Forms, Policies, & Guides

519 - Monthly Absence Report

Subject: Monthly Absence Report

Section: U519

Date: October, 2016


To establish procedures for the reporting of absences of exempt (monthly paid) staff employees.


Units are required to maintain a record of exempt staff employees’ absences in the events of vacation, personal holidays, sick leave, bereavement leave, jury duty, etc.


  1. Absences for exempt staff employees should be reported using the "Monthly Absence Report" through the university's time and attendance system. The exempt staff employee will report full-day absences and the corresponding absence code for each absence as it occurs. If there were no absences, the employee should submit with no absences. Regardless of whether absences were submitted, the designated time approver is required to review and approve the monthly absence report submitted for the employee at the end of each month.
  2. Vacation, sick leave, and personal holiday accrual records for an exempt staff employee may be maintained in hourly increments. Absences of less than one full day, however, are neither to be charged to accumulated time, nor are they to be deducted from pay.
  3. If the employee's pay is to be reduced, the unit must submit a copy of the Monthly Absence Report to Payroll via upload to the worker's profile in Workday using the document category of "Monthly Absence Report".
  4. The employee can access his/her leave balances through the time and attendance system, in accordance with the vacation, personal holidays, and sick leave policies.

Employees represented by a union may be governed by the appropriate bargaining unit.