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B-W’s New Vacation and Sick Leave Reporting Procedures

B-W’s New Vacation and Sick Leave Reporting Procedures. Presented by Sam Ramirez. Agenda. What are sick leave and vacation? What changes with the new policy? Why was the policy changed? How much vacation and sick leave does one earn? How will sick leave and vacation be reported?

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B-W’s New Vacation and Sick Leave Reporting Procedures

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  1. B-W’s New Vacation and Sick Leave Reporting Procedures Presented by Sam Ramirez

  2. Agenda • What are sick leave and vacation? • What changes with the new policy? • Why was the policy changed? • How much vacation and sick leave does one earn? • How will sick leave and vacation be reported? • What role will supervisors play? • How will new electronic system work?

  3. Vacation and sick leave • Not mandated for private employers • Are requests for paid-time off • Vacation – no reason needed – intended for people to refresh – approve whenever possible • Sick Leave – income protection • Specific uses apply to sick leave

  4. Sick leave uses • Sick time may be used for any illness and may also be used during times of pregnancy which require time off from work. Payment during this time will be covered by the Paid Sick Leave Policy and then by the Short Term Disability Policy. • Sick time may also be used to care for the illness of the employee’s spouse, child, parent, or significant other for whom the employee has primary care responsibility.

  5. What does the new vacation and sick leave policy mean? • All full-time administrative staff will report vacation and sick leave usage on a monthly basis via a Vacation/Sick Leave Usage Report • Accruals and usage will be based on 7.5 hours for one day; 3.75 hours for ½ day • No need to worry about what time frame to use for accruals (anniversary – calendar, fiscal or whatever other method might have been used)

  6. Why was policy changed? • Auditing purposes • Consistency in policy administration • Up-to-date accruals provided on pay stubs • Assist with administrative leave calculation

  7. How much vacation & sick leave does a full-time administrator earn? • No change – still 20 days vacation per year and 12 days of sick leave per year • Maximum sick leave accrual is still 60 days (450 hours) • Maximum vacation accrual is still 20 days (150 hours) • Effective 1/1/09, vacation will accrue at 12.5 hours per month and sick leave at 7.5 hours per month • New and exiting employees must work at least ½ month to earn accrual • How does carryover work? Think maximum.

  8. Reporting time – all employees • During the first few days of the month, an Administrator goes to link on B-W portal, clicks on Resources and selects previous month • Record any sick or vacation used during that month • Must have vacation or sick leave on the books to use it • Forward to supervisor in time for supervisor to send to Payroll by last working day before the 7th

  9. What’s the supervisor’s role? • Develop a system for tracking vacation and sick leave used by their direct reports • Supervisors who approve vacation or sick leave will have a second link on the portal site • It will list all the employees who they have the authority to approve time off • System has mechanism for contacting employee in case of discrepancies • Once all employees have reported and have been approved, supervisor sends to Payroll

  10. Adding accruals • Supervisor forwards absence reports to Payroll • Payroll enters (deducts) any vacation and/or sick leave used • If balances allow (not maxed out), system will automatically add monthly vacation (12.5 hours) and monthly sick leave (7.5 hours) accruals • Remember, the accrual on your pay stub is your balance as of the previous month – so the balance on your January 30, 2009 pay stub should reflect what you submitted for balances as of 12/31/08

  11. How do I read my pay stub? • Remember, balances on pay stub are valid as of the previous month • Therefore, the balances on your January 30, 2009 pay stub will be the numbers you submitted as of December 31, 2008 • The balances on your February 28, 2009 pay stub will reflect what you had available as of January 31, 2009, etc., etc.

  12. How should I manage my vacation and sick leave balances? • Sick leave – get to 450 hours as quickly as possible • Vacation – try to maintain a balance of somewhere between 65 and 80 hours (approximately 2 weeks) • Why 65 – 80 hours? It allows you to accrue vacation and not max out and it also allows you to use it when you need it in an emergency

  13. Next steps? • Keep track of your monthly vacation and sick leave use (desk calendar, set up email folder) • Report January usage, if any, by February 7, 2009 (or last working day) • Set up reminder (Recurring Appointment) on Outlook for the first and fifth of every month

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