To establish procedures for the reporting of absences of exempt (monthly paid) staff employees.

Units are required to maintain a record of exempt staff employees’ absences in the events of vacation, personal holidays, sick leave, bereavement leave, jury duty, etc.

1. Comptroller Form No. 168, the "Monthly Absence Report," is used to report absences of an exempt staff employee. As stated in the instructions, the unit will furnish the exempt staff employee with a blank absence report each month. The employee will report full-day absences and the reason for each absence as it occurs, or check the box indicating no absences for the month and submit the signed report to his/her immediate supervisor no later than the last day of the month.
2. Vacation, sick leave, and personal holiday accrual records for an exempt staff employee may be maintained in hourly increments. Absences of less than one full day, however, are neither to be charged to accumulated time, nor are they to be deducted from pay.
3. The unit should maintain this Monthly Absence Report. If the employee's pay is to be reduced, the unit must submit a copy of the Monthly Absence Report to Payroll, in accordance with University published guidelines.
4. Before being destroyed, the Monthly Absence Report should be retained by the unit maintaining accrual records for 36 months.
5. The unit supervisor should keep a running total of an exempt staff employee's accrued absences and remaining balance that can be used. The employee should be notified of his/her balances, at least at quarterly intervals, in accordance with the vacation, personal holidays, and sick leave policies.
   

U509 Vacation, U511 Personal Holidays, and U512 Sick Leave.