New Procedures for Reporting Absences or Overtime:
Q: Once I turn in my forms, will the self-service website be updated automatically?
A: No, there will be some lag time between when the forms are turned in and when you see them on the self-service website.

Q: How is the new form different than the old one?
A: The form is very similar, but has a few subtle changes. The most obvious is that the new form has fewer codes on it. Please find the form at: http://hr.nd.edu/forms/AbsOT.pdf

Q: Should people start using this form now?
A: Officially the form should start being used as of July 1st. However, they can be used prior to that.

Q: When I’m sending a report of absence form into the Library Administrative Offices, how many copies should I send?
A: Only one copy is necessary.

Miscellaneous Questions:
Q: When can you start to use personal days?
A: After the 90-day orientation period. This is the same as the sick time policy because personal time comes out of the sick bank.

Q: What is the smallest amount of time I can use for personal days?
A: The smallest time you are able to use is half of your normal work schedule.

Q: If I have an employee taking 2 weeks vacation, can I turn in their report of absence form before they leave or after they leave?
A: Yes, you can do either. However, keep in mind that if an employee is off for an extended amount of time, the supervisor needs to continue to send their forms in on a regular basis to ensure that they are getting paid properly.

Q: What are the guidelines for what family members are included in the 5 days allocated for "family sick time"?
A: Accumulated sick leave may be used for the illness, medical and/or dental appointments of a child, stepchild, spouse, and/or parent. A child is 18 years or younger, or incapable of taking care of themselves, or a dependent. An in-law is not covered.

Q: In regards to occurrences - does HR track these? What classifies as an occurrence?
Medical appointments and medical procedures are exempt from occurrences?
A: No, HR does not track occurrences. It is up to the supervisor to track them. An occurrence is when an employee arrives late, leaves early, or is out. Whether a medical appointment or procedure is an occurrence is up to the supervisor’s discretion.

Q: How many occurrences until corrective action goes into force?
A: Six occurrences within a rolling year are considered excessive. After the 4th or 5th you might want to consider starting coaching and counseling. There can be exceptions to this, which is up to the supervisor as well.

Q: What doesn’t count as an occurrence?
A: Vacation time, personal time, funeral leave, jury duty, and military leave.

Q: After what point is a doctor’s note required for sick time?
A: After four days a doctor’s note is required for sick time, as well as for family illness time. On the 5th day, the employee may also qualify for FMLA.

Q: How is funeral leave allotted?
A:
Five workdays in the case of the death of the employee’s spouse, child, step-child, parent, step-parent, or parent of his/her spouse.
Three work days in the case of the death of a sibling, stepsibling, daughter/son-in-law, step-daughter/son-in-law, grandparent, step-grandparent, or grandchild, step-grandchild of the employee or the employee’s spouse.
One workday in the case of the death of an aunt, uncle, niece or nephew of the employee.
One-half work day in the case of a cousin or a brother-in-law or sister-in-law by marriage (e.g., the spouse’s sister’s husband).

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