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UT Dallas - Human Resources

Managing Leave

Administrative areas must monitor an employee’s time off i.e. report annual and sick hours used during a month; maintain balances; correct balances; report sick leave pool hours; or place an employee on unpaid leave. 

Each month, monthly employees complete a Vacation/Sick Leave Reporting Form Excel Logoand indicate the paid leave used that month.  The Admin Unit then reports these hours on the Monthly Recap Time Sheet.  Hourly employees’ time worked and paid time off is reported on the Hourly Recap Time Sheet. Both Recap Time Sheets are distributed by Payroll.

Based on an employee’s years of service, the State sets the monthly annual leave accrual rate PDF and the maximum number of annual leave hours that an employee may roll into the next fiscal year. Benefit eligible employees receive a monthly e-mail statement that shows time used and annual/sick leave balances. If an employee reports a discrepancy, you should verify that there is an error, and if necessary, correct the record, by submitting a Vacation/Sick Leave Correction Form .  As part of recordkeeping and reconciliation, administrative areas may also maintain a departmental spreadsheet.

When circumstances require that an employee be placed on unpaid leave, you must complete an LOA PAF. And, when an employee returns from leave, you must process a return from leave PAF.

Contact Us

Please contact the Employee Benefits Team ( / 972.883.2221.) We strive to respond to calls and e-mails within one business day throughout most of the year. During our peak periods however, it may take two business days for us to respond. Peak periods include the start and end of each semester.