GAP 102.11, Reporting Time Away From Work

  1. General
  2. University Employees
  3. DUHS Employees

I. GENERAL

Duke University and Duke University Health System (DUHS) each use a different method accruing time away from work. Duke University employees utilize a vacation, sick, holiday model. Duke University Health System employees utilize a Paid Time Off (PTO) model which combines vacation, sick, holidays and miscellaneous leave. A comprehensive description of each of these programs can be found on the Human Resource – Time Away From Work web page.

II. UNIVERSITY EMPLOYEES

Nonexempt Employees

Eligible non-exempt (paid on a biweekly basis) employees accrue vacation and sick time in accordance with University policy. Designated and Discretionary holidays are defined based upon the area of the University in which the employees work. Additional types of time away from work are available to eligible University employees and may be taken in accordance with University policy.

Non-exempt employees, record time away from work in the time reporting tool designated by their departments. University employees will use either the Electronic Time Reporting Tool or the Time and Attendance System. Regardless of the tool, employees can request/enter non-productive hours for time away from work. In the event an employee is unavailable to record non-productive hours for time away from work, the employee’s supervisor can record hours on the employee’s behalf.

For non-exempt employees using the Electronic Time Reporting Tool, available balances for vacation, sick, and discretionary holidays are displayed in the bottom right side of the time report. Balances are calculated in the payroll system, SAP, and loaded into the time report. Vacation and sick hours can be used in the pay period after they are accrued. Online videos are available providing detailed training on how to record time away from work using the Electronic Time Reporting Tool.

For non-exempt employees using Time and Attendance, calendar requests are submitted requesting payment for the time away from work. Calendar requests are approved individually by editors or supervisors and integrated into the employee’s time report. Balances are displayed on the time card screen. Balances are calculated in the time and attendance system, interfaced with SAP, and loaded into the time report. Vacation and sick hours can be used in the pay period after they are accrued. Online videos are available providing detailed training on how to submit calendar requests for time away from work using the Time and Attendance Tool.

Exempt Employees

Eligible exempt (paid on a monthly basis) University employees use the Exempt Time Off tool accessible in Duke@Work to manage vacation, sick, and holiday accruals and usage.

University exempt employees are paid based on a set monthly salary­ and do not receive overtime for additional hours worked. The Exempt Time Off tool tracks time away from work, updates balances, and does NOT directly impact pay for exempt employees; therefore, Pay Exceptions are required. To pay an exempt employee less than the regular monthly schedule, departments must submit a Pay Exception Form to Corporate Payroll Services in accordance with the Monthly Payroll Calendar (pdf). If the adjustment is to work schedules or rates or pay, the department should submit the Rate and Schedule iForm.

A comprehensive description of benefits for exempt employees is reflected on the Human Resource – Time Away From Work web page.

Accruals

Vacation and sick leave for exempt employees must be taken in half or whole day increments. Time off is recorded in hours to accommodate various work schedules (8 vs. 10 hour days, etc.). Discretionary and designated holidays are defined as 1 day = 8 hours.

See chart below:

Work Schedule ½ day vacation Discretionary Holidays Comments
8 hours 4 hours Must take full day  
10 hours 5 hours Must take full day
(8 hours)
Use 2 hours of vacation to balance

Exempt time off must be submitted to approver by 5th day of the next month. An email notification will be sent to employees who have not submitted their time off.

Exempt Time reports must be approved by 10th day of the next month. An email notification will be sent to the approver with a list of employees who have not been approved.

VACATION LEAVE ACCRUAL

Regular staff members employed 40 hours per week on a 12-month basis and who are assigned to eligible positions accrue annual vacation leave based on chart below. Duke provides vacation time for all university staff in eligible positions with standard work schedules of 20 or more hours per week. Vacation is accrued but cannot be used during the first 90 calendar days of employment – that is, during the Orientation and Evaluation Period.

Example: Accrual Conversion to Hours

Monthly Accrual Rate for Full time Employees:

3 weeks per year: 1.25 days; 10.0 hours/month
4 weeks per year: 1.67 days; 13.36 hours/month

A regular staff member working a regular schedule of less than forty hours accrues vacation on a prorata basis (calculation: work schedule hours/40 hours x rate of accrual). Maximum accrued (earned but unused) vacation for a staff member may not exceed two times the rate of accrual.

Maximum Accrual in Hours

Maximum Accrual Rate for Full Time Employees:

3 weeks per year: 240 hours
4 weeks per year: 320 hours

SICK LEAVE ACCRUAL

Staff members employed 40 hours per week on a 12-month basis and who are assigned to eligible positions accrue one sick day per month. Regular staff members in eligible positions employed at least 20 hours but less than 40 hours a week accrue sick leave on a prorata basis. The calculation for prorata monthly accrual is: work schedule hours/40 hours x 1 day per month. See explanation below:

Maximum Annual Accrual for Sick Time

Accrual 1 day
per month
X 8 hours
per work day
12 months
in year
Hours
per year
1
x8
x12
96

Unused sick leave balances may be accumulated without limit for use during employment; however, there is no payout of sick leave upon termination.

All balances will update as time is entered during a month. Accruals are not applied to balances until the first day of the following month. For example: June 1 balances will show accruals for time earned in May.

To view a sample of an exempt time report, to view a sample of all email notifications, and for instructions on how to complete an exempt time report, review the Exempt Time Off Reporting Training Guide.

III. DUHS EMPLOYEES

Paid Time Off (PTO) includes a variety of different types of leave for DUHS employees. For information about accruals, PTO banks, and usage, review the DUHS Paid Time Off Policy.

NON-EXEMPT EMPLOYEES

Non-exempt DUHS employees us Time and Attendance to record hours worked and PTO. Employees submit calendar requests for payment of PTO. Calendar requests are approved individually by editors or supervisors and integrated into the employee’s time report. Balances are displayed on the time card screen. Balances are calculated in the time and attendance system, interfaced with SAP, and loaded into the time report. PTO can be used in the pay period after they are accrued. Online videos are available providing detailed training on how submit calendar requests for PTO using the Time and Attendance tool.

EXEMPT EMPLOYEES

Exempt DUHS employees are required to account for time worked or PTO time for all scheduled working days in a month by either recording a clocking on each day worked or recording PTO time on a scheduled work day. In the event that a monthly employee fails to record a clocking on a work day, he/she should submit a clocking request. In the event that the monthly employee took PTO on a scheduled work day, he/she should submit a calendar request. All calendar and clocking requests for exempt staff must be submitted by 10:00 am on the first day of the calendar month for the preceding month. Supervisors must ensure that all requests are incorporated into the time report and that the time report is approved by the date defined in the Monthly Payroll Schedule (pdf).

For more information about how to submit calendar requests and how to approve time reports, view the appropriate Time and Attendance Training online training.