Office of the Controller
Office of the Controller
** Applies to all monthly leave eligible employees
Record Personal Leave (Vacation) and Sick (Medical) Leave Taken
This process will explain how monthly paid employees should enter leave taken for the month. Note: Leave taken should be entered in full-hour increments.
• Employees will have access to enter time by the 1st of each month. (The leave record for January will be available by January 1st for entering the leave taken during the month of January.)
• Employees will have until the 10th of the following month to complete the leave record. (The leave record for January must be completed by February 10th).
• Managers will have until the 15th of the following month to complete approvals. (The leave record for January must be approved by February 15th). See the section titled “Approve Employees Leave Taken”.
If an employee does not enter time, or if the time is not approved by the 15th of the following month, there will be a delay in processing. For instance, if an employee’s time for January is not entered and approved before the automatic process runs on (approx.) February 20th to calculate the leave balances that will appear on the February paycheck, that leave taken will be included in the run for the next month.
Once a manager approves an employee’s time, it can no longer be updated by the employee. However, if the manager un-checks the approval box, then the employee can make changes. Once the changes are made, the manager will then have to go back through the approval process.
After the automatic leave accrual process runs, neither the manager nor the employee can make changes. The employee would need to contact Human Resources to make adjustments if needed.
Navigate to the following path to enter leave taken information.
Self Service > USM HR/Payroll Self Service > Monthly Time and Attendance
This search page can be used to find all available data, only data for a specific month and/or calendar year, or it can also be used to find approved vs. not approved data. The drop down does list all 12 calendar months, however future months are not available to enter time. Historical data is available for review.
Typically the employee will indicate which specific month and year they wish to enter. If more than one month meets the criteria entered, that information will be assessable via a hyperlink as shown below. Otherwise it will open to the month entered. The information displayed will be for the employee logged into SOAR.
Once a month is selected, an employee will see the following screen, which is then used to enter leave time taken.
There are variables on how an employee should enter time, but the employee must always save their time entered using the Save Button before it is recorded in the system. The only codes that have to be reported are Personal (Vacation) Plan 51 and Sick (Medical) Plan 50.
If no leave was taken for Personal or Sick, the employee must select the “No Leave Taken” option to indicate to the manager and Human Resources that this month was not skipped or forgotten. Otherwise, the employees name will show up on reports as not having entered their time for that month.
Available leave balances are shown on this page as well. This leave balance does NOT include the hours taken for the month showing. It only reflects hours that were reported, approved and processed before the leave accrual process ran for the date indicated, as well as the hours earned as of the available date.
Manually Adding a Month to Enter Leave
As long as an employee is in the “Active” status in the Human Resources system, a page to enter monthly leave will automatically create. If an employee is in any other status, the employee will need to manually create a page for the month needed.
To do that, the employee should navigate to the Monthly Time and Attendance page (see page 3 for navigation), and instead of specifying a month and/or year, click on the “Add a New Value” link.
The employee ID number of the employee that is signed into SOARHR will default into the Empl ID field. Enter the month (01 = Jan; 02 = Feb, etc.) the employee is adding and click the “Add” button.
A page will appear for the month being entered.
Guidelines and Scenarios for Entering Leave Taken
Consecutive Personal or Sick Time:
Consecutive time taken in your normal work week (usually Monday through Friday) should be entered on one line per plan type. Personal (vacation) and sick leave will be entered on separate lines regardless of when they were taken.
A 40 hour work week (Monday through Friday) of personal time taken would be entered as shown below:
Keeping in mind the policy for sick leave states that the first 8 hours of a non-reoccurring illness must be reported as Personal (VAC), a week of sick leave taken would be entered as shown below:
Non-consecutive time taken in a Monday through Friday week should be entered on separate lines.
An employee who took personal leave on Monday and Thursday would enter time as shown below:
A 12-month employee who was out for personal on Monday and was out sick on Thursday and Friday for a non-reoccurring illness would record the time as shown below:
An employee who takes Thursday through Tuesday off for personal leave and Wednesday for a reoccurring illness will need to input time on three separate lines – one for each week as shown below.
Note that the time is calculated under the heading “Total Hours Taken this Month” and will update with each change that is entered.