Employee Annual Leave Record Calendar

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Employee Annual Leave Record Calendar Powered By Docstoc
					                                      INSTRUCTIONS
                                     "A" Contract Faculty
     Employee should track their leave separately from Leave Keeper for comparison
                                        purposes.
Step 1: Activate Excel's Add-Ins
Before you can use this spreadsheet for the first time you must activate Excel's Add-Ins
function. To do so choose Tools from the menu bar, select Add-Ins, then check the box by
Analysis ToolPak and click OK.
Step 2: Enter Employee Information
Start by entering the employee's name, employee number, date of hire, agency and either the
beginning balance or the carry-over balance of unused annual and sick leave from the prior year
in the Employee Information worksheet . This is the only worksheet that will allow you to enter
employee information and leave balances. Full-time "A" contract faculty begin their initial 12
months of hire with 30 days of sick leave, part-time faculty begin with a prorated amount based
on their FTE. No additional sick leave is accrued for new hire faculty in their initial 12 months of
service.

Step 3: Enter employee's FTE in the Quarterly worksheet
Enter the employee's FTE in cell I5. The leave earned will automatically calculated based on the
FTE entered for the employee. FTE should be enter in percent using the % sign (i.e. 100%). Only
enter the FTE on the quarters the employee worked during the year. If the employee is hired or
has an FTE change in either mid-quarter or mid-month you will need to manually over ride the
earned column with the correct accrual.
Step 4: Begin entering leave taken
Leave for full-time faculty is used in increments of a half-day or a full-day. Record the leave by
first finding the day of the month in cells A8 through A38, then enter the amount of leave used; .5
for a half-day (4 hrs) and 1 for a full-day (based on 8 hrs) in either the Sick, Family Sick or
Annual column for the corresponding month. Other Leave (Civil, Military, Other Paid Leave,
Leave Without Pay) should be recorded by the days used and the initial for the kind of leave.
Example: 1-C for 1 day of Civil leave. Note: If the employee is on FMLA the leave should also be
tracked on the FMLA worksheet.
A running balance for the quarter can be found in cells N7 through N9 for sick; Q7 through Q9
for annual and R6 for family sick used. Leave balances for the quarter are automatically brought
forward to the next quarter.
The carry-over balances for the 3rd Quarter will reflect the Board of Regents rules that state that no
more than 48 days of annual leave and 96 days of sick leave can be carried over from one fiscal year
to another. Leave balances over these limits will be forfeited on June 30th each year.
           "A" CONTRACT FACULTY LEAVE POLICIES

Annual leave policies can be found on the Human Resources website
All professional staff members on a full-time 12-month appointment ("A" contract) earn annual
leave at the rate of two working days for each full calendar month of service. Prorated credit
shall be earned for partial months of service. Professional staff members on a part-time 12-month
appointment earn pro rata annual leave credit based on their FTE.
Annual leave may be cumulative from year to year, not to exceed 48 days as of the first day of
each fiscal year. Any annual leave in excess of 48 days is forfeited on June 30th. No compensation
will be authorized for unused or excess leave at the end of each fiscal year. Earned annual leave
shall be taken at a time approved or directed by the supervisor or other appropriate
administrative officer. Insofar as possible, approval to use annual leave must be secured in
advance, in accordance with the provisions contained in BOR Title 4, Chapter 3, Section 19.2
Employees shall be given an opportunity to use accumulated annual leave in excess of 48 working
days prior to the last day of the fiscal year provided a request for leave is given by the employee
no later than April 1 to the supervisor or other appropriate administrative officer.
Annual leave for full-time professional staff at all NSHE institutions is used in increments of a
half-day or a full-day as prescribed by the appropriate Human Resource office (BOR, Title 4,
Chapter 3, Section 19).
Professional staff on a 12-month "A" contract appointment who take an approved leave of
absence without pay shall be entitled to use accumulated annual leave, with prior approval of the
supervisor or other appropriate administrative officer, before going into unpaid status; however,
the professional staff member shall not be paid for any unused accumulated annual leave before
going into unpaid status. Annual leave cannot be earned while on leave without pay.

Sick leave policies can be found on the Human Resources website

Full-time professional staff members on an "A" contract shall be granted sick leave as required,
up to 30 working days at full salary, available at any time during the initial 12 months of service.
Part-time professional staff members on an "A" contract shall be granted a pro rata amount as
required.
Beginning one year after the starting date of his or her initial contract, each full-time staff
member will begin to accrue additional sick leave at the rate of two days for each full month of
paid service, to be added to any remaining balance of unused sick leave from the first 12 months
of service. Sick leave may be accrued from year to year not to exceed 96 working days as of the
first day of each fiscal year. Sick leave in excess of the 96 days will be forfieted on June 30th. Part-
time staff members will earn a pro rata amount of sick leave for each calendar month worked.
Paid sick leave shall not be granted in excess of sick leave earned except as provided in the
paragraph 7. The employee shall not be paid for any unused sick leave upon termination of
employment days of earned sick leave per contract year may be used by the professional staff
Up to fifteen
member to care for or assist family members, in-laws, or step relatives within the third degree of
consanguinity or relationship, or members of the professional staff member’s household for the
following events: illness; injury, or medical, optometry or dental service or examination. Requests
for use of additional earned sick leave days beyond the fifteen-day limitation may be made in
writing to the appropriate appointing authority. Approval is at the discretion of the appropriate
appointing authority. The fifteen-day limitation does not apply if the leave is approved under the
         EMPLOYEE INFORMATION
                         *Required fields
              Name:                                *
    Employee Number:                        *
      UNR Hire Date:                        *
             Agency:


   BEGINNING OR PRIOR YEAR LEAVE
             BALANCES

                Sick:
              Annual:


BEGINNING SICK LEAVE CALCULATOR FOR
         NEW HIRE FACULTY
           Enter FTE:
 Beginning Sick Leave:                      DAYS
                                                                                           1ST QUARTER



                                    ATTENDANCE AND LEAVE RECORD 2009                                                                BEGINNING OR              SICK
                                                                                                                                        PRIOR YEAR           ANNUAL
Employee:                                                                              Hire Date:                                 LEAVE BALANCES
Employee Number:                                                           Annual Leave Rate: 2                                                                                FAMILY SICK
Agency:                                                                                     FTE:                                                                               USED TO DT
                    JANUARY                          FEBRUARY                                MARCH                                      SICK LEAVE           ANNUAL LEAVE
                  Family                            Family                                Family
DAYS       Sick    Sick    Annual    Other   Sick    Sick    Annual   Other     Sick       Sick     Annual   Other               ERN'D     USED   BAL.   ERN'D   USED   BAL.

       1    H       H        H         H                                                                             1/31/2009
       2                                                                                                             2/28/2009
       3                                                                                                             3/31/2009
       4
       5                                                                                                                         Comments:
       6
    7
    8
    9
   10
   11                                                                                                                            Please sign below if you are in agreement and return this
   12                                                                                                                            form to your leave keeper. If you do not agree with the
   13                                                                                                                            balances above, please notify your leave keeper as soon as
   14                                                                                                                            possible.
   15
   16                                         H       H        H       H
   17
   18                                                                                                                            Signature
   19       H       H        H         H
   20
   21                                                                                                                            Date
   22
   23
   24
   25                                                                                                                            Signature of leave keeper
   26
   27
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   31


   OTHER CODES: C - CIVIL            M - MILITARY   OL - OTHER PAID LEAVE        W - LEAVE WITHOUT PAY


                                                                                               Page 5
                                                                                             2ND QUARTER




                               ATTENDANCE AND LEAVE RECORD 2009                                                                 PRIOR QUARTER              SICK
                                                                                                                                LEAVE BALANCE             ANNUAL
Employee:                                                                       Hire Date:
Employee Number:                                                        Annual Leave Rate: 2                                                                                    FAMILY SICK
Agency:                                                                              FTE:                                                                                       USED TO DT
                       April                                  May                          June                                  SICK LEAVE     ANNUAL LEAVE
              Family                                 Family                             Family                                ERN'
DAYS   Sick    Sick       Annual    Other     Sick    Sick     Annual   Other    Sick    Sick    Annual   Other                D    USED BAL. ERN'D USED BAL.
   1                                                                                                              4/30/2009
   2                                                                                                              5/31/2009
   3                                                                                                              6/30/2009
   4
   5                                                                                                                          Comments:
   6
   7
   8
   9
  10
  11
  12                                                                                                                          Please sign below if you are in agreement and return this form to
  13                                                                                                                          your leave keeper. If you do not agree with the balances above,
  14                                                                                                                          please notify your leave keeper as soon as possible.
  15
  16
  17
  18                                                                                                                          Signature
  19
  20
  21                                                                                                                          Date
  22
  23
  24
  25                                           H       H            H    H                                                    Signature of leave keeper
  26
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OTHER CODES: C - CIVIL         M - MILITARY     OL - OTHER PAID LEAVE           W - LEAVE WITHOUT PAY




                                                                                                 Page 6
                                                                                         3RD QUARTER


                           ATTENDANCE AND LEAVE RECORD 2009                                                                  BEGINNING             SICK

                                                                                                                          FISCAL YEAR             ANNUAL
Employee:                                                                  Hire Date:                                   LEAVE BALANCE
Employee Number:                                                 Annual Leave Rate: 2                                                                                 FAMILY SICK
Agency:                                                                          FTE:                                                                                 USED TO DT
                    July                         AUGUST                          SEPTEMBER                                   SICK LEAVE           ANNUAL LEAVE
              Family                           Family                           Family
DAYS   Sick    Sick    Annual   Other   Sick    Sick    Annual   Other   Sick    Sick    Annual   Other               ERN'D USED       BAL. ERN'D USED        BAL.
   1                                                                                                      7/31/2009
   2                                                                                                      8/31/2009
   3      H     H          H     H                                                                        9/30/2009
   4
   5                                                                                                                  Comments:
   6
   7                                                                      H       H        H         H
   8
   9
  10
  11
  12                                                                                                                  Please sign below if you are in agreement and return this form
  13                                                                                                                  to your leave keeper. If you do not agree with the balances
  14                                                                                                                  above, please notify your leave keeper as soon as possible.
  15
  16
  17
  18                                                                                                                  Signature
  19
  20
  21                                                                                                                  Date
  22
  23
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  25                                                                                                                  Signature of leave keeper
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OTHER CODES: C - CIVIL          M - MILITARY     OL - OTHER PAID LEAVE            W - LEAVE WITHOUT PAY

                                                                                            Page 7
                                                                                              4TH QUARTER


                              ATTENDANCE AND LEAVE RECORD 2009                                                                PRIOR QUARTER              SICK
                                                                                                                              LEAVE BALANCE             ANNUAL
Employee:                                                                       Hire Date:
Employee Number:                                                      Annual Leave Rate: 2                                                                                      FAMILY SICK
Agency:                                                                               FTE:                                                                                      USED TO DT
                    OCTOBER                          NOVEMBER                         DECEMBER                                 SICK LEAVE      ANNUAL LEAVE
                  Family                            Family                           Family                                 ERN'
DAYS       Sick    Sick    Annual   Other   Sick     Sick    Annual   Other   Sick    Sick    Annual   Other                 D    USED BAL. ERN'D USED   BAL.
       1                                                                                                       10/31/2009
       2                                                                                                       11/30/2009
       3                                                                                                       12/31/2009
       4
       5                                                                                                                    Comments:
       6
    7
    8
    9
   10
   11                                        H        H        H       H
   12                                                                                                                       Please sign below if you are in agreement and return this form to
   13                                                                                                                       your leave keeper. If you do not agree with the balances above,
   14                                                                                                                       please notify your leave keeper as soon as possible.
   15
   16
   17
   18                                                                                                                       Signature
   19
   20
   21                                                                                                                       Date
   22
   23
   24
   25                                                                          H       H        H         H                 Signature of leave keeper
   26                                        H        H        H       H
   27                                        H        H        H       H
   28
   29
   30       H       H        H       H
   31


OTHER CODES: C - CIVIL           M - MILITARY      OL - OTHER PAID LEAVE        W - LEAVE WITHOUT PAY


                                                                                                 Page 8
                                           2009 FMLA Summary
                                                                         Current Year           Previous Year
                                     Employee's FTE:                        100%
       Regular FMLA Allowable hours according to FTE:                        480

                                FMLA 1: Total hours used:                     0.00                   0.00
                                FMLA 2: Total hours used:                     0.00                   0.00
                                FMLA 3: Total hours used:                     0.00                   0.00
                      Roll back hours from prior 12 months:                   0.00

                              Summary of hours used:
                             Regular FMLA hours used:     0.00
                   Military Caregiver FMLA hours used:    0.00
          Total combined (Reg & Military) hours used:     0.00
           Regular FMLA Remaining Hours Available: 480.00


    Military Caregiver Allowable hours according to FTE:                    1040.00         Equivalent to 26 weeks
           Summary of Military Caregiver hours used:
                      *Military Caregiver FMLA Hours Used:       0.00                                 0.00
                Military Roll back hours from prior 12 months:   0.00
            Military Caregiver Remaining Hours Available: 1,040.00

*Military Caregivier leave is available during "a single 12 month period" during which an
eligible employee is entitled to a combined total of 26 weeks of all types of FMLA.
                                                                                                                   2009 - FMLA 1




       Employee:                                                                          Enter FTE:        100%                    Total Roll back hours:                  (hours rolled back from previous year)
       Employee #:                                                            Enter carry-over hours:                   (Carry over from previous year)
       Enter FMLA Start Date:                                                 Total hours used YTD:                     (Current year)
                        Remaining hours available: 480.00                        FMLA #1 total used:                    (Carry-over hours + current year hours for 1st FMLA event minus roll-back hours)


                     JANUARY                                FEBRUARY                                    MARCH                                      APRIL                                      MAY                                        JUNE
                                        Roll                                   Roll                                      Roll                                        Roll                                        Roll                                    Roll
DAY     Sick   Annual    LWOP   Other   Back   Sick   Annual   LWOP   Other    Back    Sick   Annual     LWOP   Other    Back     Sick    Annual   LWOP      Other   Back     Sick   Annual   LWOP      Other    Back    Sick   Annual   LWOP   Other    Back
   1     H       H         H     H       H
   2
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  16                                            H       H       H      H        H
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               Notes:




                                                                                                                   Page 10 of 20                                                                                                     printed: 1/25/2011 4:48 PM
                                                                                                              2009 - FMLA 1




                       JULY                                  AUGUST                            SEPTEMBER                                   OCTOBER                               NOVEMBER                              DECEMBER
                                      Roll                                    Roll                                   Roll                                    Roll                                  Roll                                    Roll
DAY    Sick   Annual   LWOP   Other   Back   Sick   Annual    LWOP    Other   Back   Sick   Annual   LWOP   Other    Back    Sick    Annual   LWOP   Other   Back   Sick   Annual   LWOP   Other   Back   Sick   Annual   LWOP    Other    Back
   1
   2
   3    H       H       H      H       H
   4
   5
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   7                                                                                  H       H       H      H        H
   8
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  25                                                                                                                                                                                                       H       H        H       H       H
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  27                                                                                                                                                                 H       H       H      H       H
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  30                                                                                                                             H     H       H      H       H
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                                                                                                                 Page 11 of 20                                                                                         printed: 1/25/2011 4:48 PM
                                                                                                                  2009 - FMLA 2




       Employee:                                                                                                                    Total Roll back hours:                  (hours rolled back from previous year)
       Employee #:                                                            Enter carry-over hours:                   (Carry over from previous year)
       Enter FMLA Start Date:                                                 Total hours used YTD:                     (Current year)
                        Remaining hours available: 480.00                        FMLA #2 total used:                    (Carry-over hours + current year hours for 2nd FMLA event minus roll-back hours)


                     JANUARY                                FEBRUARY                                    MARCH                                      APRIL                                      MAY                                        JUNE
                                        Roll                                   Roll                                      Roll                                        Roll                                        Roll                                    Roll
DAY     Sick   Annual    LWOP   Other   Back   Sick   Annual   LWOP   Other    Back    Sick   Annual     LWOP   Other    Back     Sick    Annual   LWOP      Other   Back     Sick   Annual   LWOP      Other    Back    Sick   Annual   LWOP   Other    Back
   1     H       H         H     H       H
   2
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  16                                            H       H       H      H        H
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               Notes:




                                                                                                                   Page 12 of 20                                                                                                     printed: 1/25/2011 4:48 PM
                                                                                                              2009 - FMLA 2




                       JULY                                  AUGUST                            SEPTEMBER                                   OCTOBER                               NOVEMBER                              DECEMBER
                                      Roll                                    Roll                                   Roll                                    Roll                                  Roll                                    Roll
DAY    Sick   Annual   LWOP   Other   Back   Sick   Annual    LWOP    Other   Back   Sick   Annual   LWOP   Other    Back    Sick    Annual   LWOP   Other   Back   Sick   Annual   LWOP   Other   Back   Sick   Annual   LWOP    Other    Back
   1
   2
   3    H       H       H      H       H
   4
   5
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   7                                                                                  H       H       H      H        H
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  27                                                                                                                                                                 H       H       H      H       H
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                                                                                                                 Page 13 of 20                                                                                         printed: 1/25/2011 4:48 PM
                                                                                                                  2009 - FMLA 3




       Employee:                                                                                                                    Total Roll back hours:                  (hours rolled back from previous year)
       Employee #:                                                            Enter carry-over hours:                   (Carry over from previous year)
       Enter FMLA Start Date:                                                 Total hours used YTD:                     (Current year)
                        Remaining hours available: 480.00                        FMLA #3 total used:                    (Carry-over hours + current year hours for 3rd FMLA event minus roll-back hours)


                     JANUARY                                FEBRUARY                                    MARCH                                      APRIL                                      MAY                                        JUNE
                                        Roll                                   Roll                                      Roll                                        Roll                                        Roll                                    Roll
DAY     Sick   Annual    LWOP   Other   Back   Sick   Annual   LWOP   Other    Back    Sick   Annual     LWOP   Other    Back     Sick    Annual   LWOP      Other   Back     Sick   Annual   LWOP      Other    Back    Sick   Annual   LWOP   Other    Back
   1     H       H         H     H       H
   2
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  16                                            H       H       H      H        H
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               Notes:




                                                                                                                   Page 14 of 20                                                                                                     printed: 1/25/2011 4:48 PM
                                                                                                              2009 - FMLA 3




                       JULY                                  AUGUST                            SEPTEMBER                                   OCTOBER                               NOVEMBER                              DECEMBER
                                      Roll                                    Roll                                   Roll                                    Roll                                  Roll                                    Roll
DAY    Sick   Annual   LWOP   Other   Back   Sick   Annual    LWOP    Other   Back   Sick   Annual   LWOP   Other    Back    Sick    Annual   LWOP   Other   Back   Sick   Annual   LWOP   Other   Back   Sick   Annual   LWOP    Other    Back
   1
   2
   3    H       H       H      H       H
   4
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   7                                                                                  H       H       H      H        H
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                                                                                                                 Page 15 of 20                                                                                         printed: 1/25/2011 4:48 PM
                                                                                                      2009 FMLA - FMLA Military Caregiver




       Employee:                                                                             Enter FTE:       100%                    Total Roll back hours:                  (hours rolled back from previous year)
       Employee #:                                                             Enter carry-over hours:                    (Carry over from previous year)
       Enter FMLA Start Date:                                                   Total hours used YTD:                     (Current year)
                        Remaining hours available: 1040.00                    Military FMLA total used:                   (Carry-over hours + current year hours for Military FMLA event minus roll-back hours)


                     JANUARY                                FEBRUARY                                      MARCH                                      APRIL                                       MAY                                       JUNE
                                        Roll                                                                               Roll                                        Roll                                        Roll                                    Roll
DAY     Sick   Annual    LWOP   Other   Back   Sick   Annual   LWOP   Other   Roll Back   Sick   Annual    LWOP   Other    Back      Sick   Annual   LWOP      Other   Back     Sick    Annual   LWOP     Other    Back    Sick   Annual   LWOP   Other    Back
   1     H       H         H     H       H
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               Notes:




                                                                                                                     Page 16 of 20                                                                                                    printed: 1/25/2011 4:48 PM
                                                                                                     2009 FMLA - FMLA Military Caregiver




                       JULY                                  AUGUST                            SEPTEMBER                                     OCTOBER                               NOVEMBER                              DECEMBER
                                      Roll                                    Roll                                     Roll                                    Roll                                  Roll                                    Roll
DAY    Sick   Annual   LWOP   Other   Back   Sick   Annual    LWOP    Other   Back   Sick   Annual     LWOP   Other    Back    Sick    Annual   LWOP   Other   Back   Sick   Annual   LWOP   Other   Back   Sick   Annual   LWOP    Other    Back
   1
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   3    H       H       H      H       H
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                                                                                                                   Page 17 of 20                                                                                         printed: 1/25/2011 4:48 PM
 CALCULATES LEAVE FOR MID-MONTH FTE CHANGE


Enter first day of month (mm/dd/yy):
Enter date of FTE change (mm/dd/yy):
Enter current FTE:
Total days earned for the month:       #N/A
  LEAVE CALCULATOR FOR MID-MONTH START


Enter first day of start month (mm/dd/yy):
Enter employee's FTE:
Enter start date (mm/dd/yy)

Total Annual Leave Hours Earned:             #N/A
Total Sick Leave Hours Earned:               #N/A
                   ANNUAL LEAVE PAY OUT

Professional staff on an “A” contract appointment who resign or retire may
be entitled to be paid for unused accumulated annual leave up to the
maximum of 48 days, unless the supervisor or other appropriate
administrative officer directs the employee, in writing, to use all or a portion
of the accumulated leave prior to the final date of employment. The Terms of
Employment will indicate if faculty is not eligible for leave pay out.

Note: Employee will not be paid for any unused sick leave.


Enter Base Salary:                           $           -
Enter number of days to pay:

Total pay out amount:                        $           -

				
DOCUMENT INFO
Description: Employee Annual Leave Record Calendar document sample