Medical College of Georgia Administrative Policies and Procedures
Office of Primary Responsibility: Controller’s Division / Payroll
No. 1.2.08a

Faculty Monthly Record of Leave and Other Absences

1.0 Purpose
To provide procedures and instruction for the monthly reporting and submission of the faculty members Monthly Record of Leave and Other Absences form.

2.0 Policy
All leave-eligible faculty and administrative officers 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 form 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: Faculty and Administrative Officers

3.2.1 Record on the report form all leave taken for the six categories shown.

NOTE: Partial days of annual, sick and leave without pay may be taken in one-half day increments. Leave for faculty is reported in days, not hours.  Days worked should not be recorded.

• A – Annual (Vacation)
• S – Sick
• H – Holiday
• UH – Unscheduled Holiday
• ML – Military Leave
• OC – Off-Campus Leave

3.2.2 Add all days for each category of recorded leave from the calendar, multiply the total by the work commitment, and enter the result in the appropriate category block.

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 days for each employee into the web-based Exempt Leave Entry Application between the 1st and the 10th of each month following the reporting period.

3.3.3 Once the department has entered all leave into the web application, the original report 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 reports must be received by the Payroll Office.

Date: 1 July 1984 | Rev. No: 05-1| Rev. Date: 22 September 2005 | No. 1.2.08a