qualify for overtime according to FLSA regulations.  37.5 hours is a minimum work week set by the University.  SMU does not have formal comp time so we do not keep track of hours over 37.5 worked and take them off at another time.  The exception to this is for the staff members who work in Public Services and are required to work nights or week-ends and take that time off at another time.  Those exceptions are also noted in the email to the Director . 


6.     Questions on type of leave used by a staff member should be directed to the Supervisor or referred to the Director by the Supervisor if necessary.

 Notifying Others of your Absence

7.      As a courtesy to your callers, please change your voice mail message when you are out of the office more than four hours.  You can record an alternate message or direct your callers to an attendant (someone in your area).  It is easy to change your voice message from off-campus by calling 214-768-MAIL.  The other alternative is to continually check your voice messages when you are out of the office.  This is also acceptable. 

For scheduled leave and whenever possible for unanticipated leave, make sure your personal Outlook calendar reflects your absence on your schedule and by setting an Outlook out of office message.  Absences out of the office (not meetings on-site) must always be noted on the shared leave calendars.   The shared leave calendar is the primary way that supervisors and the Director will know at a glance which staff are working so assignments can be made and questions asked.  The shared leave calendar will also be used in determining whether or not there is enough staff coverage when reviewing and approving vacation requests. 

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Last updated 1/19/2010