Requesting & Approving Leave

All faculty and staff submit leave requests online through the Absence Management Module on the OneUSG Connect Employee Self-Service site.

You will receive a notice when your leave has been approved, denied or pushed back for more information.

If you are an exempt employee, your manager must approve your leave in order for the time to be deducted from your leave balance.

If you are a non-exempt employee, your manager must approve your leave in order for you to be paid for your time off. If they do not approve your leave, you will not be paid for that leave.

If you are a manager or supervisor, you will be able to approve or deny leave requests through the Absence Management Module on the OneUSG Connect Employee Self-Service site. You will also be able to “push back” on a leave request and ask for more information before approving or denying it.

Your employee will receive a notice when their leave has been approved, denied or pushed back for more information.

You should approve leave for both exempt and non-exempt employees, so the time is deducted from their leave balances.

In addition, non-exempt employees must have their leave approved in order for them to be paid for their time off. If you do not approve their leave, they will not be paid for that time off.

All employees, exempt and non-exempt, who are eligible for leave have a work schedule in the system.

Employees who are paid monthly, both faculty and staff, are exempt. Hourly and salaried employees who are paid bi-weekly are non-exempt.

If you are exempt, this work schedule is only used when you request time off to determine your leave hours. You do not have to enter your time worked.

If you are non-exempt, please see Time & Attendance for help on entering your time worked.

If you request annual leave and have comp time, the system will automatically deduct hours from your comp time balance first, before applying your annual leave.

You can request extended leave and view your leave through the OneUSG Connect Employee Self-Service site. Examples of extended leave include military leave, a professional leave of absence or an FMLA event.

These requests are processed by UGA HR. Departments will receive notice if an employee has been approved or denied extended leave. Departments can also request and view on behalf of their employees.

When you leave UGA, your annual leave balance payout will be processed separately from your regular paycheck. You will receive this payout after your final paycheck on the next pay date for your pay type.

For example, if you are paid monthly, you will receive your annual leave payout the month after you receive your final paycheck.

Your annual leave balance payout will be taxed at the supplemental tax rate.

If you are a non-exempt employee and are required to work a holiday, you have two options:

• Receive pay for the holiday worked, in addition to your regular hours worked.
• Apply the worked holiday hours to your deferred holiday leave balance.

You cannot use a deferred holiday before it is earned. Additional information can be found in the OneSource Knowledge Base.

OneUSG Connect loads holidays one holiday at a time.
Holidays are loaded during the pay period in which there is a holiday.

Information on Shared Leave can be found here.

For sick and annual leave requests, leave is deducted from your balances using a set of “cascading rules,” a set of USG rules that determine which type of leave to deduct from first.

Cascading Rules Matrix

Annual leave requests use this order: Comp, Deferred Holiday, Annual.

Sick leave requests and FMLA Intermittent use: Sick, Comp, Deferred Holiday, Annual.

Example: If an employee requests 40 hours of annual leave but has an 8-hour comp balance, due to cascading rules, 8 will be deducted from their comp balance and the remaining 32 hours will be deducted from their annual leave balance. The employee is made aware of this when they forecast the leave request. On the timesheet and paystub, it will reflect that 40 hours of vacation is being paid, because that is what the original request was made for, it does not break it out for what absence balances were actually deducted. However, their leave balances will accurately reflect that 8 is being deducted from comp and 32 being deducted from annual leave.

The absence calendar closes at 10:00 a.m. the Monday following each bi-weekly pay period. This aligns with the biweekly time approval deadline.​ Payroll calendars for practitioners can be found here.