D. In the event of illness or other situations of an emergency nature where advance approval cannot be requested, the immediate supervisor must be personally called at the earliest time possible, no later than one hour prior to the beginning of the first day of absence. A Request for Leave form should be completed immediately upon return to work. E. Requests for leave are considered not approved until signed, dated, and returned to the employee by the immediate supervisor. F. Whenever possible, supervisors should respond within five (5) working days with an approval or denial of the requested leave. G. Approvals of leave are subject to workload and adequate staffing levels of the department, when consistent with legal requirements. H. Employees are responsible for ensuring they maintain an adequate leave balance in their leave bank to cover the hours absent. A supervisor’s approval of a Request for Leave only approves the absence from work. The approval does not reflect if employee leave balance is sufficient. II. Reporting of Leave The reporting of leave is completed on a Record of Leave form and must be turned into immediate supervisor by the end of each month. There are two Record of Leave forms that can be found on the Human Resources Portal Site: . Non-Exempt Record of Leave: The Non-Exempt Employee Time Sheet/Monthly Record of Leave is used to record time worked, leave taken, and compensatory time earned and taken by nonexempt employees. Exempt Record of Leave: The Exempt Employee Monthly Record of Leave is used to record leave taken by exempt employees. Pursuant to Board Policy 507, this procedure must be followed when employees request and report absence from work. Requests for Leave and Monthly Records of Leave must be maintained in the department for three (3) years after employee returns from leave or separates from employment. This is required to comply with the NC Community College Records Retention & Disposition Schedule. Definitions: Absence: The period of time during an employee is not at work or on duty. Owner: Vice President Human Resources and Organizational Development, x 7113
D. In the event of illness or other situations of an emergency nature where advance approval cannot be requested, the immediate supervisor must be personally called at the earliest time possible, no later than one hour prior to the beginning of the first day of absence. A Request for Leave form should be completed immediately upon return to work. E. Requests for leave are considered not approved until signed, dated, and returned to the employee by the immediate supervisor. F. Whenever possible, supervisors should respond within five (5) working days with an approval or denial of the requested leave. G. Approvals of leave are subject to workload and adequate staffing levels of the department, when consistent with legal requirements. H. Employees are responsible for ensuring they maintain an adequate leave balance in their leave bank to cover the hours absent. A supervisor’s approval of a Request for Leave only approves the absence from work. The approval does not reflect if employee leave balance is sufficient. II. Reporting of Leave The reporting of leave is completed on a Record of Leave form and must be turned into immediate supervisor by the end of each month. There are two Record of Leave forms that can be found on the Human Resources Portal Site: . Non-Exempt Record of Leave: The Non-Exempt Employee Time Sheet/Monthly Record of Leave is used to record time worked, leave taken, and compensatory time earned and taken by nonexempt employees. Exempt Record of Leave: The Exempt Employee Monthly Record of Leave is used to record leave taken by exempt employees. Pursuant to Board Policy 507, this procedure must be followed when employees request and report absence from work. Requests for Leave and Monthly Records of Leave must be maintained in the department for three (3) years after employee returns from leave or separates from employment. This is required to comply with the NC Community College Records Retention & Disposition Schedule. Definitions: Absence: The period of time during an employee is not at work or on duty. Owner: Vice President Human Resources and Organizational Development, x 7113
Requesting%20and%20Reporting%20Absence%20Procedure%20-%20revised%207-2017.docx