ITCCS Leave Process



These are the types of leave requests available:Local PersonalState 94-95 (sick)State PersonalVacationSick Leave BankJury DutySick Leave BankDock (leave without pay)The quantity and type of the leave request will determine the different levels of approval. Leave equal to or greater than 5 consecutive days (36 hours) for leave type & reasons other than vacation and jury duty will need medical certification for the return to work and an approval/review from the Human Resource Division. This amount of leave could require Family Medical Leave Act action.Employees should not use personal leave for more than three consecutive days and no more than 10 personal days (local & state) in a fiscal year, except when due to illness/family emergency.ESC Region 10 EmployeesProfessional Staff Employee will complete step one to request and report leave. Support Staff Employees will complete steps one & two to request and report leave.Employees will continue to call in to their supervisor when an absence occurs without prior approval.An employee will only be able to enter a leave request type with ample balance available to cover the leave requested, except when reporting jury duty or leave without pay (dock).They will record all absences/leave through the Employee Access System. Leave will be recorded in hours and minutes. These absences will be forwarded electronically to their immediate supervisor for approval. All leave is subject to supervisor approval. Employee Access direct link- Employees can also connect to this link through the R10 Staff Resource/ESC Employee Benefits / Employee Access Link – also, view the Captivate Videos for more detailed instructions.First time users must set up their account by clicking on the “New User” button.Account established – enter User ID and PasswordPlace the arrow/cursor over the Leave Request and slide over to the “Enter” and clickEnter Leave Code or by clicking on the round blue dot select the leave code you are requestingOnly able to elect leave that has ample balanceLocal & State are awarded in SeptemberVacation will accrue monthly (vacation accrual must post before use)Enter the From & To Date(s) of leave requesting – no more than 1 full week per lineEnter the From & To Time to be off (ex. 8:00 am to 4:30 pm for the entire day off) – this time will be for all dates entered on this line – the system will account for the 1 hour lunch when recording whole daysWhen entering half days off, including Fridays, the start of the day is 8:00 am and the end of the day will be 4:30 pm. The mid way point for all days Monday through Friday is 11:45 to 12:45. When taking a half day in the AM, enter time “From” 8:00 am – “To” 11:45 am. Half day for the PM, enter time “From” 12:45 pm – “To” 4:30 pm. The time 11:45 am to 12:45 pm will be your lunch hour.When leaving on a Friday and not returning to work you will need to record the, “From”- actual time of leaving and the “To”- end of day 4:30 pm (do not include your lunch time off, if it is during the time you will be out, you will need to enter your “From” time one hour later).Hours Per Day refers to the time the employee will not be on the job – the hours will calculate when you click edit (7.5 hours)- except when correcting prior requests, you will need to delete the hours previously entered and the system should recalculate the total hours to be offClick the red button next to the requested leave to select the reasonClick the green button to enter comments about the leave request (ex. Leave is due to FMLA)Click Submit – you will need to verify that the “Leave Request(s) has been created” appears above the “Pay Frequency – button” , you will also receive an email to confirm that your supervisor has accepted or rejected the requestAll recorded leave shown as “pending” in Employee Access can be changed or deleted by the employee and a new notification will be sent to the supervisor for approvalLeave that has been processed through payroll will required an email to your supervisor requesting a correction with details about the correctionSupport Staff will record their Leave Request hours on their monthly timesheets (the amount of time off should match with the Leave Request submitted).Leave will be recorded on timesheets – in hours/tenth of hour rather than .5 or 1 day(s)SupervisorsSupervisors will continue to notify their division secretaries by email (or other means previously developed) of all called in non-prior approval absences.Supervisors will be notified by email of their employee’s absence/leave requests from the Employee Access system. This will serve as notice that leave has been recorded.Approval/rejection of leave by the supervisor will generate an email back to the employee.“Temporary approval path” will allow supervisors the ability to assign the approval of their employees’ leave in their absenceType and quantity of the leave request will determine the level of approvals (approval/review by Human Resource Division).Leave equal to or greater than 5 consecutive days (36 hours) for leave type & reasons other than vacation and jury duty will need medical certification for the employees return to work per policy.Employees should not use personal leave for more than 3 consecutive days and no more than 10 personal days (Local & State) in a fiscal year, except when due to illness/family emergency, per policy (it is important that employees enter accurate reasons when taking personal leave, as well as comments).Any leave that has processed through the payroll payment process that needs corrections will require an email from the supervisor with the details of the correction to be madeDivision SecretariesDivision secretaries responsible for leave accounting will generate a weekly report through the Discoverer Viewer System.To verify absences reported have been recordedAbsences have been processed with approvals or rejectionsA monthly total absence report will be generated to verify that each support staff has recorded leave accurately on their monthly timesheetCheck for any overtime worked that may be due compensation or overtime pay (complete the appropriate overtime payment form and submit to payroll)Forward the monthly timesheets to the payroll office.Payroll OfficePayroll office personnel will verify timesheets with leave recorded and any overtime compensation due. These timesheets will be kept as required by the retention policy. ................
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