X-16 Extended Leave - Classified Employees

NORTHWESTERN STATE UNIVERSITY
Personnel Action
Extended Leave - Classified Employee

I Purpose and Scope: This procedure outlines the procedure/process to be followed in processing "Extended Leave - Classified Employees".

II Reference: University Personnel Hiring Procedures Civil Service Rules and Regulations State of Louisiana and Federal Regulations and University of Louisiana System Board of Supervisors Rules

Civil Service Authority

Rule 15.1: It shall be the duty of each Appointing Authority to install a system of payroll and attendance records. Such system/systems shall be so designated as to facilitate the maintenance of adequate personnel records and to eliminate duplication of accounting and reporting to the fullest extent practicable.

Rule 15.5: Each Approving Authority shall install and maintain a leave record showing, for each employee who holds a position in the Classified Service, (1) annual leave earned, used and unused, (2) sick leave earned, used and unused, and (3) any special leave with or without pay. Such record shall be documentary evidence to support and justify the certification of authorized leave of absence with pay.

Rule 11.7: Annual leave is granted to an employee with a regular tour of duty, for the purpose of rest and relaxation, and to attend to personal matters. Annual leave should be requested in advance, if possible, and must be approved by an appropriate official of the University. Annual leave may not be advanced to an employee; however an employee may request and be granted leave without pay if he/she has exhausted all of his/her annual leave.

Board Authority

An employee of an institution who is not a member of the faculty or administration is not governed under the Board's policy on leaves of absence for faculty members. Leaves of absence, other than for military leave, shall not exceed one year at a time.

Group Benefits Authority

If an employee is allowed an approved absence (full or part-time) by his employer, he may retain his coverage for a period up to but not to exceed one year, provided the full premium is paid.

University Policy

The university will continue to pay the employer share of group benefits premiums for those employees who are on approved leave without pay up to a period of one (1) year. This is at the option of the employee and only available to those annual leave earnings employees who have group benefits insurance at the time of receiving approved leave without pay. The university will contact respective employee for arrangements for the receipt of and accounting for the employee's portion of the premiums, that the employee is responsible for paying.

III Procedure:

Classified Employee

1. Completes "Request for Leave" (Attachment #1), requesting leave for more than 10 working days, attaching supporting documentation, etc. and forwards to appropriate Approving Agent.

Approving Agent

2. Receives completed "Request for Leave" with attachments from Classified Employee requesting extended leave. Reviews for completeness and supporting documentation for such a request. Approves/disapproves request. If approved, immediately notify Information Systems of "Extended Leave" and forwards to appropriate Dean/equivalent. If disapproved, returns to appropriate Classified Employee.

Dean/Equivalent

3. Receives approved "Request for Leave" for period exceeding 10 working days. Reviews for completeness and supporting documentation for such a request. Approves/disapproves request. If approved, countersigns the Form and forwards to appropriate Vice President. If disapproved, returns to appropriate Approving Agent.

Vice President

4. Receives approved "Request for Leave" for period exceeding 10 working days. Reviews for completeness and supporting documentation for such a request. If approved, countersigns the Form and forwards to Business Affairs-Payroll Section. If disapproved, returns to appropriate Dean/Equivalent.

Business Affairs

5. Receives approved "Request for Leave" for period exceeding 10 working days. Reviews for completeness, making sure all information is correct and conforms to all applicable rules and regulations. Makes sure all approved leave is properly reflected on respective employee's time sheet for period(s) covered by approved extended leave. If respective employee's time sheet for period(s) covered by approved extended leave has not been received by Business Affairs-Payroll Section, make copy of approved leave and send to respective employee to be submitted with employee's time sheet for the period covered by approved leave.

Immediately notify Human Resource Section and provide copy of approved extended leave. Upon notification, Human Resource Section notifies Information Systems Director of the employee's approved extended leave, enters into ISIS, and includes the respective personnel action on the Monthly report of Personnel Changes - Classified Employees that is issued to the President.

Checks to see if employee on approved leave without pay has Group Benefits coverage. If employee has coverage, contacts employee about the option of continuing coverage. If employee agrees to continue coverage, explains the procedure of monthly payment due for the employee portion of Group Benefits premium.

Information Systems Director

6. Receives memorandum from Business Affairs - Human Resource Section of classified employee approved extended leave. Takes the necessary action to remove the employee's computer access, if assigned, during the period of approved extended leave.

President

7. Receives "Monthly Report of Personnel Changes-Classified Employees". Reviews changes listed and if in disagreement with any changes, may disapprove action. If disapproved, notifies appropriate Vice President.