The Fair Labor Standards Act (FLSA) is the federal law that governs the reporting of time worked and leave taken. The proper guidelines to follow when reporting time worked and leave taken depends on whether the employee is appointed to a position that is non-exempt or exempt. FLSA requires that employees in positions that are determined to be non-exempt report hours worked and leave taken. Employees in positions that are determined to be exempt report only leave taken. Contact HRS if you do not know the FLSA status of your position.
Employees must follow departmental instruction for reporting time worked and leave taken. Department timekeepers are responsible for entering hours into the payroll system.
Non-Exempt Employees Reporting Guidelines
Exempt Employees Reporting Guidelines
For more information on time worked and leave taken earning codes: http://www.pittstate.edu/office/hr/payroll-information/earnings-code-index.dot
Records of time worked and leave taken must be retained for 5 years.
Each department or supervisor should have established procedures for requesting paid and unpaid leave of less than 30 calendar days. Leave requests can be informal (i.e. verbal request) or formal (i.e. written memo or form). Employees should follow appropriate procedures to request time away from work. Leave requests for more than 30 calendar days must be approved by the appropriate Vice President or Department Head (President's Division).
After each pay period ends, supervisors and contact persons can access leave reports online on GUS under " Payroll and Personnel Information." There are two reports available on GUS: 1) Electronic leave Report- a detail listing of leave activity and balances for the current pay period; and 2) Electronic Leave Balance Report- a list of the department's employees' leave balances.
Leave earnings and balances for vacation leave and sick leave appear on the employee's electronic pay stub in GUS. Employees should check balances on their pay stub each pay period and contact HRS if they have questions.