UNCW Policies and Procedures Manual

HR 2.10 - Time Keeping and Administration of Leave Programs for EPA and SPA Employees

*Responsible Office: Human Resources*	*Effective:*	*April 5, 2002*
*Responsible Office: Human Resources*	*Supersedes:*	*June 11, 1996*

Scope

Policy

Required Time Keeping
Specific Leave Program Policies

Procedure

Requests for Leave and Recording of Time
Payment for Extra Time
Leave Without Pay or Separation from the University
Fiscal-Year Leave Balances
Annual Calendar Year-End Audit

The previous HR 2.10 policy effective June 11, 1996 has been materially revised. Revisions include:

Changes made as a result of state policy changes

Organizational changes to reduce the complexity of the information, allow viewers to more easily understand and find the information needed, and allow more timely updates. Organizational changes include the development of separate policies for several key leave programs included in the previous HR 2.10 policy.

Due to the numerous modifications made, revisions are not marked.

Purpose

To provide uniform and consistent standards for time keeping, administration of leave programs, and payment of extra time.

Scope

Applies to all EPA and SPA employees holding permanent, probationary, trainee, and time-limited appointments.

Temporary, intermittent or part-time (less than half-time) EPA and SPA employees are not covered under this policy.

Policy

Required Time Keeping.
Employees are required to record vacation and sick leave earned or taken, hours worked resulting in additional pay, any compensatory time being tracked, community service leave, and leave without pay on the appropriate forms as specified in the procedure section.   Departments are responsible for retaining time keeping records for four years.

Specific Leave Program Policies.
Information regarding specific leave programs is provided in the following policies:

   HR 2.10A - Overtime and Compensatory Time
   HR 2.10B - Vacation Leave
   HR 2.10C - Sick Leave
   HR 2.10D - Community Service Leave
   HR 2.10E - Holidays
   HR 2.10F - Other Time-Keeping Categories
   HR 2.20   - Voluntary Shared Leave Program
   HR 2.25   - Family Medical Leave Act

HR 2.10 - Time Keeping and Administration of Leave Programs
for EPA and SPA Employees

	*Effective: April 5, 2002*
*Procedure*	*Supersedes: June 11, 1996*

1. Requests for Leave and Recording of Time.
Use the appropriate form as noted below to:

Request approval of leave.

Record vacation and sick leave earned or taken, hours worked resulting in additional pay, any compensatory time being tracked, community service leave, and leave without pay.

Time-Keeping Form	Appropriate Use of Form	How to Obtain Form
HR 2.10 - Record of Hours Worked and Leave Taken (Time Sheet)	SPA wage/hour subject employees are required to use Form HR 2.10 to record hours worked and leave earned/taken. EPA employees and SPA wage/hour exempt employees have the option of using either Form HR 2.10A or Form HR 2.10, subject to conditions noted below for use of HR 2.10A.	Login to U-Business to order forms from the Printing Services Forms Catalog.
HR 2.10A - Vacation/Sick Leave Record	EPA employees and SPA wage/hour exempt employees have the option of using Form HR 2.10A instead of Form HR 2.10 to record vacation and sick leave, unless any of the following apply: Their department or appropriate senior management requires use of Form HR 2.10, or Additional payment (such as holiday premium) is involved.	Login to U-Business to order forms from the Printing Services Forms Catalog.
HR 2.10B - Compensatory Time Worksheet	SPA employees subject to overtime who are accruing compensatory time beyond the month following the date it was earned must use Form HR 2.10B, in addition to using Form HR 2.10. EPA or SPA exempt employees may use Form HR 2.10B to track accrual and use of compensatory time.	This form is available on the Administrative Forms Directory.
HR 2.10L - Application for Leave	Employees must use Form HR 2.10L to request approval of donated leave and family medical leave. For other leave programs, employees may use Form HR 2.10L or a comparable form chosen by the department to request approval of leave.	The following options are available: Login to U-Business to order two-part NCR forms from the Printing Services Forms Catalog. A PDF form is linked off the Administrative Forms Directory.

2.     Payment for Extra Time.
If payment will be made for extra time (such as overtime, holiday premium), submit Form HR 2.10 to the Payroll Office by published monthly payroll deadlines (usually 3 p.m. the first workday of the following month).
Notes:
Only SPA wage/hour subject employees may be paid for overtime.

EPA and SPA exempt employees may not be paid for overtime.

Both SPA wage/hour exempt and SPA wage/hour subject employees may receive holiday premium pay; EPA employees may not.

3.     Leave Without Pay or Separation from the University.

When EPA or SPA employees separate from the university or go on extended leave without pay, forward a copy of the time sheet or leave record (as applicable) to Human Resources.

In situations involving EPA employees on leave without pay, also contact the Provost's office.

4.     Fiscal-Year Leave Balances.

On June 30 each year, Human Resources sends a listing of all leave-earning employees to each department.

The department records the vacation and sick leave balances as of June 30 on the listing and returns to Human Resources.

5.     Annual Calendar Year-End Audit.

Each January, Human Resources requests that departments submit all December time sheets (HR 2.10 forms) and time records (HR 2.10A forms) for audit.

Human Resources returns audited forms (along with any auditing notes) to the department for retention for four years.