Admin Leave Advance Notice

Issue/Question

How is advanced notice administrative leave recorded when granted by the South Dakota Board of Regents (typically around a holiday to reflect a governor award of administrative leave to state employees)?

Environment

• Employee Dashboard
• Timesheet

Cause

Governor declares administrative leave for holidays or special occasions, and the Board of Regents confirms it.

Resolution

Benefit and leave eligible employees are eligible to receive planned administrative leave.  Non-leave accruing temporary employees, adjuncts and students DO NOT qualify for administrative leave.

General Guidance

• Administrative leave does not count as hours worked for the purpose of computing overtime.
• Employees should record administrative leave in accordance with their regularly scheduled hours of work.  Employees who are on alternative work schedules should work with their supervisor to determine the appropriate administrative leave and any needed scheduling adjustments.
• Eligible part-time employees receive prorated administrative leave.
• An employee who is on leave without pay for the entire week of an administrative leave day will not receive administrative leave.
• Employees who are newly hired and begin work the day after planned administrative leave are not eligible to receive pay for that administrative leave day.
• If an employee has requested leave in advance of the notification of planned administrative leave, the employee will be allowed to modify or delete their leave request to utilize administrative leave instead.

Hourly Employee Guidance

• Hourly employees must manually enter administrative leave onto their timesheet.
• Hourly employees should record administrative leave based on their regularly scheduled work hours.
  • Example: If an employee’s regular schedule is Monday–Thursday, 10-hour days, they should enter 10 hours of administrative leave for the affected day.
  • If administrative leave is granted on a day the employee is not normally scheduled to work, the supervisor may adjust the schedule to account for the administrative leave.
    • Example: An employee’s regular schedule is Monday–Thursday, 10-hour days, and administrative leave is granted on Friday. The supervisor may adjust their schedule for that week. For example, the timesheet may reflect:
      • Monday: No hours entered
      • Tuesday–Thursday: 10 hours worked
      • Friday: 10 hours of administrative leave
• To calculate administrative leave pay for part-time hourly employees or full-time employees who have utilized leave without pay recently, departments should determine the average hours worked per day over the past three months.
  • Use PEIETOT to find the total hours for the past three pay periods.
  • Divide that total by the total number of business days and holidays in the three pay periods.  This can be found in the bottom corner of the payroll calendar.
  • For example, if an employee worked 400 hours over the past three pay periods, and there were 62 total paid days during that time, the calculation would be: 400 ÷ 62 = 6.45. You would then use 6.45 as the number of administrative leave for that pay period.
  • Please consult with your HR partner to verify the amount is correct, or if you have trouble calculating the amount.
• An hourly employee who is required to work on the day planned administrative leave is observed will receive pay for both the actual hours worked and administrative leave. For payroll and timekeeping purposes, the hourly employee must record the actual hours worked plus the administrative leave on the date it is normally observed.
  • In coordination with their supervisor, an hourly employee may take an equal number of hours off at another date to account for the administrative leave. The date they take off should not include administrative leave or hours worked.
• For part-day administrative leave, hourly employees will record the administrative leave and the hours worked (or applicable leave type for their absence) on their timesheet.
  • For example, for a 4-hour administrative leave day, an employee would record 4 hours of administrative leave and 4 hours worked on that same day.

Salaried Employee Guidance

• Salaried employees must manually enter administrative leave onto their timesheet.
• Administrative leave should be recorded in full-day increments.
• Salaried employees would not record part day administrative leave on their timesheet. If an overtime exempt employee does not work at all, the employee must use a full day of the applicable leave type for their absence.

Please contact the Human Resources if you need further assistance.