Emergency Leave

Recording Emergency Leave

This article provides general guidance on how to record Emergency Leave when applicable.


General Guidelines

  • If the emergency leave falls on your regularly scheduled workday, record the time as Emergency Leave.
  • If the emergency leave falls on your regularly scheduled day off, do not record Emergency Leave.

Absence Type and Reason Codes

When recording Emergency Leave:

  • Select Emergency Leave as the Absence Type.
  • A Reason Code is required when submitting the absence (either through Add Absence or the Time Card).

Available Reason Codes:

  • Bereavement Leave
  • Building Closure
  • COVID-19
  • Emergency Other
  • University Closure
  • University Sponsored Wellbeing
  • Weather Closure

How to Record Emergency Leave:


Exempt Employees: Record through Add Absence (Me > Time and Absences > Add Absence)

Non-Exempt Employees: Record within the Time Card (Me > Time and Absences > Add Time Card, Existing Time Cards, or Current Time Card)


Frequently Asked Questions:


Q. I have approved vacation on a day when Emergency Leave is declared. What should I do?
A. Vacation leave needs to be adjusted through the same path that the time off request
was requested.

If your vacation was submitted through Add Absence:

  • You will go to the homepage and go to Me > Time and Absences > Existing Absences.
  • Find your request, and select the pencil on the right-hand side.
  • Once you are in this request, you will adjust the quantity to exclude the emergency leave hours. Once you make this change, select submit, and it will go to your supervisor to approve the change. You must wait for your supervisor to approve the change before you can add your absence request for Emergency Leave – Select Reason.

If vacation was added through your Timecard:

Emergency Leave – University Closure will need to be a separate line from other time off in the time period. An Absence Reason “University Closure” must be selected on the line for Emergency Leave.

Q: Is Emergency Leave used to calculate overtime or compensatory time for the
workweek?
A: No, emergency leave is excluded from overtime and compensatory time calculations
for the workweek.

Q: The Emergency Leave day is my normal day off. Do I still need to record it?
A: No. Emergency Leave should not be recorded on a regularly scheduled day off.

Q: I worked part of the day during Emergency Leave. How should I record my
time?
A:

  • Non-Exempt Employees:
    • Record both: Hours worked (Regular Hours) and Hours taken as Emergency Leave
    • (Example: 4 hours worked, 4 hours Emergency Leave)
  • Exempt Employees:
    • Record only the Emergency Leave hours.
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