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ABSENCE MANAGEMENT

PeopleSoft

KUMC

Absence Management
Procedural Reference

HR9.1 Version 1.1 KUMC Confidential Page 1 of 37


April 2013
ABSENCE MANAGEMENT

Table of Contents
Page
Overview .........................................................................................................................................................................................3

View Absence Balances..................................................................................................................................................................5

View Absence History .....................................................................................................................................................................6

Hourly (non-exempt) Employee


Request Single Day Absence ..............................................................................................................................................7
Request Multiple Day Absence ..........................................................................................................................................12
Absence during a shift that crosses midnight .....................................................................................................................15

Salaried (exempt) Employee


Request Single Day Absence ............................................................................................................................................16
Request Multiple Day Absence ..........................................................................................................................................19

Submit a Saved Absence ..............................................................................................................................................................22

Edit a Pushed Back Absence ........................................................................................................................................................24

Approve Absence..........................................................................................................................................................................27

Review Accruals ...........................................................................................................................................................................29

Appendix
List of Absences ................................................................................................................................................................34
Absence Accrual Tables ....................................................................................................................................................35
Assistance .........................................................................................................................................................................37

Throughout this manual, the  symbol indicates additional information on the left side of the page.

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April 2013
ABSENCE MANAGEMENT
Overview
All employees – whether hourly or salaried –request time off through the Absence Management module in PeopleSoft HR 9.1.

An absence can be requested for an event that occurred in the past, (a sick day, for example) or for an event to occur in the future, such as
planned vacation. All absences should be entered and approved by the end of the pay period in which the absence occurs.

An absence cannot be requested for a date that you are not scheduled to work. When entering a date range, enter the first working day of
the absence and the last working day of the absence. PeopleSoft will calculate the hours correctly, taking into account the employee’s
schedule, and non-working days such as weekends and holidays. Partial day absences for hourly (non-exempt) employees are requested
by entering the number of hours of the absence. Salaried (exempt) employees requesting a partial day select the Half Day check box. The
number of hours is calculated based on the exempt employee’s schedule.

PeopleSoft will display the current balance of hours available for the absence type on the Request Absence page. Employees and
Managers (i.e. approvers) should keep in mind that this balance does not reflect hours requested but not yet processed. For example, the
hours used from a sick day requested in the first week of the pay period will not be subtracted from the balance until the pay period is
processed on the Tuesday after the pay period ends. If another sick day is requested during the same pay period, the employee and
manager must keep in mind the balance shown does not include the previous request.

An absence request does not have to be submitted immediately. It can be saved and submitted later. Retrieve the saved transaction
through Main Menu>Self Service>Time Reporting>View Time>Absence Request History. You will see your saved transaction with an EDIT
button available.

Managers always have the ability to enter an absence for their employees. Absences entered by managers are automatically approved.

Submitted Absences
When an absence has been submitted, the employee’s manager receives an email notification with the subject line “There is an Absence
Request awaiting your approval.” The email contains the details of the request and a link that will launch PeopleSoft HR 9.1 and retrieve
the request after the manager logs in.

When an absence has been approved, the employee receives an email notification with the subject line “This Absence Request has been
approved.” The email contains the details of the request and a link that will launch PeopleSoft HR 9.1 and retrieve the request after the
employee logs in.

Once an absence request has been approved, it cannot be canceled by the employee or the manager. Approved absences can be voided
by the Absence Management Administrator in Payroll. Complete the Void Absence Request form on the Payroll website.

If an absence has been entered incorrectly, the manager has the option of using the Push Back feature. This allows the employee to
modify or cancel the request. Managers should not use the Deny feature. Denied absences must be voided before another absence can
be entered for the same day.

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ABSENCE MANAGEMENT
Overview (continued)

Comp Time and Holiday Comp Time

Comp time is earned by:


• Hourly (non-exempt) employees who work over 40 hours in one week, and the department has chosen this as the default.
• Hourly (non-exempt) employees who work a holiday and elect to receive comp time in lieu of holiday pay.
• Unclassified Salaried (exempt) employees who work a holiday.

Employees can use comp time accrued when they have taken time off of work. An absence is requested using a comp leave
absence name.

Employee Type Absence Name


Hourly (non-exempt) Comp Time Leave
Hourly (non-exempt) Holiday Comp Time Leave-Nonexempt
Salaried (exempt) Holiday Comp Time - Exempt
Salaried (exempt) Holiday Comp Time Leave FMLA [only used when on FMLA]

Hourly (non-exempt) employees can be paid for comp time hours accrued by entering an absence request using the absence name
of Comp Time Payout or Holiday Comp Time Payout. These codes are NOT used for time off of work. Vacation leave is accrued
based on the hours in pay status in a pay period. The Comp Time Payout codes are not considered to be in pay status. When
Comp Time Leave is used, the employee is in pay status.

Vacation earned for years of service


Hours for Pay Period Less than 5 yrs 5 but less than 10 years 10 or more years
60 REG, 20 Comp Time Leave 3.7 5.5 6.7
60 REG, 20 Comp Time Paid 2.8 4.1 5.0

If comp time or holiday comp time is not used within 180 days of the accrual date, it will be paid to the employee. This applies to
hourly (non-exempt) employees only. Salaried (exempt) employees lose any holiday comp time not used within 180 days of the
accrual date.

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VIEW ABSENCE BALANCES
Navigation and View Absence Balance

1. Click Main Menu > Self Service > Time Reporting >
View Time > Absence Balances.

Note: Navigation for managers is


Main Menu > Manager Self Service > Time Management >
View Time > Absence Balances.

Choose from the list of employees that appears.

Rick Rockchalk
2. PeopleSoft displays a table with the current balances.

Note the “as of” date. This will normally be the end of the
previously processed pay period.

Keep in mind approved absences for the current pay period


have not been subtracted from the balance.

Updated balances usually appear the Tuesday after the


end of the previously processed pay period.

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VIEW ABSENCE HISTORY
Navigation and View Absence History

1. Click Main Menu > Self Service > Time Reporting >
View Time > Absence Request History.

Note: Navigation for managers is


Main Menu > Manager Self Service > Time Management >
View Time > Absence Request History.

Choose from the list of employees that appears.

2. PeopleSoft displays all absences that fall within the date


range shown.

If necessary, adjust the date range and click .


3. Note the status.
4. Click an absence name to see the details of the absence.

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REQUEST SINGLE DAY ABSENCE – HOURLY (NON-EXEMPT) EMPLOYEE
Navigation and Request Absence

1. Click Main Menu > Self Service > Time Reporting >
Report Time > Absence Request.

Note: Navigation for managers is


Main Menu > Manager Self Service > Time Management >
Report Time > Absence Request.

Choose from the list of employees that appears.

Rick Rockchalk

2. In the Start Date field, enter the first working day of the
absence.

Rick Rockchalk

3. Use the Filter by Type list to narrow the list of absence


names to be displayed. This step is optional.

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REQUEST SINGLE DAY ABSENCE – HOURLY (NON-EXEMPT) EMPLOYEE
Request Absence (continued)

Rick Rockchalk

4. Select Absence Name from drop down list.

PeopleSoft refreshes the screen and displays additional


fields for the absence request.

5. In the End Date field, enter the same date as the start date
since this is a single day absence.

6. Select the appropriate option in the Reason drop down list.

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REQUEST SINGLE DAY ABSENCE – HOURLY (NON-EXEMPT) EMPLOYEE
Request Absence (continued)

7. Is the absence a partial day?


If no, go to Step 10.
If yes, go to Step 8.

8. Select Start Day Only from the Partial Days drop down
list.

NOTE: You must select Start Day Only or All Days,


otherwise PeopleSoft will display the error:

“Start Date equals End Date. Cannot use Partial Days fields
for End Date. To use partial days, set Partial Days to All or
Start Only then enter partial hours or check the half day
indicator.”

9. Enter the number of hours of the absence in the


Start Day Hours field. Use quarter hour increments. 
OR

Click the Start Day is Half Day check box.


10. Optional: enter Requestor Comments.
11. Do you want to submit the absence for approval?

If no, click and go to step 12

If yes, click and go to step 14.


 Step 9 The hours entered must be less than a full day.
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REQUEST SINGLE DAY ABSENCE – HOURLY (NON-EXEMPT) EMPLOYEE
Save Absence

12. PeopleSoft displays the save confirmation message.


Click .

13. PeopleSoft displays the Request Details page.

For instructions on submitting a saved absence request,


go to page 22 .

Rick Rockchalk

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REQUEST SINGLE DAY ABSENCE – HOURLY (NON-EXEMPT) EMPLOYEE
Submit Absence

14. Click to confirm that you want to


submit.

15. PeopleSoft displays the submit confirmation message.

Click .

16. PeopleSoft displays the Request Details page, including


the approver name.

An email has been sent to this approver.


Rick Rockchalk

Molly Manager

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REQUEST MULTIPLE DAY ABSENCE – HOURLY (NON-EXEMPT) EMPLOYEE
Navigation and Request Absence

1. Click Main Menu > Self Service > Time Reporting >
Report Time > Absence Request.

Note: Navigation for managers is


Main Menu > Manager Self Service > Time Management >
Report Time > Absence Request.

Choose from the list of employees that appears.

Rick Rockchalk

2. In the Start Date field, enter the first working day of the
absence.

Rick Rockchalk

3. Use the Filter by Type list to narrow the list of absence


names to be displayed. This step is optional.

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REQUEST MULTIPLE DAY ABSENCE – HOURLY (NON-EXEMPT) EMPLOYEE
Request Absence (continued)

Rick Rockchalk

4. Select Absence Name from drop down list.

PeopleSoft refreshes the screen and displays additional


fields for the absence request.

5. In the End Date field, enter the last working day of the
absence.

NOTE: PeopleSoft will calculate the days and hours


correctly, taking into account weekends, holidays and the
employee’s scheduled working days.

6. Select the appropriate option in the Reason drop down list.

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REQUEST MULTIPLE DAY ABSENCE – HOURLY (NON-EXEMPT) EMPLOYEE
Request Absence (continued)

7. Are any of the days a partial day absence?


If no, go to Step 10.
If yes, go to Step 8.

8. Select the appropriate option from the Partial Days drop


down list.

9. Enter the number of hours of the partial day in the


Hours field. 

OR
Click the Half Day check box.
10. Optional: enter Requestor Comments.
11. Do you want to submit the absence for approval?

If no, click .

If yes, click . Click to


confirm that you want to submit.
 Step 9 The hours entered must be less than a full day.
PeopleSoft displays confirmation messages and request details
pages. See pages 10 and 11 for examples.

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ABSENCE DURING A SHIFT THAT CROSSES MIDNIGHT
When a shift crosses midnight
This applies to hourly (non-exempt) employees only. On a shift crossing midnight, a portion of the absence applies to one day, with the remainder
applying to the next day. Separate absences should be entered for each portion of the shift. In the example below, the employee works from 10
PM to 6 AM. The employee is requesting sick leave for the entire shift.

This absence request covers the two hours of the shift from This absence request covers the six hours of the shift from
10 PM to Midnight Midnight to 6 AM

Use the step by step instruction for a single day absence (see page 7), including the steps for a partial day.

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REQUEST SINGLE DAY ABSENCE – SALARIED (EXEMPT) EMPLOYEE
Navigation and Request Absence

1. Click Main Menu > Self Service > Time Reporting >
Report Time > Absence Request.

Note: Navigation for managers is


Main Menu > Manager Self Service > Time Management >
Report Time > Absence Request.

Choose from the list of employees that appears.

Jane Jayhawk

2. In the Start Date field, enter the first working day of the
absence.

Jane Jayhawk

3. Use the Filter by Type list to narrow the list of absence


names to be displayed. This step is optional.

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REQUEST SINGLE DAY ABSENCE – SALARIED (EXEMPT) EMPLOYEE
Request Absence (continued)

Jane Jayhawk

4. Select Absence Name from drop down list.

PeopleSoft refreshes the screen and displays additional


fields for the absence request.

5. In the End Date field, enter the same date as the start date
since this is a single day absence.

6. Select the appropriate option in the Reason drop down list.

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REQUEST SINGLE DAY ABSENCE – SALARIED (EXEMPT) EMPLOYEE
Request Absence (continued)

7. Is the absence a half-day absence?


If no, go to Step 10.
If yes, go to Step 8.

8. Select Start Day Only from the Partial Days drop down
list.

NOTE: You must select Start Day Only or All Days,


otherwise PeopleSoft will display the error:

“Start Date equals End Date. Cannot use Partial Days fields
for End Date. To use partial days, set Partial Days to All or
Start Only then enter partial hours or check the half day
indicator.”

9. Click the Start Day is Half Day check box. 


10. Optional: enter Requestor Comments.
11. Do you want to submit the absence for approval?

If no, click .

If yes, click . Click


to confirm that you want to submit.

PeopleSoft displays confirmation messages and request


details pages. See pages 10 and 11 for examples.
 Step 9 Exempt employees must use leave in full and half day increments.

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April 2013
REQUEST MULTIPLE DAY ABSENCE – SALARIED (EXEMPT) EMPLOYEE
Navigation and Request Absence

1. Click Main Menu > Self Service > Time Reporting >
Report Time > Absence Request.

Note: Navigation for managers is


Main Menu > Manager Self Service > Time Management >
Report Time > Absence Request.

Choose from the list of employees that appears.

Jane Jayhawk

2. In the Start Date field, enter the first working day of the
absence.

Jane Jayhawk

3. Use the Filter by Type list to narrow the list of absence


names to be displayed. This step is optional.

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April 2013
REQUEST MULTIPLE DAY ABSENCE – SALARIED (EXEMPT) EMPLOYEE
Request Absence (continued)

Jane Jayhawk

4. Select Absence Name from drop down list.

PeopleSoft refreshes the screen and displays additional


fields for the absence request.

5. In the End Date field, enter the last working day of the
absence.

NOTE: PeopleSoft will calculate the days and hours


correctly, taking into account weekends, holidays and the
employee’s scheduled working days.

6. Select the appropriate option in the Reason drop down list.

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REQUEST MULTIPLE DAY ABSENCE – SALARIED (EXEMPT) EMPLOYEE
Request Absence (continued)

7. Are any of the days a half-day absence?


If no, go to Step 10.
If yes, go to Step 8.

8. Select the appropriate option from the Partial Days drop


down list.

9. Click the Half Day check box. 

10. Optional: enter Requestor Comments.


11. Do you want to submit the absence for approval?

If no, click .

If yes, click . Click


to confirm that you want to submit.

PeopleSoft displays confirmation messages and request


details pages. See pages 10 and 11 for examples.
 Step 9 Exempt employees must use leave in full and half day increments.

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SUBMIT A SAVED ABSENCE
Navigation and Submit

1. Click Main Menu > Self Service > Time Reporting >
View Time > Absence Request History.

Note: Navigation for managers is


Main Menu > Manager Self Service > Time Management >
View Time > Absence Request History.

Choose from the list of employees that appears.

Jane Jayhawk

PeopleSoft displays all absences that fall within the date


range shown. If necessary, adjust the date range and click

2. Click the button of the absence to submit.

3. Make any needed changes and click .

NOTE: clicking will change the status to


canceled, however the absence will still show in absence
history and will still be able to be edited and submitted later.

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SUBMIT A SAVED ABSENCE
Submit Absence (continued)

4. Click to confirm that you want to


submit.

5. The submit confirmation appears. Click .

6. PeopleSoft displays the request details page which


includes the name of the approver.

Jane Jayhawk An email has been sent to this approver.


Jane Jayhawk

Suzy Supervisor

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EDIT A PUSHED BACK ABSENCE
When a manager uses the push back feature, the employee can modify the absence. The employee receives an email notifying them of the push
back. This email contains a link to open the absence. DO NOT USE THIS LINK. The absence MUST be accessed through Self Service > Time
Reporting > View Time > Absence Request History.

Edit a Pushed Back Absence

1. Click Main Menu > Self Service > Time Reporting >
View Time > Absence Request History.

Rick Rockchalk

PeopleSoft displays all absences that fall within the date


range shown. If necessary, adjust the date range and click

Note the absence with the status of Push Back.

2. Click the button of the absence to modify.

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EDIT A PUSHED BACK ABSENCE
Edit a Pushed Back Absence (continued)

3. Make any needed changes and click .

NOTE: clicking will change the status to


canceled, however the absence will still show in absence
history and will still be able to be edited and submitted later.

4. Click to confirm that you want to


submit.

5. The submit confirmation appears. Click .

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EDIT A PUSHED BACK ABSENCE
Edit a Pushed Back Absence (continued)

Rick Rockchalk

6. PeopleSoft displays the request details page which


includes the name of the approver.

An email has been sent to this approver.


Rick Rockchalk

Rick Rockchalk

Molly Manager

Rick Rockchalk

Molly Manager

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APPROVE ABSENCE
When an absence has been submitted, the employee’s manager receives an email notification with the subject line “There is an Absence Request
awaiting your approval”. The email contains the details of the request and a link that will launch HR 9.1 and retrieve the request once the manager logs in.

Navigation and Approve

1. Click the link provided in the email. The PeopleSoft log in


page appears. After logging in, the absence page appears.

OR

Suzy Supervisor
Click Main Menu > Manager Self Service >
Time Management > Approve Time and Exceptions >
Absence Requests

Click the employee name of the absence to approve.


Jane Jayhawk M0000099999

Fred Phog M0000099998

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APPROVE ABSENCE
Approve Absence (continued)

2. Review the absence for accuracy and sufficient balance


hours. 
Jane Jayhawk
3. Enter Approver Comments if desired.
4. Click desired action button.
Button Action…

Allows the employee to modify or


cancel the request.

Approves the transaction.


Approved transactions cannot be
modified or canceled by the
employee or the manager.
Approved absences can be
voided by completing the Void
Absence Request form on the
Payroll website.

Avoid using the Deny button.


Denied absences must be voided
 Step 2 Keep in mind that this balance does not reflect hours before another absence can be
requested but not yet processed. entered for the same day.

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REVIEW ACCRUALS
Managers and Time Reviewers have the ability to view employee’s accruals, which includes leave carried forward, accrued, taken and balance.
Navigation and Selection Criteria

1. Click Main Menu > Global Payroll & Absence Mgmt >
Absence and Payroll Processing >
Review Absence/Payroll Info > Results by Calendar.

2. Do you know the employee’s ID?


If no, go to step 3.
If yes, enter ID in Empl ID field and go to step 5.
3. Change the Name field criteria from begins with to
contains.
4. In the Name field, enter the employee’s last name.
5. Click .

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REVIEW ACCRUALS
Navigation and Selection Criteria (continued)

6. In the list, look in the Payment Date column.


7. Choose the date that is closest to the most recent payday.

Employee
name
appears in
this
column

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REVIEW ACCRUALS
Review Accruals

Jane Jayhawk M0000099999

1. Click the tab.

Jane Jayhawk M0000099999

The first five rows of leave information are displayed.

2. Click to display all leave rows.

The first row may have the description “Leave Paid Per
Segment”. This indicates that some type of leave was paid
to the employee in that pay period. Note the dates to the
right of the description.

To see the detail of this leave go to page 33.

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REVIEW ACCRUALS
Review Accruals (continued)

3. Each leave type has four rows of information.


Row Type Description

Adjustment Hours brought forward from


previous fiscal year.

Balance Current number of hours available


to use.

Entitlement Hours earned in the current fiscal


year.

Taken Hours used in the current fiscal


year.

Note, Discretionary Day is earned at the beginning of the


calendar year and must be taken within the calendar year.

Jane Jayhawk

4. Click tab. This page shows leave


accrued in the pay period.

The first row may show an element type of “Auto Assigned


Components”. This is leave that was taken in the pay
period.

Comp time earned by an hourly employee within the pay


period will show on this page.

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REVIEW ACCRUALS
View Detail of Leave Paid Per Segment

Jane Jayhawk M0000099999

1. The first row of data on the Accumulators page may have


the description “Leave Paid Per Segment”. This indicates
that some type of leave was paid to the employee in that
pay period. Note the dates to the right of the description.

To see the detail of this leave click .

Jane Jayhawk M0000099999

2. Click .

Jane Jayhawk M0000099999

3. PeopleSoft displays the detail of the leave paid within the


pay period.
4. Click to return to the set of
Results By Calendar tabs.

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APPENDIX
Absence Names

Employee Type
Manager
Absence Name Non-Exempt Exempt Use Only Notes
Administrative Leave X
Bereavement/Funeral Leave X X
CompTime Leave X Request the use of comp time accrued. Qtr hr reporting required.
CompTime Payout X Enter hours to pay. Quarter hour reporting not required.
Disaster Leave X X
Discretionary Leave X X
Donor Leave - Blood X X
Donor Leave - Blood Platelets X X
Donor Leave - Bone Marrow X X
Donor Leave - Organ or Tissue X X
Holiday Comp Time Payout X Enter hours to pay. Quarter hour reporting not required.
Holiday CompTime Leave FMLA X Request the use of holiday comp time accrued.
HolidayCompTime - Exempt X Request the use of holiday comp time accrued.
HolidayCompTimeLeave-Nonexempt X Request the use of holiday comp time accrued. Qtr hr reporting required.
Jury Duty Leave X X
Leave without pay - Exempt X
Leave without pay FMLA - Exempt X
Military Leave X X
Shared Leave - Sick X X
Shared Leave - Vacation X X
Sick Leave - Exempt X
Sick Leave - NonExempt X
Vacation Leave - Exempt X
Vacation Leave FMLA - Exempt X
Vacation Leave - NonExempt X

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APPENDIX
Absence Accrual Tables

University Support Staff & Unclassified Healthcare Employees – Vacation Accrual


Hourly (Non-Exempt) Hours of Annual Leave Accrued Salaried (Exempt) Hours of Annual Leave
Employees Per Pay Period Employees Accrued Per Pay Period
Hours in Pay Status Less Than 5 but less 10 or
Years of employee service Current
Per Pay Period 5 Years than 10 Years more Years
0-7 0 0 0 Less Than 5 Years 3.7
8-15 0.4 0.6 0.7 5 but less than 10 Years 5.5
16-23 0.8 1.2 1.4 10 or more Years 6.7
24-31 1.2 1.8 2.2
32-39 1.6 2.3 2.9
40-47 2 2.9 3.6
48-55 2.4 3.5 4.3
56-63 2.8 4.1 5.0
64-71 3.2 4.7 5.7
72-79 3.6 5.3 6.5
80 3.7 5.5 6.7

Regents Unclassified Employees – Vacation Accrual


Full Time Salaried Two days of paid annual leave (vacation) for each full month of employment,
(Exempt) not to exceed 176 hours (22 days) per fiscal year

Part-time Salaried
Hours of Accumulation
(Exempt)
FTE: 0-24 % 2 hours/pay period
FTE: 25-49% 4 hours/pay period
FTE: 50%-74% 6 hours/pay period
FTE: 75%-100% 8 hours/pay period

One hour of vacation for each ten hours worked up to the same maximum
Hourly (Non-exempt) accumulations and payouts as described above for exempt unclassified
employees

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APPENDIX
Absence Accrual Tables (continued)

All Employees – Sick Leave Accrual

Hourly (non-exempt) Employees Salaried (exempt) Employees


Hours in Pay Status Sick Leave Time in Pay Status Sick Leave
Per Pay Period Hours Accrued Per Pay Period Hours Accrued
0-7 0 0 0
8-15 0.4 >0 3.7
16-23 0.8
24-31 1.2
32-39 1.6
40-47 2
48-55 2.4
56-63 2.8
64-71 3.2
72-79 3.6
80 3.7

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APPENDIX
Assistance

Using PeopleSoft

Questions regarding how to utilize the PeopleSoft panels, how to navigate, and other technical or procedural problems with the
system should be directed to PeopleSoft Support at ext. 8-1121.

The office is usually staffed from 8:00 AM to 4:30 PM. In the event no one is available to assist, you may leave your question on the
office Audix voice mail system, and we will return your call.

Payroll

Policy or data questions should be directed to your Payroll Specialist. For a list of Payroll Specialists and their assigned
departments, use the link to Payroll Staff at the Payroll web page.

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April 2013