Faculty on fiscal-year appointments, Professional and Scientific staff, and SEIU staff members in departments that report vacation and sick leave usage on a monthly basis should submit a monthly time record via Employee Self-Service every month. Your monthly time record reports any paid leave you took during the month.
To record leave, click the Time & Pay tile/link then click the Time Records tool. Submit your time record by Friday of the first full week after the end of the month. Submit a monthly time record even if you have not used any leave.
If you need to make corrections after submitting a monthly time record, look for Time Record Corrections in Employee Self-Service. If you need assistance, contact your supervisor or HR unit representative.
You can find time/leave records for past months by clicking Vacation & Sick Leave in Employee Self-Service.
Completing the Monthly Leave Record
Enter only paid absences that should be applied to your vacation or sick leave. If you have a question about how absences should be applied, contact your departmental administrator, supervisor, or HR representative.
Each day includes four entry spaces to indicate the type of vacation or sick leave used. Each entry must have a proper paid leave code to describe the type of leave applied.
Enter time in hours or tenths of an hour using the following guide:
6 minutes = .1
12 minutes = .2
18 minutes = .3
24 minutes = .4
30 minutes = .5
36 minutes = .6
42 minutes = .7
48 minutes = .8
54 minutes = .9
If the time applied doesn't exactly equal a tenth of an hour, round to the nearest tenth.
Converting Sick Leave to Vacation
You may choose to convert sick leave to vacation leave by selecting the appropriate option on your monthly time record. Select "every month possible" to convert sick leave to vacation on all applicable time records going forward, or "this month only" to make a one-month election. Once your election is submitted and processed through the monthly payroll cycle, it becomes irrevocable for that month.
When possible, employees are encouraged to accrue and maintain at least 720 hours of sick leave. This helps to ensure support for long-term illness or medical needs.
To qualify, you must accrue vacation leave and meet the minimum sick leave balance based on your years of service:
- If you are in your first four years, you must have a balance of at least 80 hours of accrued sick leave.
- If you have four or more years of service, you must have a balance of at least 240 hours of accrued sick leave.
You can view your leave accruals in Employee Self-Service under Vacation/Sick Leave Report.
You can convert sick leave only in months when you do not use any sick leave. Instead of receiving the standard 12 hours of sick leave for that month, you will receive 4 hours of vacation (prorated for part-time employees).