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Exception Leave Time Information and Leave Types

Exception Leave Time and Information

Exception leave time reporting is for administrative employees (exempt) and faculty to report time-off and automatically reduce their sick and vacation accrual balances through Banner9 Employee Services. Employees will need to enter their leave time before the deadline dates (Exception Leave Time Schedule), and supervisors will approve the leave through the system.  Emails will go out the day before the due date to remind employees to enter their leave time for the month and submit it to their supervisor.   The next day, supervisors will receive an email to approve the leave time entered. Employees are only required to enter exception leave time if they have leave time to report.  Payroll will pull in all leave time entered regardless of whether the supervisor approves it.  Supervisors will be able to see their employee’s leave balances and view the history of the leave time reported for up to two years.  Employees will also be able to see their own leave balances and leave history for up to two years.

Key Reminders:

  1. You do not need to submit leave time in the system if you did not take any leave time during the month. 
  2. You do not want to “submit” your time to your supervisor until the payroll due date.
  3. If you need to change or update an already submitted leave time, you can recall the submitted leave as long as the supervisor has not approved it.   
  4. If the supervisor has already approved the leave in the system, the supervisor will need to recall/return it to the employee so they can make the appropriate adjustments.
  5. If the deadline for submitting leave time electronically was missed, or if a correction is needed, please email the payroll office at uiwpayroll@uiwtx.edu. 
  6. You do not need to submit emails daily.
  7. Payroll will no longer accept the paper leave request forms.

Click on links below for more information.

All leave types can be found at the HR website Leave Types

Video for Exception Time Reporting for Administrative Employees: 

 

Floating Holidays

UIW has two floating holidays on the official holiday schedule. All employees eligible for the floating holidays will use the earn code FHD – floating holiday on their timesheet through Banner 9 Self Service. 

FHD code will also be used for the flexible spring break holiday in March of every year.  

Refer to the University of the Incarnate Word Employee Handbook and related approved policy revision for information on the administration of Floating Holidays.

Sick Leave

Sick Leave is provided to regular employees for continued salary during absence from work resulting from personal illness, injury, for medical or dental treatment, and for dependent care. Refer to the University of the Incarnate Word Employee Handbook and related approved policy revisions for information on the accrual and use of Sick Leave Benefits.

Faculty Leave

9-Month Faculty Family and Medical Leave Policy - Faculty members are provided eight hours per month of sick leave. A maximum of up to 480  hours may accrue. Refer to the Employee Handbook (Chapter 4).

12-month Faculty Leave Policy - Faculty members are provided eight hours per month of sick leave. A maximum of up to 480  hours may accrue. Refer to the Employee Handbook (Chapter 4).  12-month Faculty members accrue 13.33 hours per month of paid vacation per fiscal year; the  equivalent of 160.00 hours or 20 days. Faculty members will not accrue over 200 hours or five weeks at any time during the  fiscal year.

Vacation Leave

Vacation leave is provided to regular employees for various types of approved absences from work. Regular employees accrue vacation leave based upon length of service. Refer to the University of the Incarnate Word Employee Handbook and related approved policy revisions for information on the administration of vacation leave.