Question
How can faculty submit leave reports?
Answer
Faculty can navigate to the Banner 9 Employee Profile to enter leave reports found in Self Service Banner under the Employee tab.
Submit Leave Report
Modify Leave Report
Delete Leave Report Entry
Instructional Video
FAQs
Faculty can access their Leave Report from any computer or mobile device connected to the Internet. Leave Reports are found on the Employee Profile in Self-Service Banner. Leave Reporting replaces processing paper “Request for Leave Forms.” Leave Reporting improves efficiency by eliminating the multi-step paper process. Leaves will be recorded timely and leave balances will be updated into Self-Service Banner and will be available for Faculty to view on their Employee Profile. To learn more about the Employee Profile, refer to Banner Self Service: Employee Profile.
1. Navigate to the Employee Profile Dashboard.
2. In the My Activities section, click Enter Leave Report.
3. Click Start Leave Report for the appropriate time period.
4. Select the desired date & choose an Earn code.
**An Earn code is equivalent to the type of leave (i.e. vacation, sick, personal, FMLA, etc.)**
**To check the balance available for each leave type, click Leave Balances.**
5. Input the number of hours being requested.
6. Click Save.
7. Add Earn codes & hours for desired days in the time period. Click Save for each date.
8. Once all leave request entries have been entered or if no leaves have been taken, click Preview.
9. Review the leave request summary. Add any needed comments.
10. Check the box certifying this request. Click Submit.
If you submitted your Leave Report and it is still pending approval:
1. Click Recall Leave Report.
2. Select the day & Earn code to modify.
3. Click the pencil on the current entry to edit.
4. Edit the requested hours. Click Save.
If Recall Leave Report is not available, ask you Department Chair/Director to return the Leave Report to you for corrections.
1. Select the day & Earn code entry to delete.
2. Click the ⊖ icon in the current entry to delete.
3. Click Yes. Click Save.
*For more information about time and leave report status, review Banner 9 Time & Leave Report Status Overview.
What is Leave Reporting?
Faculty can access their Leave Report from any computer or mobile device connected to the internet. Leave Reports are found on the Employee Profile in Self-Service Banner. Leave Reporting replaces processing paper “Request for Leave Forms.”
Why am I required to do leave reporting in Self-Service Banner?
Leave Reporting improves efficiency by eliminating the multi-step paper process. Leaves will be recorded timely and leave balances will be updated into Self-Service Banner and will be available for Faculty to view on their Employee Profile.
Can I request leave in advance?
Follow your current departmental protocol for requesting leave. If your Department Chair/Director requires a form be completed, please do not submit “Requests for Leave Forms” to the Office of Human Resources. It will be at the discretion of the Department Chair/Director how advance leave requests will be considered (i.e., email, paper request). Approved time will be submitted by Faculty on their electronic Leave Report for the corresponding pay period.
When do I submit my leave report to my Department Chair/Director?
Leave Reports must be submitted within three (3) business days following the pay period end date. Please see the Leave Reporting Submit Deadline column on the semi-monthly payroll calendar: https://ysu.edu/payroll/payroll-calendars.
Can another person enter my leaves for me?
No. Leaves are reported from your own Employee Profile in Self-Service Banner.
What if the deadline to submit the Leave Report to the Department Chair/Director is missed?
If you miss the deadline, make appropriate entries, and print your Leave Report. Both you and your Department Chair/Director must sign the printed report. Once approved, email your Leave Report to Payroll at payroll@ysu.edu.
What if my Department Chair/Director misses the deadline to approve the Leave Report or I need to make changes after the deadline has passed?
If your Department Chair/Director misses the deadline, either you or the Department Chair/Director may print the Leave Report. Once printed, your Department Chair/Director must sign the printed Leave Report. The Department Chair/Director should send the Leave Report to Payroll at payroll@ysu.edu. If you submitted your Leave Report and it is still pending approval, ask your Department Chair/Director to return the Leave Report to you for corrections.
If I haven’t taken any leave, am I still required to submit zero leave taken?
Yes. You are required to submit a Leave Report even if you have taken no leave. This practice is necessary to ensure that each pay period has been addressed and that no leave was taken for that specific period of time. If no leave is taken, open your leave report and submit to your Department Chair/Director.
What leaves are available to me?
See Article 7 of the YSU and YSU-OEA Collective Bargaining Agreement regarding paid and unpaid leaves.
Please note: Not all available leaves appear on the Leave Report due to preapproval requirements. Please contact benefits@ysu.edu to submit questions regarding preapproval.
How many hours should I submit on my Leave Report if I miss class time?
Sick time is earned based on a 40-hour work week. If you miss class and do not come to campus for any other work obligations such as scheduled office hours, you must submit 8 hours of leave. If you miss class but keep office hours or attend other work obligations, submit leave only for the class time missed.
Do I need to take leave if I am not scheduled to teach or have no work obligations on a specific day?
Yes, if you are sick and have no work obligations that day, you still need to take sick leave.
If I arrange for a substitute to teach my class, do I still need to report leave for that day?
Yes. Depending on the reason for your absence, you must submit either sick or personal leave.
If I cancel class, do I need to report leave for that class?
Yes. Depending on the reason for your absence, you must submit either sick or personal leave.
If I am not sick, can I use sick time for personal reasons?
No. However, you may convert sick leave to personal leave per Article 7 of the YSU and YSU-OEA Collective Bargaining Agreement.
What happens if I exceed my available leave balance?
If you use more leave than you have available, the Leave Reporting system will respond “possible insufficient leave balance.” Leave Reporting will accept your entry even if you do not have leave available.
Exceeding your available leave balance may result in a pay adjustment. You will be contacted by Human Resources if this occurs.
You are able to access and review your leave balances on the Employee Profile in Self-Service Banner. Your leave balance accrues on the pay date. Leave taken for the pay period is deducted after your Leave Report is submitted, approved by your Department Chair/Director and Payroll runs the update process. Please ensure that you are reviewing your leave balances on the Employee Profile prior to planning or requesting leave.
Do you have additional questions about Leave Reporting?
For leave eligibility questions, please contact benefits@ysu.edu.
For questions regarding processing of Leave Reports, please contact payroll@ysu.edu.