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Leave Reporting Hints

All leave reports should be submitted online by the 16th of every month (leave periods are from the 10th through the 9th of every month).
DO NOT submit leave reports until after the 9th of every month - leave is earned on the 9th and 24th of every month (pay periods) therefore if a leave report is submitted early, the earned leave does not appear.
Leave reports must be submitted in order - do not start entering leave and saving it on a leave period until the previous leave report has been submitted.
Leave must be used in quarter hour increments.
NEVER press the "back" browser key when in the leave system.
If you enter leave into the system and save it, be sure when you go back into the system to submit the report, you place the cursor somewhere in the report before submitting (to activate the screen).
If an employee is not available to submit their leave report by the 16th of every month, the department may submit the report for them (department has leave and hours worked report to indicate any leave earned and used) and then have the employee sign the report upon their return or the employee may submit the leave report when they return.
When entering two types of leave on the same day (take 4 hours of annual leave and 4 hours of holiday) enter the leave without any dashes, slashes or commas. Should be entered as 4A 4H with a space in between the leave types.

If a mistake is made on a leave report and it has not been submitted, you enter the same date and the correct hours and code - when you enter the same date it will replace any previous leave entered for that date. (Example: January 30th was entered as 8S but should have been 8C, enter the 30th and then 8C. This will replace the 8S on that date.) If you have entered leave that should not have been entered, then replace with zero hours. (Example: January 30th was entered by mistake as 8A, but should have been January 10th, enter the 30th and then 0A to replace with zero hours.)
If a leave report has been submitted and a mistake was made, the leave representative can correct if it is the last submitted report. If the correction is for several months back, the report needs to be sent to Human Resources for correction. Make a copy of the leave report, write on the report any corrections (include date, hours and type of leave), have the supervisor sign it and send a copy to Human Resources. Once the corrections have been made, Human Resources will inform the department leave representative in order for the department to print out a corrected copy of the leave report for the files.

Departments are to save and submit the employees last leave report (leave period of the separation) within three days of the termination date - do not wait until the end of the leave period to submit. Human Resources receives the separation notice and will print out the last leave report in order to verify leave balances eligible to be paid.
If employee is terminating from department but not Virginia Tech, do not submit his/her last leave report. The department can save any leave taken during the leave period, print out a work copy of the report and have the employee sign. Attach a copy of the leave and hours worked report signed by the employee as well. At the end of the leave period, the employee will save and submit their leave report on-line and record any other leave taken during that leave period. The employee would have his/her new department supervisor sign the report and keep original filed in the department. A copy of the submitted leave report should be sent to the previous department for their files in order to verify leave saved was submitted.

When reviewing a leave report before submission, please be sure to check any holidays during the leave period. Some holidays are automatically entered as W (example: Veterans Day) because the system assumes all classified employees work that particular holiday since the University is open. If the leave report indicates W and the employee did not work the holiday, be sure to change the W to H before submitting the report.

Classified and university staff (faculty normally not eligible for authorized closing worked) can only be granted compensatory leave for authorized closing worked if they were required to work during that period. Example: The University closes at 3:00 PM and the employee's regular shift ends at 5:00 - if the employee is required to remain (essential or emergency personnel or supervisor requests them to stay) they would receive 2 hours ACW. But, if the University closes at 3:00 and the employee decides they don't want to leave and works until 5:00, they would not receive ACW because it was not required.

Faculty with the 1040 plan are not required to report any sick leave taken if less than 10 consecutive days - if longer than 10 days the employee would enter all sick leave taken on the leave report. Example: Faculty out on sick leave for 12 days, enter all 12 days on leave report.
Departments may request all faculty indicate any sick leave taken whether under 10 days or not. If departments request all leave to be reported and the employee has the 1040 plan, he/she will earn sick leave the next pay period they return (one week for every two weeks worked) until the balance reaches 1040 again. No sick leave is earned or re accrued for any pay period during which sick leave has been charged.
Employees who may have switched to a faculty position and had a sick leave balance over 1040 must report all sick leave taken until the balance drops to 1040 hours.
Faculty in a restricted position must record all sick leave taken (restricted faculty earn leave each pay period).
Faculty are allowed to use up to 80 hours (10 days) per year of their sick leave balance for a family member. This is not an additional balance. All family sick leave must be recorded on the leave report.

Sick banked (SB) hours are recorded on the bottom of the leave report chart and are to be used by Human Resources only. This is the amount of sick leave hours that were transferred into disability credits. Employees had the choice of transferring sick leave hours into retirement credits or disability credits during the initial VSDP enrollment period.
If employee chose disability credits (sick banked) they CANNOT use it during the year. Sick banked hours are only used when the employee is out on disability and their income starts dropping to 80% and then 60% - the employee can choose to use their sick banked time, in eight hour increments, to bring their income back up to 100% during the disability period.