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Division of Human Resources
Kansas State University
103 Edwards Hall
Manhattan, KS 66506-4801
785-532-6277
785-532-6095 (fax)
8 a.m. - 5 p.m. (CST)
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Leave Request Instructions - Salaried (Exempt) Faculty and Staff

The Leave Request for Salaried (Exempt) Faculty and Staff form needs to be completed and approved in advance of leave taken except for illness, in which case the leave request needs to be completed and approved as soon as possible.

Leave Request Completion Options

• Complete Leave Request Form on-line and send request via e-mail to your supervisor by including your supervisor's full e-mail address in the "SUPERVISOR'S E-MAIL ADDRESS" box at the bottom of the form; Or,
• Print the Leave Request Form: either complete the form on-line then print it, or print a blank form and complete the printed version in ink. When printed, the form will not include the left column, tabs or top graphics. If printed, include your signature and date, then forward to your supervisor for their signature and date.

Steps for Completion, Approval and Recording

1. The employee completes the appropriate sections of the form and forwards to his/her supervisor. A copy of the leave request is sent to the employee's e-mail address for their record. Note: Exempt employees are encouraged to not only include the supervisor e-mail within the "SUPERVISOR'S E-MAIL ADDRESS" box, but to also include the department timekeeper e-mail address, separating the two e-mail addresses with commas.
2. Supervisor approves or denies the request in the body of the e-mail or in the subject line or by signature on paper requests and provides response to the employee and department timekeeper. The supervisor must ensure that either an electronic copy or a printed copy of the APPROVED Leave Request is provided to the department timekeeper.
3. Department timekeeper records approved leave in the Human Resource Information System (HRIS). The APPROVED Leave Request must be printed and maintained for documentation in accordance with the time and leave retention policy as stated in the KSU Policy and Procedures Manual, Chapter 3090 Retention of Records.

Explanation of Form:

Name:	Your name (Ex: John Smith, Willie Wildcat, etc.)
E-Mail Address:	Your complete e-mail address (Ex: almamd@ksu.edu)
Dates/Hours of Leave - Vacation and Sick Leave are recorded in 4-hour increments
From Date:	First day of requested leave
To Date:	Last day of requested leave
Total Hours Requested:	Ex: 2, 4, 8, 40, etc. Even though vacation and sick leave are recorded in 4-hour increments, department policy may require that any time you plan not to be at work, leave needs to be requested. Exempt employees use sick leave, annual leave and shared leave in 4-hour increments. All other types of paid leave, (i.e., jury duty, funeral leave, military, donor leave are requested and used in .25 hour increments.
Leave Type (Select one):	Vacation Leave - VAE Sick Leave - SCE Funeral Leave - FNE Jury Duty - JRE Military Leave - MIE Leave Without Pay - LWP Discretionary Day - DDE Holiday Compensatory Time - HCE Official Leave Other Leave*
Reason for Official or Other Leave If taking Official leave or Other Leave, please specify the reason:
(Ex: Disaster Leave - DSE (flood, tornado, etc.), Donor Leave - DNE (organ, tissue, bone marrow, blood donation procedure), etc.
Supervisor's e-mail address:	(Required for on-line submission) Your supervisor's complete e-mail address (Ex: almamd@ksu.edu)

Exempt employees are encouraged to not only include the supervisor e-mail within the "SUPERVISOR'S E-MAIL ADDRESS" box, but to also include the department timekeeper e-mail address, separating the two e-mail addresses with commas. The supervisor will receive the following type of message:

Purpose: This is a leave request.
Instructions:
Reply to the employee's message to approve or disapprove the leave, sending a copy to the department timekeeper.
Name: "Employee's Name"
Leave_type: Vacation Leave-VAE
Reason:
From_Date: 09/04/07
From_Time: 8:00 a.m.
To_Date: 09/04/07
To_Time: 5:00 p.m.
Total_hours_requested: 8

As the e-mail message indicates, the supervisor should reply to the requestor to approve or deny the request for leave. The supervisor must ensure that either an electronic copy or a printed copy of the approved Leave Request is provided to the department timekeeper.

Questions regarding this process should be directed to Alma Deutsch, Division of Human Resources at (785) 532-1448 or almamd@ksu.edu.

Related Links

• Leave Programs
• KSU Policy and Procedures Manual Chapters:
  • Classified Employee Leaves, 4860
  • Unclassified Employee Leaves, 4865