Procedure: Requesting and Reporting Absence

Date Effective: December 5, 2016

Updated:July 26, 2017

Requesting and Reporting Absence
Employees are required to request and report absences away from work. Absences from work must comply with Board of Trustees policies and related College procedures.
Thefollowingformsandproceduresaretobeusedwhenrequestingvarioustypesofleaveand reportingdaysout of work. All formsarelocatedontheHumanResourcesOrganizational Developmentintranet site,orbyrequestfromthedepartment:
  1. RequestforLeave
  1. The Request for Leave form will beusedwhenrequestingthefollowingcategoriesofleave. The Monthly Record of Leave form will be used for reporting these leaves.
  1. SickLeave
  2. Vacation Leave
  3. Bonus Vacation Leave
  4. Annual Bonus Leave (if awarded by the state legislature)
  5. CompensatoryOvertimeLeave
  6. CivilLeave
  7. FuneralLeave
  8. Community Service Leave
  9. Parental Leave
  10. Militaryleave
B.Requests for the following leave are completed with the Benefits Administrator:
  1. Maternity Leave
  2. Family Medical Leave
  3. Disability Leave
  4. Educational Leave
  5. ADA Accommodation Leave
  6. Leave without Pay
Employees must schedule an appointment sufficiently in advance to meet notice requirements in an effort to ensure proper payroll processing.
C.Wheneverpossible,theRequestforLeavewill besubmittedto theimmediatesupervisor atleast ten (10)workingdayspriorto thebeginningleavedate. For Maternity, FamilyMedical, and Military Leaves,a 30-daynoticeshouldbe providedto theCollegewhenever possible.
D.In theeventofillnessorothersituationsofan emergencynaturewhereadvanceapprovalcannot berequested,theimmediate supervisormust bepersonallycalledatthe earliest timepossible,no later than onehourpriorto thebeginningofthefirstday of absence. A RequestforLeaveformshouldbecompletedimmediatelyupon returnto work.
E.Requestsforleaveareconsiderednot approveduntil signed,dated,andreturnedto the employeebytheimmediatesupervisor.
F.Wheneverpossible,supervisorsshouldrespondwithinfive(5) workingdayswithan approvalordenialoftherequestedleave.
G.Approvalsofleavearesubject to workloadandadequatestaffinglevelsofthe department, when consistent with legal requirements.
H.Employees are responsible for ensuring they maintain an adequate leave balance in their leave bank to cover the hours absent. A supervisor’s approval of a Request for Leave only approves the absence from work. The approval does not reflect if employee leave balance is sufficient.
II. Reporting of Leave
  1. The reporting of leave is completed on a Record of Leave form and must be turned into immediate supervisor by the end of each month. There are two Record of Leave forms that can be found on the Human Resources Portal Site: Record of Leave Forms.
  1. Non-Exempt Record of Leave: The Non-ExemptEmployee Time Sheet/Monthly RecordofLeave isusedto record time worked,leavetaken, and compensatorytimeearnedandtaken by nonexempt employees.
  2. Exempt Record of Leave: The Exempt EmployeeMonthlyRecordofLeave is usedto recordleavetaken by exempt employees.

Pursuant to Board Policy 507, this procedure must be followed when employees request and report absence from work. Requests for Leave and Monthly Records of Leave must be maintained in the department for three (3) years after employee returns from leave or separates from employment. This is required to comply with the NC Community College Records Retention & Disposition Schedule.
Definitions:
Absence: Theperiodoftimeduringwhichanemployeeisnot atworkoron duty.

Owner: Vice President HumanResourcesandOrganizationalDevelopment, x 7113

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