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Your supervisor will provide the approved alternative schedule to the admin team each semester so that staff will know when to expect you and the front desk can give accurate information to students. If a schedule change is made within the semester, it is the employee’s responsibility to ensure the change is noted in the “Updates” section of employee manual the week prior to the changes taking effectweekly "Updates" email.
EMERGENCIES, LATE ARRIVAL, AND SICK LEAVE
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Employees are to keep an accurate, public calendar of meetings, working lunches or coffees, workshops, educational meetings, etc. for the purposes of scheduling new meetingsallowing meetings allowing for acceptable travel time, respecting lunch hours, etc. Staff should keep calendar events public and reserve private events for non-work related meetings. Exceptions are made for supervisors during performance appraisal periods.
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Full-time employees are expected to work 40 hours per week and submit accurate weekly electronic timesheets Friday afternoon before leaving for the day. Weekly timesheets are used to keep track of time worked and calculate accrual of vacation and sick leave. To complete your time sheet, go to https://utdirect.utexas.edu/pntime/.log into Workday.
There are a number of categories of leave for recording time away from work, and it is important to know in what situations they apply. Please consult UT Austin’s Human Resources website for descriptions of different categories of leave, and how to note leave when filling out your weekly timesheet.
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You can use your annual leave after you have been employed by the State of Texas for six continuous months. You only need to meet this requirement once during your state service.
Written notice (email) of the request to use annual leave is required. When foreseeable, employees shall give at least thirty (30) calendar days advance notice to their supervisor of their request to use annual leave. When advance notice is not possible, notice by the employee should be provided as soon as possible.
For directions for requesting and recording vacation time, see: smb://cifs15.austin.utexas.edu/ugs$/sanger/Vacation[LB1] Planner/Requesting vacation time.
The planner includes indicators of vital days for the purposes of your and your supervisor’s planningWhen looking to use vacation time, reach out to your supervisor for approval and then add it to the slc@austin.utexas.edu calendar. This is viewable by all Sanger staff, so keep the Subjects short (Your initials and Out of office/Vacation). DO NOT SUBMIT THIS TIME OFF TO WORKDAY PRIOR TO YOUR VACATION. It is a hassle to change once submitted and HR has asked us to avoid using the 'Time off' feature in Workday.
Time off requests of 1-3 days require less advanced notice. Use of the vacation planner is appreciated but not essential. Requests must be made in writing (includes email).
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COMP (STATE COMPENSATORY) TIME:
Earning Comp Time:
Employees Exempt employees can earn state compensatory time for meetings held or work performed outside of the normal business day. This does not extend to social activities held in conjunction with conferences or other events. Employees who are assigned projects that exceed normal expectations and have specific due dates may earn state compensatory time for the time spent working on the project in order to meet the due date with prior supervisory approval. State compensatory time cannot be earned for reading or responding to e-mail outside of the normal workday.
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*If you need to stay additional hours on one day, try to swap out those hours on another day of the same week, in order not to exceed 40 total work hours for the week (M-Sun). Work must be performed on the UT campus or approved alternative site (such as a FWA location, conference, planned outing, etc.).
As a full-time exempt worker, you can accrue state compensatory time (1:1), but you will not be paid out directly for this. You will need to use this time before it expires within 12 months of the week it was earned.
Employees scheduled to work on an official holiday will receive holiday pay and may earn state compensatory time. Exempt or non-exempt employees may be paid for state compensatory time earned on holidays only if it is determined that allowing compensatory time off would disrupt normal teaching, research, or other critical functions as determined by management. (Yes you can work on the holidays if your boss approves it)
Using Comp Time:
The employee shall request to use state compensatory time through his or her supervisor.
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Because UT comp time expires if it is not used within a year of its accrual, employees are encouraged to use their comp time before the end of August each year.
Earning Federal Comp Time:
- Only applicable to non-exempt employees at UT.
- Same policies for accruing it
- Earned at time-and-a-half
- Does not expire
- Can be banked for future use
Please refer to the UT HR page for more information.