Leave reporting in the Human Resource Information System (HRIS) for all employees is accomplished through instructions provided by the Division of Human Resources (HR). These instructions are contained in various media, e.g. HRIS training sessions, HRIS Newsletter, electronic mail, Division of Human Resources web site, etc.
Department personnel report leave each bi-weekly pay period. The process for reporting time and leave in HRIS is as follows:
Default work schedules and holiday schedules print on time documents for full-time non-exempt (hourly) employees. If a non-exempt employee is part-time, their work and holiday schedule may not default based on their work schedule in HRIS and may need to be entered by the personnel specialist. Hours are recorded by earnings code for non-exempt employees and must be used in quarter hour increments.
Time documents do not print for exempt (bi-weekly) employees. Hours for an exempt employee are recorded by earnings code only when leave is taken and leave must be used in 4 or 8 hour increments.
For purposes under the Fair Labor Standards Act, each workweek stands alone. Hours reported in one week have no effect on the FLSA status of the other workweek in that pay period.
It is important that personnel specialist run a Time Entry Error Report. This report will print time and leave errors. It is designed to display errors throughout the recording process and may be printed as many times as needed. If time and leave entry errors are not corrected, the employee may not receive a paycheck.
Training regarding time and leave entry may be obtained by contacting the Division of Human Resources, HRIS Training, at 532-6277, or by referring to the HR web site, HRIS Training.
Related KSU Policy and Procedures Manual Chapter:
Chapter 4860 -
Classified Employee Leaves
Chapter 4865 -
Unclassified Employee Leaves
Chapter 4220 - Hours
of Work, Overtime and Compensatory Time
Chapter 3090 -
Retention of Records
