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Medical College of
Georgia Administrative Policies and Procedures
Office of Primary Responsibility: Controller’s Division / Payroll
No. 1.2.08
Exempt Classified Employee Monthly Record of Leave and Other Absences
1.0 Purpose
To provide procedures and instruction for the monthly reporting and
submission of the Exempt Classified Employee Monthly Record of Leave and
Other Absences form.
2.0 Policy
All leave-eligible administrative and professional staff employees on the
exempt (monthly) payroll must submit this report monthly. The completed reports
will provide input for leave balances.
NOTE: The Section Chief, Division Head, or Department
Chairman may complete the report for any employee absent when this report is
to be submitted.
3.0 Procedure
3.1 Responsibility: Section, Division or Department
Office
3.1.1 Receive appropriate individual
pre-addressed report forms from the Payroll Office/Controller's Division.
3.1.2 Distribute forms to the employee named in
the address section of the form.
NOTE: For any employee not receiving a pre-addressed
form, a blank form should be prepared for use during the current month.
Blank forms may be obtained from the Payroll Office.
3.2 Responsibility: Administrative and Professional
Staff
3.2.1 Record on the report form all leave taken for
the six categories shown.
- A – Annual (Vacation)
- S – Sick
- H – Holiday
- UH – Unscheduled Holiday
- L – LWOP (Leave without pay)
- ML – Military Leave (Last blank box on the report form)
NOTE: Annual and sick leave must be recorded in whole hour increments.
Holidays must be taken and reported in full day increments. Hours worked should
not be recorded.
3.2.2Record in the category blocks total hours taken for each type of leave
and other absences during the month. Leave blocks blank if no leave was used for
the month.
IMPORTANT: If leave without pay is taken, notation must
be made on the "Exempt Pre-payroll List", so that the employee's current check
can be adjusted. LWOP must also be noted on the report form.
3.2.3 Sign report and transmit to Section, Division, or Department Office
by the last working day of the month.
3.3 Responsibility: Section, Division or Department Office
3.3.1 Receive individual report forms, verify, and obtain additional
appropriate management signature.
NOTE: If an employee has claimed sick leave for a period of at
least six continuous workdays, a physician's statement must be attached to the
report form.
3.3.2 The Departmental Timekeeper enters leave taken in hours for each
employee into the web-based Exempt Leave Entry Application between the 1st and
the 10th of each month following the reporting period.
3.3.4 Once the department has entered all leave into the web application,
the original forms must be submitted to the Payroll Office. Departments should
keep copies for their departmental files. All original report forms must be
received in the Payroll Office by the 15th of each month.
IMPORTANT: Before a terminating employee may be paid for final unused annual
leave, all report forms must be received by the Payroll Office.
Date: 1 July 1972 | Rev. No: 05-1 | Rev. Date:
22 September
2005 | No.
1.2.08 |