To outline the means by which West Virginia University will ensure employee leave accounts are appropriately balanced and maintained in accordance with the Fair Labor Standards Act and WV Board of Trustees policy, Series 35.

All benefits eligible employees at West Virginia University, including those on the regional campuses, are covered under this policy.

WVU will maintain accurate leave reporting records for all eligible employees. Leave accounts are established for each eligible employee attending a benefits processing session. Leave accounts for off-campus employees unable to attend a session are established by the employing department according to procedure.

All leave reporting actions are initiated by the employing department, with the exception of leave accruals, which are automatically added to the accounts each month. Employees must complete time records in an accurate manner; supervisors must authorize the record; and the department must complete leave reports and audit for accuracy, then forward to the Department of Human Resources for central processing by the fifth working day of the month.

Leave used must be recorded in hours, with the exception of military leave, which is to be reported in days. Verifying documentation is to be attached for work release situations, such as, but not limited to military orders and subpoenas for court appearances.

Additional information regarding this policy or the proper procedure to follow can be obtained in the Leave Reporting procedure.

The employing department’s designee in conjunction with appropriate personnel in the Department of Human Resources is responsible for ensuring the proper completion and accuracy of leave reports and balances. The Medical Management Unit in the Department of Human Resources, at 293-5700 or P.O. Box 6640, is available to answer questions or provide additional information regarding this policy.

The responsibility for interpretation of this policy rests with the Director of Human Resources, West Virginia University.

Please refresh or reload this page in your browser to ensure you are viewing the most recent policy released by Administration and Finance at West Virginia University.  Policy questions should be referred to the interpreting department.