Work Schedules and Leave
CHAPTER 15 TOPICS:
15.2 Certification of Payroll and
Attendance
Appointing authorities are required to document
their certification of correct recording of time
and attendance for each pay period. Each employee
is also required to certify in writing their time
and attendance for each pay period. Agencies
should have established systems for recording time
worked, leave taken, and the fact that actual
service was rendered during work times as well as
the review and certification of this information
by the appointing authority or his designee.
Agencies can use the Certification Envelope
(SF-30) to store attendance and leave
documentation and maintain the signatures required
by this section. Copies can be ordered from Forms
Management at
http://www.doa.louisiana.gov/ospfm/.
Attendance and Leave Forms
As mentioned in section 11.31, agencies that are
not using the online leave system provided for in
the ISIS HR system should be using the Application
for Leave (SF-6) form that can be obtained from
Forms Management. Agencies who wish to use
another method for recording leave must seek prior
approval of the CS Director. Also, agencies can
use the Attendance and Leave Record form (SF-5)
for employees to record their daily attendance and
leave activities, which can also be obtained from
Forms Management. Agencies may develop their own
forms for recording attendance and overtime.
Variations on the Attendance and Leave Record
forms do not need prior approval of the Civil
Service Director.
15.5 Leave Records
This Rule is designed to ensure that agencies
maintain current leave balance information for
each employee. Maintenance of this information in
an automated payroll system such as ISIS HR that
is easily accessible to the supervisor is
sufficient to satisfy the requirements of this
Rule. Agencies that utilize an automated payroll
system that tracks leave use and accumulation are
not be required to maintain paper copies of each
employees’ various leave balances.
However, agencies must maintain documentation of
attendance and leave as outlined in CS Rule 15.2
discussed above.
On-Line Leave Tracking
Agencies who utilize the statewide email system
and the ISIS HR system may have the option to
utilize the on-line leave request and approval
process that is available in the system. Agencies
that would like to use on line leave approval
would need to ensure that they regularly maintain
the reporting relationships among positions in
ISIS HR and that employees have access to the
internet. On-line leave allows employees to enter
leave requests, then forwards that information via
email to the supervisor for consideration. The
system generates an email back to the employee
with either the approved or denied message. This
eliminates the need for paper leave slips. ISIS
HR paid agencies who would like to explore the
possibility of beginning on-line leave processing
should contact the
Division of Administration’s Office of Information
Services (OIS) at 225-342-0900 or
ois@la.gov.
Using Leave Codes in the
ISIS HR System
Another section of the on-line HR Handbook is the
“Guidelines
for Entering Civil Service Information in ISIS HR.”
This document guides agencies in choosing correct
action and pay reasons, job codes, dates and other
data when entering in the ISIS HR system. The
section titled “Leave and Compensatory Time
Coding” provides guidance on selecting the
appropriate leave codes by giving a rule reference
and explanation for each type of leave permitted
under the rules.
There is also some basic information that
describes how “leave rolling” is employed in the
system. Basically, leave rolling occurs when the
timekeeper enters a code such as “LA” on the
record and the system then reviews the employee’s
leave balances that are available. It will then
determine based on the types of leave available
which one will actually be charged the number of
hours for that entry. Please refer to this
section of the Guidelines for additional
information on attendance and leave entry.
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