Annual Update of the Leaves Profile          

The Leaves Profile is where the admin-supe controls and maintains information about staff members who use the Leaves Calendar.

In addition to making sure all the fields are accurate the admin-supe is responsible for updating three fields to keep the records up-to-date: "Vacation Days Carried Over"; "Date for Vacation Carried Over"; and "Maximum Annual Sick Leave". These updates should be done every July to reflect values for the new fiscal year. Additionally, updates should be done for changes in employment status, e.g., between BiWeekly-Paid and Monthly-Paid, between Full-Time and Part-Time, or for mid-year starting or stopping of employment.

The Leaves Calendar can help admin-supes do the calculations necessary to prepare for these updates. Here is the procedure:

1. On the Leaves Calendar Main Menu page, in the "For Supervisors Only" section, the NetID of the selected employee is entered in the box to the right of the "Begin Staff Lookup for NetID:" button and then that button is clicked.
2. The Leaves Calendar returns the user to the Main Menu in a special session as if the admin-supe was the staff member. Then clicking the link "Calculate Available Vacation" will produce the calculated current available vacation and sick days used for that employee.
3. The admin-supe is presented a link on that page to edit the Leaves Profile of that employee. Clicking on that link, perhaps after printing the calculation page or jotting down the relevant values, will provide a web page in which the admin-supe can update those three critical values for the employee.
4. After updating the Leaves Profile the admin-supe will be shown a confirmation page that includes a link to the Main Menu which can be used to enter the netid of another staff member, etc.
5. After updating the final staff Profile, the admin-supe should click the button "End Staff Lookup Session" in the "For Supervisors Only" section of the Main Menu to end the session as the employee.

What Has Changed?        

Beginning in July 2006, admin-supes will be responsible for adjusting the "Maximum Annual Sick Leave" field to reflect any sick leave carried over from the previous fiscal year.

From the HR policy document http://www.princeton.edu/hr/policies/leaves/3.1/3.1.6/ which describes "Sick Leave", aka "Sporadic Absense":

• The Princeton University Sporadic Absences Because of Illness or Injury policy provides employees with up to eight (8) paid sporadic absence days per fiscal year.
• Employees may roll over any portion of their 8 unused sporadic absence days from one fiscal year to the next fiscal year, up to a combined maximum of 16 days per fiscal year.
• The Princeton University Short-term Sporadic Absence policy applies to regular, benefits eligible staff. Union employees should refer to their collective bargaining agreement.