What is a Leaves Profile?

In addition to the standard records of leaves taken, there is a special set of data maintained for each employee called a Leaves Profile. The following information is maintained:

• Payroll Type. Either "Monthly" or "BiWeekly"; no distinction is made within the BiWeekly subcategories.
• Percent of FTE. An integer indicating the percentage of the standard work week that is worked by this employee, usually 100 (%).
• Department Code. A three-digit department code.
• Vacation Days Carried Over. The vacation days carried over as of the first day of any previous month (usually the preceding July 1) as calculated and recorded by the administrative supervisor. It is used to calculate accumulated vacation available. This number may be updated during the year if the employee changes status in a way that would effect the calculation of available vacation days, such as changing from BiWeekly to Monthly or from full-time to part-time. This information MUST be initialized by the administrative supervisor in order for accumulated vacation available to be calculated and displayed. Half-days are represented by a decimal (e.g., 14.5).
• Date for Vacation Carried Over. The date for which the vacation days carried over (above) was calculated. The supervisor should understand how the date relates to the calculation. Monthly-paid employees accrue vacation at the rate of two days per month. These days do not accrue during the month, but rather accrue on the first day of every month for the preceding month's employment.
• Last Locked Month. The month through which the employee can no longer make changes. See the LOCKING documentation for further details.
• NetID of Administrative Supervisor. The "administrative supervisor" may be the employee's actual supervisor or an office administrator who maintains the records pertaining to leaves.
• Notify the Employee by E-Mail When Supervisor Makes Calendar Changes? Either "Yes" or "No". "Yes" will cause an e-mail message to be sent to an employee every time his/her leaves are changed by the administrative supervisor. "No" causes these messages NOT to be sent.
• Hours Per Standard Day. The number of hours in a standard full work day. Use decimal for fraction (e.g., 7.25). This field is not used for Monthly-paid employees.
• Annual Vacation Accrual. The number of days of vacation accrued during a full year of work, excluding holidays and "personal holidays".
• Maximum Annual Sick Leave. The maximum number of full standard days that the employee may take off as valid "sick leave" without penalty.
• 2nd Administrative Supervisor. The NetID of a 2nd administrative supervisor, as described above.
• Authorized Viewer. The NetID of a supervisor, other than an "administrative supervisor", who is granted authority to view, but not to change, the employee's leaves data.

Accessing a Leaves Profile

Employees can view their own Leaves Profile by clicking on the "View Your Leaves Profile" link near the top of the main Leaves Calendar page.

Supervisors can view and change an employee's Leaves Profile via the "Edit Leaves Profile for NetID:" button and text-box at the bottom of the main Leaves Calendar page. The employee's NetID must be entered in the text-box BEFORE the Edit button is clicked.