Webpage under construction! Email Christie Peralta (cperal23@uw.edu) for up to date information.

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Staff Attendance Policy

In general, Professional and Classified Staff are expected to follow the College of Engineering attendance policy:

http://www.engr.washington.edu/sites/default/files/mycoe/staff/policies/coe-attendance-policy.doc

Submitting Leave

All requests will be submitted via Workday once Workday goes live!

In the interim: All Leave Request Forms must be submitted and approved before any leave is taken (i.e. vacation, sick, civil, personal holiday, compensatory time, discretionary leave, leave without pay etc). However, in situations where you may become ill or bereavement leave is needed and you have not been able to submit a request, please be sure to report the leave once you return to work. When submitting leave requests/reports, please follow the steps below:

  1. Before taking any leave, check to see what your available balances are
  2. After determining that you have enough leave time on the books to use, fill out the online leave request form.

For additional information about the types of leaves that staff are eligible and appropriate usage of these leave types, please refer to the UW HR Leave Website.

Confirming Monthly Work/Leave Status

At the end of a month, staff must confirm their work/leave status to ensure that their OWLS records are updated accurately. It is often the case where leave was submitted, but the employee didn’t use it, or sometimes an employee forgets to submit leave that was already taken. The monthly work/leave confirmation process is intended to catch these instances, and the process depends on what type of staff classification you fall under:

A. Timesheets For Classified Staff

For Classified Staff, both the hours worked and the leave time taken for a given month must be tracked on timesheets. Here is the process for filling out and submitting the monthly timesheets:

  1. Download the Staff Timesheet and save to your computer
  2. Set up balances by following instructions located in the first tab of the timesheet spreadsheet
  3. At the end of the month, print off your timesheet, sign it, and turn it into your supervisor
  4. Supervisors will review the timesheet for accuracy, sign it and turn it in to the Payroll Manager by the first business day of the following month. Timesheet hours and days taken off/worked MUST match the dates and times of any leave requests/approvals that were submitted for a given month

B. Leave Confirmation Emails For Professional Staff

For Professional Staff positions, employees are not required to track the hours that they work on timesheets, but do need to confirm whether or not leave was taken for a given month in addition to submitting any leave reports (as well as overtime hours for Overtime Eligible Prostaff). Here is the process for confirming leave in a given month:

  1. Reply to the email sent out by the payroll manager (CC in your supervisor) by the first business day of each month.
  2. State one of the two phrases given in the email.
  3. The statement that you choose MUST be consistent with whether or not leave requests/approvals for a given month were submitted

C. Overtime/On-Call Reporting For Overtime Eligible Staff

For Classified and Overtime Eligible Professional Staff positions, all Overtime or On-Call requests must be submitted and approved before the Overtime or On-Call hours are worked.

For On-Call requests, please select the On-Call option in the drop down menu. If the On-Call request is for multiple days (e.g. the weekend), please be sure to click the “add another start/end date” button to report each day individually within the same request.

For Overtime/Comp time, please select the “Overtime/Comp Time Accrual” option in the drop down menu. Please distinguish whether the request is for Overtime or Comp time in the notes section of the request form. This initial Overtime request is to ensure that the supervisor has approved the employee to work overtime for the specified date. Once the Overtime hours are worked, you have the options to make any corrections to the hours reported by resubmitting a new request to amend your initial Overtime/Comp request (i.e. in the case the hours worked differed from the initial request).