It is the department's responsibility to monitor timesheets to ensure accuracy and that work and leave hours are listed correctly.
Continuous Leave Instructions for Timesheets
When an hourly employee requests a serious illness or family continuous leave through Workpartners:
- For the first 15 days of leave, while the leave is pending in order for medical documentation to arrive, the employee can use accrued sick time. If the employee has no sick time, the department should enter Leave Without Pay (LWOP) on the timesheet.
- An employee who uses their sick time and provides medical documentation to Workpartners within 15 days will have their timesheet changed so that any absences recorded during the leave period (e.g. sick, LWOP, etc.) will be replaced through a feed with Workpartners with the appropriate time code (e.g. Serious Sick), once the leave has been approved. Work or leave hours recorded during the leave will also be replaced.
- If medical documentation is not provided within 15 days, the employee will automatically be placed on LWOP on day 16 through the feed from Workpartners.
- When medical documentation is received and the leave is approved, the employee will receive retroactive pay at the state formula rate for the period between day 16 and when the medical documentation is received. The feed from Workpartners will update the timesheet with the state formula rate code for hourly staff from day 16 until medical documentation is received.
- The day the medical documentation is received, the employee will receive the pay associated with their election form choice. This will show up on the time sheet once it is fed from the Workpartners system to SAP.
- Depending on the timing of the medical or other documentation and the processing times, there may be pay delays. See more about timing considerations and the impact on pay.
Intermittent Leave Instructions for Timesheets
When an hourly employee requests a serious illness or family intermittent leave through Workpartners:
- While the leave is pending in order for medical documentation to arrive, all intermittent time must be entered on the timesheet until it is approved through Workpartners.
- When the intermittent leave is approved, and the sick pay policy has been elected, an action will be processed in the system for intermittent leave for the beginning and ending dates of the leave.
- When intermittent time is taken, it should be reported to Workpartners by the employee or the supervisor, primary contact, or secondary contact. This reporting is to track usage based on medical documentation and to count time against the PFMLA and FMLA clocks.
- After an intermittent leave has been processed by Workpartners, departments must submit a corrected timesheet to remove any time entered by the department that may have resulted in duplicate entries. See more about timing considerations and the impact on pay.
Medical Documentation for Intermittent Leave
With continuous leaves, an employee who is late in submitting medical documentation will be placed on LWOP, but for intermittent leaves this will not happen automatically. Since an employee can have an approved intermittent leave without having taken any leave time, it is the responsibility of the department to process an LWOP when appropriate. See more information on medical documentation.