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 (pdf). 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 number of hours rounded to the nearest tenth-hour
- Send the memo to:
- Payroll Supervisor
- Campus Box 7233
-
Note: Deductions for overdrawn leave may not exceed the employee's period gross salary.
Sample Overdrawn Leave Request Memo (pdf)
