CIP LEAVE REPORTING POLICIES

 

1.       Report all anticipated leave (personal, vacation, civic) to Jennifer and to your supervisor; once approved, record the time in the shared leave calendar.  When the time arrives, note it on the CIP In/Out Planner (see separate instructions below on using this board).  Communicate all scheduling changes to the director so it can also be reflected on the In/Out Planner.

 

2.       Report unanticipated absences (schedule changes, personal leave) to the PITLine and to Jennifer; either one of them or you (if you are at work) will record this on the In/Out Planner.  PITLine personnel, please send a courtesy email to the person’s supervisor, if not Jennifer.  Alternatively, go online and enter your absence in the shared leave calendar in Outlook.  Send an email to Jennifer and Pitline;  cc your supervisor if not Jennifer.

 

3.       The In/Out Planner should be completed as follows:

 

IN = employee is in (if at a meeting, there is no need to move your button; if you anticipate that it will be a lengthy meeting, you may consider putting a second button on your return time, but this is not mandatory)

OUT = employee is out for personal leave, workshop, off-campus meeting, etc. but NOT for vacation (i.e. doctor or dental appointment, professional meeting, ITS workshop; arriving late or leaving early); please note in REMARKS or WILL RETURN when you will be returning to work

IN CONF = not currently in use 

VAC = employee is on vacation; please note in REMARKS when you will be returning to work 

WILL RETURN = see above usage 

REMARKS = see above usage

 

4.       In accordance with University policy, vacation leave must be scheduled in advance and have the approval of your Director.  Jennifer will confirm this agreement by e-mail, with cc to the supervisor.  This will enable the supervisor to plan for workflow changes.

 

5.       All non-exempt staff should reconcile their Kronos timekeeper record with Jennifer before the end of each pay period.  If Jennifer is not available, Meg will reconcile time cards.  If you don’t know how to do this, please ask your supervisor for assistance.

 

6.       Exempt staff must e-mail all leave (holiday leave is not included) to the Director on the Leave Reporting Form by the 3rd of the next month.  If you plan to be away during the first week of the month, e-mail the form before you leave, along with your monthly activity and stats reports.

 

7.       Questions on type of leave used by a staff member should be directed to the Director or Supervisor.

 

8.       As a courtesy to your callers, please change your voice mail message when you are out of the office.  You can record an alternative message or direct your callers to an attendant (someone in your area).  It is easy to change your voice message from off-campus by calling 214-768-MAIL.  The only other alternative is to continually check your voice messages when you are out of the office.  This is also acceptable. 

 

klr 07/2007 rev.

upd jk 10/9/08

This page has been visited times since 07/26/07

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For questions about the content of this page, please contact Jennifer Kolmes.
Last updated 10/13/2008