Leave Reporting

University Staff Employees

Every University Staff employee in a leave-eligible position is required to submit both time worked and leave taken on a bi-weekly basis either on a paper timesheet or electronically.  Contact your payroll office for your institution’s paper timesheet or for instructions on how to access your electronic timesheet.

University Staff employees who are considered non-exempt will report time worked and leave in 15 minute increments.

University Staff employees who are considered exempt will report leave in full day and half day increments*, using the following guidelines based on an 8-hour work day:

  • Less than 1 hr 59 minutes = report 0
  • Between 2 hrs and 5 hrs 59 minutes = report 4 hours (half day)
  • More than 6 hours = report 8 hours (full day)

*If you are part-time, you may report your absences in 15 minute increments.

Faculty, Academic Staff and Limited Appointees

Every Faculty, Academic Staff and Limited appointee in a leave-eligible position is required to submit a leave report on a monthly basis, whether or not leave is used1.  This report may be submitted either via paper leave report or electronically. 

You will find your paper leave report at your MyUW portal in the Time and Absence module under the Statements tab.  The paper leave reports will be populated to your MyUW portal on the first of every month.  Contact your payroll office for instructions on how to access your electronic timesheet, if applicable.

Full time employees will report leave in full day and half day increments.  Absences between two and six hours should be reported as a half-day. Absences over six hours should be reported as a full day.   If you are less than full time, you may report your absences in 15 minute increments.

A Faculty, Academic Staff or Limited appointee who fails to file a report on leave usage as required by UW System policy in one or more months of any fiscal year shall not be permitted to accrue sick leave for that year in an amount exceeding 8.5 days for annual employees and 6.4 days for academic year employees1.


1In 1987, the state legislature imposed a cap on the amount of sick leave faculty , academic staff and limited appointees could use to pay for health insurance upon retirement, layoff, or death. With the cap, accrued sick leave would be limited to 8.5 days per year for annual employees and 6.4 days per year for academic-year employees, instead of the 12 days per year they’d be able to accrue without the cap.

In order to obtain a waiver to this cap, each UW institution independently agreed to identify a standard 40-hour work week for reporting purposes, distribute a monthly statement, and collect monthly reports, even if no leave has been used.


last updated: 5/23/2018