August 6, 2018

Did You Know? - July 18, 2018 - To All Supervisors Who Approve Leave

It is important all submitted leave report be approved by the supervisor by the 10th of the month. A delay in approving an individuals submitted leave reports may result in the appearance of a ‘missing leave report’. This could cause an unjustified sick leave reduction for the employee. In addition, the employees leave banks will be inaccurate on their next earning statements and could cause an overuse of leave hours. This may result in leave without pay or having to substitute one type of leave for another (if possible). It is very important for the employee and supervisor to have open communication regarding the status of leave reports and for every individual to be diligent in tracking their leave usage and balances.  

DID YOU KNOW-The Leave benefits we receive at UW Superior are fantastic and meant to be enjoyed. Don’t let the details of leave reporting and accounting frustrate you. If you have questions please contact your Supervisor or HR for assistance.

DID YOU KNOW- employee leave time runs on either the calendar year (CY) or the fiscal year (FY)

  • University Staff (US), paid every two weeks, have their leave allocated, rolled over and expired on January 1 at the turn of the CY
  • Faculty, Academic Staff and Limited (FASL), paid one a month, have their leave allocated, rolled over and expired on July 1, the turn of the FY

DID YOU KNOW- personal holiday  and legal holiday balances do not carry over into the new year

  • All employees (University Staff and FASL) must use their personal holiday and legal holiday in the same year that it is earned/allocated or they will lose it when the CY/FY changes
  • If a legal holiday falls on a Saturday or a day which you are regularly scheduled to work, you will be given a ‘floating’ legal holiday. The floating legal holiday can be used at any time in the CY or FY, and would be entered as an absence request using the legal holiday option. There may not be a floating legal holiday each year, it will depend on the calendar and your individual working schedule. Like personal holiday, floating legal holiday must be used by the end of the FY or CY.  

DID YOU KNOW-  sick leave continually carries over with no cap/max and never expires

DID YOU KNOW- vacation only carries over for one year

  • For example, vacation earned in the current year but not used, carry over to the next year. If these carry over hours are not used in the following year, they will be lost. An easy way to tell if you will lose any hours in the current year you are in, is if you look at your earning statement. If you see vacation carryover hours listed on your statement, they will expire at the end of the current year you are in. 
  • Only current year accrual will be carried over into the next year.

DID YOU KNOW- that you do not need to specify vacation carryover when entering an absence request? The system automatically knows to use your carryover before your current accrued vacation.

DID YOU KNOW- sabbatical and the annual leave reserve account (ALRA) are now known as Banked Leave?

  • Banked leave accumulates from year to year without limit, does not expire and can be used like any other paid leave
  •  FASL and US employees with 10+ full years of state service are eligible to move up to 40 hours of their annual vacation entitlement each year in a Banked Leave Account.
  • US employees that have accrued at least 520 hours of sick leave may be eligible to bank leave time despite years of service.
  • If unused, the deferred time may be paid as a lump-sum cash payment upon termination/retirement

DID YOU KNOW- all FASL employees must submit leave reports via employee self-service (ESS) monthly?

  • Missing leave reports from the prior year will result in a reduction of sick leave
  • All FASL (Faculty, Academic Staff and Limited Employees) should check now to see if they have missing leave reports. The end of the FY is June 30 and the process of notifying individuals of missing leave reports will begin the near future. Act now so you do not need to respond to a request from HR regarding any missing reports. Please remember that your sick leave is a valuable benefits and we will reach out to you regarding any missing reports to make sure you maintain as much of this benefit as possible.

DID YOU KNOW- you can visit your portal to view which leave reports you may be missing?

  • Go to 'My UW System Portal' à Time and Absence à Leave Reports à My Unsubmitted Reports

If you have questions, please contact us.

Thank you and I hope you are having a great summer!!!

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