The rules and regulations that apply to employee absences are contained in the Handbook of Operating Procedures (HOOP) in Sections, 2.37, 2.38, 2.39 and 2.40.

All employee absences should be approved in advance, if possible. When advance approval is not possible, such as an acute illness or accident, the supervisor should be notified as soon as possible on the first day of absence and at the beginning of each workday that the employee will be absent.

To request vacation time, an employee must access the university's Time Management System and complete a Leave/OT/CMP Form and submit it to the employee’s supervisor for completion and approval. To avoid possible scheduling conflicts, vacation requests should be submitted to the employee’s immediate supervisor as soon as vacation plans are known. Upon receipt of the vacation request, the supervisor should determine if the employee’s available leave balance is sufficient to cover the vacation request before approving the request sending it to the departmental timekeeper.

Certain types of leave such as sick leave, jury duty, and military duty may require substantiating documentation as prescribed in Sections 2.39 and 2.40 in the HOOP. This documentation should be turned in with the timesheet (see Payroll and Timekeeping) for that period of absence.

At the beginning of each fiscal year, departmental timekeepers should prepare a summary of each employee’s sick and vacation accrual balances to be distributed to the Department Chairs or Managers and to each employee.