Approve Vacation & Sick Leave to Vacation Conversion


Role of Supervisor

  • Review Vacation policy
  • Review Sick Leave to Vacation Conversion policy
  • Review web time entry & monthly leave Payroll policy above – particularly the section on approving time/leave
  • Review departmental vacation policies & practices
  • Review with employee expectations for leave requests – how to request, how much advance notice, etc.
  • Ensure employee understands all policies and knows how to enter time
  • To ensure employees have personal leave balance prior to approving leave the supervisor would have to go to the individual’s leave report or timesheet for WTE.
  • Ensure you are approving all monthly leave reports in a timely manner – this is extremely important and could have a detrimental effect on the employee if not approved timely. Unapproved leave reports could inflate the amount of leave an employee actually has, causing them to go into a deficit once old leave reports are finally approved.
    • Set up a reminder on outlook each month
    • Ask employee to email you once they have submitted their leave report

Role of Human Resources

  • Answer questions regarding vacation balances & policies
  • Convert sick leave to vacation upon request – form online
    • Any outstanding leave reports must be completed before an employee is eligible for leave conversion to vacation.
  • Send email to employee and supervisor when there are outstanding leave reports.
  • Send out notices to employee and copy supervisor when employee is close to losing time. Notice is sent approximately 60 days prior to employee losing time. If any monthly leave reports (exempt employees) haven’t been approved by supervisor in a timely manner this notice could be incorrect.

Process Steps

  1. Ensure employees understand how to request leave
    • If advance notice is required
    • If emergency, who do they contact and when
  2. Ensure employee completes leave report/time sheet appropriately and in timely manner
  3. Approve leave report/time sheet in a timely manner


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