Types of Leave
What if...
Not every timesheet will be so straightforward. Here is a selection of common
Types of Leave Available to Full-Time Professionals:
• Sick Leave: Full-time staff accrues four (4) hours of sick leave per pay period to a maximum of 2080 hours.
• Annual Leave: Full-Time professionals accrue annual leave as designated
by accrual rates in the source.
• Personal Leave: Full-time professionals shall be granted 8 hours of personal
leave per fiscal year.
• Bereavement Leave: A maximum of three (3) days leave with pay shall be
granted an employee in the event of a death in the employee's immediate
family as defined in the Employee Handbook.
• Court Leave: An employee shall be granted leave with pay for service or
appearance at a legal proceeding including jury duty or a response to a
subpoena or other legal proceeding which requires the employee's absence
from duty for other than personal matters.
situations (and answers) about departmental web time entry:
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If you enter the same leave code on multiple lines of an employee’s record - place your curser into a field of the duplicate line,
then click Records/Remove in the menubar.
If no leave slip created by employee – supervisor should remind
employee to create slip. If no slip created, supervisor will initiate slip on
employee’s behalf.
If leave slip is not signed by employee – leave authorization form
should be returned to employee for original signature
Leave Authorization form must be signed (not stamped) by both supervisor and employee to be valid.
The Supervisor can initiate a leave slip for an employee – ONLY if
an employee is on extended leave.
Making Changes to Leave
REMEMBER: LEAVE MUST BE
REQUESTED AND AUTHORIZED IN
ADVANCE. CONSULT “THE SOURCE”
FOR DETAILS ON CNM LEAVE
AUTHORIZATION POLICY
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Medical Leave (Long-Term): When an employee is unable to perform essential job functions because of a serious health condition, the employee
shall be entitled to medical leave without pay under the Family and Medical
Leave Act for a period not to exceed twelve (12) weeks during any twelvemonth period.
Family Leave (Long-Term): An employee shall be eligible, under the Family
and Medical Leave Act, to up to twelve (12) weeks of unpaid leave during
any twelve- month period upon the birth and care of the employee's child,
placement of an adopted or foster child with an employee or care of an employee's spouse, child or parent in case of a serious health condition
Leave Without Pay: An employee may be granted an unpaid leave of absence outside the Family and Medical Leave Act when such leave is determined to be in the best interests of the College.
If department payroll contact has not submitted leave taken to payroll leave slip may be modified and initialed by all parties, or a new leave slip is
created to reflect correct leave amount.
If department payroll contact has already submitted leave to payroll – an
email notification must be sent by supervisor directly to the payroll office authorizing modification of leave.
If the type of leave requested is changed after leave entered into payroll
system –supervisor must follow policy outlined in the Employee Handbook,
Once an employee is on approved leave, the leave may not be converted to any other type of leave without the written approval of a vice
president and/or president
Section VIII: Leave Policies 8.01. Definitions, Section B – Chargeable
Leaves.
Attention: The Payroll Office will only accept an email notification directly
from the responsible Supervisor. Emails from department administrative
coordinators, administrative assistants, or individuals requesting the
aforementioned leave change will not be processed.
Departmental entry for FPs :
Payroll: 224-4464
Email: [email protected]
ITS Support: 224-HELP
Email: [email protected]
HELP
CNM Electronic Time Entry Guide:
Departmental Entry of Leave for
Full-time Professionals
Updated: 7/31/2009
Departmental Time Entry in 8 Easy Steps
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Log in to Banner
Open form PHATIME
Enter location code and pay period information
Extract time records
Enter leave hours
Add comments
Submit to Payroll department
Log out
Logging into Banner
• Use a CNM computer configured for Banner access.
• Double click on the Banner icon on the desktop
• Log in, using your Banner username and password. This is not necessarily
the same as your CNM email username
Open the Time Entry Form (PHATIME)
In the Banner General Menu page, type the form name PHATIME in the Go To
box and hit the Enter key. Banner will navigate to the form PHATIME.
In the PHATIME key block, enter or confirm the following information:
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Save (F10) to save data
Select next employee, and repeat until all leave time has been entered
View Leave Balances and Enter Comments
You may wish to view an employee’s leave balances before entering their
leave
1. Select employee ID from Jobs block
2. Click on Options in the menubar
3. Select List Leave Balances
User ID - field will display your ID
Proxy For: - (only use if entering data as a backup) enter Banner ID of
person for whom you are serving as proxy
Entry by - confirm it is Time Sheet
Time Entry Method - confirm it is Department
Organization - select your location code from the drop-down menu
Transaction status - should be Not Started. Confirm or select
Payroll ID – select BW (Bi-weekly)
Payroll number – select current pay period
You will not use the Superuser or COA fields
Enter your Hours
Do not perform this function until you are ready to enter leave hours for all the FPs
in your selected department. You must have a completed leave authorization form
signed by the employee’s supervisor before you can submit leave hours for that
employee. Only submit leave hours; you do not need to account for worked hours.
Any leave taken must be approved by your supervisor in advance in accordance with CNM leave authorization policy.
To enter hours for a department:
• Click Next Block
• Dialog box will open, asking “Do you want to extract time to begin time
entry?” Respond Yes
• Dialog box will open, stating “X Time record(s) processed with no
errors.” Click Continue
• Pull-down will list all FPs for department
• Double-click on ID number, or down-arrow to select employee
• Next Block to the Time Entry block
• Click drop-down above Earn field
• Select pay type
• Enter hours
Submitting your Exception Time Entry
Each employee’s leave record that was changed must be submitted individually.
There is no function to submit all employees’ leaves as a group.
1. Be sure cursor is in the Jobs block and the correct employee’s name and ID
are displayed
2. Click on Options in the menubar
3. Select Submit Time for Approval
4. Select next employee, and repeat
until all employee leaves are
submitted
Designating Proxies
REMEMBER: ANY COMMENTS YOU
ADD ARE VIEWABLE BY OTHERS,
INCLUDING PAYROLL AND HR
You may wish to add a comment to the payroll processor regarding your timesheet entry
1. Select employee ID from Jobs block
2. Click on Options in the menubar
3. Select List Leave Balances
4. Enter your comment in the
box provided. Click Save
(F10).
In addition to departmental entry into Banner, your department will also need to
define and maintain the following processes:
• Contact the people you wish to enter as your proxies. You will need to make
note of their Banner ID for entry into the Proxy ID field later
• Navigate to the Banner form NTRPROX.
• Confirm that your User ID displays in the User ID box. Next Block to the
Default Level Description block.
• Select the Other Modules tab.
• Type in the Proxy ID (Banner ID of the person you are giving Proxy access).
• Next Block to the Proxy Modules block
• Click the drop-down arrow and select Time.
Save your actions by clicking File/Save in the menubar or pressing F10
Leave Form Tips
The paper leave authorization must be completely filled out by the employee with the following information:
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Employee Name
Employee Number
Department
Type of Leave
Hours of Leave requested
Date(s) of leave
Time(s) of leave
Comments if necessary
Signature