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CLS Program Faculty Sick Leave

CLS PPS 04.04.30
Effective Date: 5/1/2022
Review Date: 4/2/2022
Next Review Date: 4/2/2027 (E5Y)
Sr. Reviewer: CLS Chair


01.    Policy Statement:   It is the policy of the Clinical Laboratory Science (CLS) Program to follow all university regulations regarding the recording of Faculty Sick Leave.  This unit policy and procedure statement sets forth criteria and guidelines for this record keeping.

01.01     UPPS 04.04.30: Faculty Sick Leave Record Keeping

01.02     Faculty Handbook, Texas State University-San Marcos


02.    What to Record:  Faculty members earn sick leave and must report sick leave taken even if no classes were missed as required by the state of Texas (Texas Government Code 661.203).

02.01      Faculty must report sick leave for the actual time missed from carrying out their normal, negotiated workload responsibilities (teaching, research, and service).

02.02     Sick leave taken must be recorded in hours, including partial day absences.

02.03     For absences over a continuous period exceeding one day, the amount of time charged against sick leave should include each working day, except holidays. Faculty must report all hours absent, not just hours on which classes were missed or taught by a substitute. For example, when a faculty member is ill for three days and is absent from their Monday and Wednesday classes and office hours and is also unable to carry out normal research and service activities, the faculty member will use and report 24 hours of sick leave for the three-day period, even though there were no classes or office hours scheduled on Tuesday.


03.     When to Record: Leave should be reported weekly, but no later than the end of the calendar month in which the leave is taken.



04.      Leave Reporting Methods: Faculty will fill out and give to administrative staff a hard copy of a university Application for Leave Approval form and enter information in SAP.  If requested the administrative staff can enter the information in SAP for the faculty member.


04.01     Leave forms are available on the Office of Human Resources forms website in the Leave and Time subheading or may be obtained from the administrative staff.


04.02    Record sick leave time in SAP Portal within one week of return from sick time.

a.       Login to the SAP Portal

b.       Select “Record Working Time” tile

d.       Select your current/active personnel assignment

e.        Select the appropriate week using the scroll forward/backward buttons

g.      In the rows with the arrows, click the arrow and select “Sick Leave”.

h.      Scroll over to the column for the appropriate day and enter the number of hours. (Time can be recorded in 15-minute increments using .25, .50, .75, 1.0)

i.        Click “Save and release” at top select of your screen