The University's Leave and Overtime (Compensatory time) reporting system requires us to collect leave or overtime information for each day. The Agriculture Leave/Overtime/Compensatory Time Form (calendar) must be used to report any leave usage and/or any hours worked in excess of the employee's regularly scheduled work hours. At the end of each month, the employee and the supervisor must sign the form and submit it to the unit leave representative for input to the on-line system. The signed form must be kept indefinitely by the department.

Setting Up And Using The Calendar
Beginning with the first day of the month, enter the date for each day of the month, being careful to enter the first day of the month on the proper day of the week.

All leave time and hours worked in excess of 40 hours in the regularly scheduled work week must be entered on the form. If multiple codes are appropriate for one day, each should be entered on the form on that date with the corresponding number of hours used for the purpose indicated by that code. (example: 4/G and 4/V) Failure to complete the form accurately could impact the accuracy of the employee's pay.

Leave Reason Codes
The list of reason codes is provided in the box at the right of the form. The most frequently used codes are: V - Vacation (annual) Leave and S - Sick Leave. There is no code for compensatory time usage. Unless the employee has the maximum annual leave accrued that may be carried into the new year (240 hours), the computer will automatically deduct any annual leave usage from the compensatory time accumulation before it deducts from the accumulated annual leave balance. If the employee has 240 hours or more of accumulated annual leave and annual leave usage is indicated on the form, all the hours used will be deducted from annual leave. The computer will not split the usage between accumulated annual leave and accumulated compensatory time when 240 hours of annual leave have accumulated.

Be conscientious about using the appropriate code. After a reporting period is closed, the report cannot be amended. The information provided on the form will serve as the official record for granting leave and making any adjustments dictated by policy. (Example- Those employees who lost annual leave to serve in Desert Storm were granted their leave back due to Federal laws implemented after Desert Storm. Forms completed accurately for those employees, left no question in determining who should have annual leave restored.)

Overtime/Compensatory Time
Overtime must be authorized before it is worked and will be compensated as compensatory time at time and one-half. Not all employees are eligible for overtime/compensatory time.

If an eligible employee works more than 40 hours in a week, compensatory time at time and one-half will be calculated by the computer and added to their compensatory time balance on the leave system when monthly leave/overtime is entered. Approval must be given by the Dean for overtime to be paid as opposed to giving compensatory time. These requests must be made in writing by the employee's supervisor and approved by the appropriate unit head. A copy of the approved request for paid overtime must be given to the unit leave representative by the end of the month.