Overdrawn Leave Requests
Description
There are rules that govern the resolution of overdrawn leave balances, such as whether an employee is exempt from (EPA) or subject to (SPA) the State Personnel Act. In addition, individual departments are allowed some discretion in handling the issue. However, all employee leave balances must be validated twice a year, in June and December, regardless of which leave tracking system is used.
SPA employees may not begin the year with negative balances, therefore, for SPA employees, overdrawn leave balances must be adjusted by payroll reduction in January and negative leave balances must be cleared from the leave system.
Requesting a Paycheck Reduction
Follow these steps if you need to request a paycheck reduction to compensate for an employee's overdrawn leave:
- Submit a signed memorandum on departmental letterhead detailing your request (see sample below)
- Include the employee's name, PS employee identification number, and the amount of overdrawn leave to be deducted (hours and minutes)
- Departments wishing to "clear" overdrawn leave balances more than once a year (January) may submit an overdrawn leave memo at any time.
- Overdrawn leave memos can only be submitted for active employees who will be getting paid enough, in the month the memo is submitted, to make the deduction from. If the employee is not being paid enough due to termination or leave of absence any overdrawn leave balance must be processed as a salary overpayment.
- Send the memo to:
- Payroll Supervisor
- Campus Box 7233
Sample Overdrawn Leave Request Memo (pdf)