Leave Codes

Please use the appropriate codes to record time worked versus leave taken. If leave is being taken concurrently with FMLA, parental leave or workman’s comp, please note that in the comments section of the timesheet.  

Time reporting categories are listed on the time sheet forms.

BiWeekly Leave Codes:

101 Administrative Leave (When the UH president closes the campus)

121 Emergency Leave (Most typically for bereavement)

141 Jury/Witness Duty (Requires court documentation as back-up)

171 Vacation

181 Sick Leave

421 Unpaid Leave

Monthly Leave Codes:

100 Administrative Leave (When the UH president closes the campus)

120 Emergency Leave (Most typically for bereavement leave)

140 Jury/Witness Duty (requires court documentation as back-up)

170 Vacation

180 Sick Leave

420 Unpaid Leave

Family/Medical Leave

MAPP Policy for FML

BCB FML Paperwork Process

When an employee goes on family or medical leave, the department should distribute the appropriate Leave Request and Physician's Certification Form to that employee or a designated family member.  Only the Leave Request Form should be returned by the employee to the department.  The physician's certification should not be delivered to or retained by the employee's department; It should be sent by the employee directly to HR to ensure compliance with HIPAA regulations and good business practices.  If the employee does send the physician's certification to the department, it should be forwarded to HR immediately in hard-copy.  Please do not upload a copy to the ePAR and do not retain a copy at the department level.

Once HR reviews and approves the FML request, a benefits representative will email the department to initiate an ePAR.  This email will include the approved dates to use on the ePAR. 

Bereavement Leave

Bereavement leave is defined in SAM and MAPP as a leave of absence with pay in the event of a death in the employee's family such as the employee's spouse or the employee's or spouse's parents (or stepparents), brothers, sisters (or stepbrothers or -sisters), children (or stepchildren), grandparents, or grandchildren.

Timesheets must reflect Emergency (bereavement) leave (120). The request should be submitted to the employee's supervisor as early as possible, identifying the relationship of the deceased to the employee.  A supervisor may ask for documentation to support a bereavement request.

Provision is given for up to 3 days off for bereavement leave. If the employee has to travel out of the Houston area, provision may be extended for up to 5 days total of bereavement leave.  Upon return from leave, the employee may be asked to furnish acceptable documentation to his/her supervisor.  

It is at the supervisor’s discretion to extend the leave by approving sick or vacation hours. 

Jury Duty

The time an employee must be absent from work because of jury duty is paid leave. The employee is to request jury duty leave by presenting a copy of the jury duty orders according to normal component procedures. Employees do not have to report monies earned from jury duty to UH.

Voting

Time off with pay to vote in primary and general elections is not normally necessary. Voting hours are such that an employee generally may vote either before or after work. However, when it is not possible to vote before or after regular working hours, supervisors may give an employee permission to be up to two hours late in arriving to work or to leave up to two hours early to vote. The supervisor will determine whether or not the request will be approved based on the particular situation.

Unpaid Leave

Each employee is responsible for tracking his/her leave balances and ensuring that leave is available. If the type of leave reported is not available, leave will be charged as follows:

1. If sick leave is unavailable, time will be charged to vacation.

2. If vacation time is not available and the leave qualifies as under FMLA, the leave will be granted as leave without pay.

3. Otherwise, it is at the discretion of management to either grant leave without pay or terminate the employee.

Leave Protocol

Out of Office Procedures

Leave Request Form