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Division of Human Resources
Kansas State University
103 Edwards Hall
Manhattan, KS 66506-4801
785-532-6277
785-532-6095 (fax)
8 a.m. - 5 p.m. (CST)
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Leave Request Instructions - Hourly (Non-Exempt) Employees

The Leave Request for Hourly (Non-Exempt) Employees form needs to be completed and approved in advance of leave taken except for illness, in which case the leave request needs to be completed and approved as soon as possible.

Leave Request Completion Options

• Complete Leave Request Form on-line and send request via e-mail to your supervisor by including your supervisor's full e-mail address in the "SUPERVISOR'S E-MAIL ADDRESS" box at the bottom of the form; Or,
• Print the Leave Request Form: either complete the form on-line then print it, or print a blank form and complete the printed version in ink. When printed, the form will not include the left column, tabs or top graphics. If printed, include your signature and date, then forward to your supervisor for their signature and date.

Steps for Completion, Approval and Recording

1. The employee completes the appropriate sections of the form and forwards to his/her supervisor.
2. Supervisor approves or denies the request in the body of the e-mail or in the subject line or by signature on paper requests and provides response to the employee and department timekeeper.
3. Department timekeeper uses time document to record approved leave in the Human Resource Information System (HRIS).

Explanation of Form:

Name:	Your name (Ex: John Smith, Willie Wildcat, etc.)
E-Mail Address:	Your complete e-mail address (Ex: almamd@ksu.edu)
Dates/Hours of Leave - Recorded in 15 minute increments
From Date:	First day of requested leave
To Date:	Last day of requested leave
Total Hours Requested:	Ex: 1, 2.50, 4.25, 6.75, 8, 40, etc. Leave is recorded in .25 hour increments. Any time you plan not to be at work, leave needs to be requested and approved.
Leave Type (Select one):	Vacation Leave - VAC Sick Leave - SCK Funeral Leave - FNL Jury Duty - JRY Military Leave - MIL Leave Without Pay Discretionary Day - DDY Holiday Compensatory Time - HCT Other Absence*
Reason Reason for Leave or Other Absence (Optional):
(Ex: Disaster Leave - DIS (flood, tornado, etc.), Donor Leave - DON (organ, tissue, bone marrow, blood donation procedure), etc.
Supervisor's e-mail address:	(Required for on-line submission) Your supervisor's complete e-mail address (Ex: almamd@ksu.edu)

A copy of the request will be sent to the employee's e-mail address. This provides the employee with a copy of the message sent to their supervisor. The supervisor will receive the following type of message:

Purpose: This is a leave request.
Instructions:
Reply to the employee's message to approve or disapprove the leave.
Employee may forward approved leave to the department timekeeper.
Name: "Employee's Name"
Leave_type: Vacation Leave-VAC
Reason:
From_Date: 09/04/07
From_Time: 8:00 a.m.
To_Date: 09/04/07
To_Time: 5:00 p.m.
Total_hours_requested: 8

As the e-mail message indicates, the supervisor should reply to the requestor to approve or deny the request for leave.

Questions regarding this process should be directed to Alma Deutsch, Division of Human Resources at (785) 532-1448 or almamd@ksu.edu.