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MyLeave FAQ for Employees

What is MyLeave?

MyLeave is the leave management feature within the new MyTime timekeeping system. It automates the process of applying leave to employee timecards and ensures the correct type of pay is applied based on available accruals. MyLeave and MyTime will both go live 11/01/2025!
 

Which employees use MyLeave?

Every employee that uses MyTime to track their work time and time off on a timecard will also be using MyLeave. Employees who do not use MyTime to track their time will not be using MyLeave. This includes Faculty members of the University. Faculty members should contact their Office for Faculty to begin their leave requests. If you are unsure if you need to use MyLeave or not, please reach out to the Absence Management Team.

 

Will leave time still need to be entered manually?
  • Continuous Leaves: No. Once approved, continuous leave is automatically added to your timecard using a leave code.1
  • Intermittent Leaves: Yes, intermittent leave must be entered manually using your intermittent tracking sheets. Employees should submit their tracking sheets to their supervisor for approval before time is added to their timecard.

1 Holidays and UCDs will still need to be added manually.
 

What are leave codes and how are they different from pay codes?

Leave codes represent specific types of leave (e.g., FMLA, parental leave) and automatically apply the correct accruals (sick, vacation, unpaid) based on availability. Pay codes (e.g., SIC, VAC) are still visible for requested sick and vacation days but not for days off related to an approved leave.

Some examples of leave codes you will see are:

SELF – FMLA for the employee
SPOUSE – FMLA for the employee’s spouse
MATRNTY – FMLA and Parental Leave
ACTIVE – Active Duty Military Leave
PRSNL – Non-Health Related Leave

These leave codes will be followed by a dash and a number. Each leave an employee takes is numbered sequentially for record-keeping purposes. The number will reflect the number of leaves you have taken.
 

How does MyLeave handle multiple types of accruals?

MyLeave applies accruals in a specific order, depending on the type of leave the employee is taking.

Medical-related leaves, such as FMLA leave, would have accruals applied in the following order:

  1. Sick leave
  2. Vacation leave
  3. Personal Preference Leave (if the employee has agreed to use it)
  4. Unpaid leave (if all accruals are exhausted)

Parental Leaves: Parental Leave is a paid benefit that typically runs concurrently with FMLA or another type of medical leave. When Parental Leave is being used by an employee on FMLA leave, this is how the accruals may be applied under the 2 options available:

6 weeks (100% pay)

  1. Parental Leave
  2. Sick Leave
  3. Vacation
  4. Personal Preference Leave
  5. Unpaid Leave

12 weeks (50% pay)

  1. Parental Leave is applied at 50% pay for each day used, for the entirety of the leave, up to 12 weeks.
  2. To supplement each day:
    1. Sick Leave is applied at 50% pay for each day used, until sick time is exhausted.
    2. Vacation Leave will then be applied at 50% pay for each day used until it has been exhausted.
    3. Personal Preference Leave will be applied next at 50% pay for each day.

Medical-related leaves, such as FMLA leave, would have accruals applied in the following order:

  1. Sick leave
  2. Vacation leave
  3. Personal Preference Leave (if the employee has agreed to use it)
  4. Unpaid leave (if all accruals are exhausted)

Military Leaves may have accruals applied in this order:

  1. Vacation Leave2
  2. Personal Preference Leave2
  3. Unpaid Leave

2 Employees must have chosen to use these accruals for this type of leave.

Non-Medical Leaves may have accruals applied in this order:

  1. Vacation Leave3
  2. Personal Preference Leave3
  3. Unpaid Leave

3 The employee’s department must approve the use of these accruals.
 

How do I know if I am being paid correctly in MyLeave if sick and vacation time aren’t entered?

Employees can check the Totals tab located at the bottom left corner of their timecard screen in MyTime.
 

Do I still need to complete a tracking form for intermittent leave?

Yes. Even if no leave is used during a pay period, the tracking form must be completed and submitted to your supervisor at least 3 days before the pay period ends. Your supervisor will enter time onto your timecard if they agree with the time submitted by the employee. If they believe any discrepancies exist, they will reach out to the employee for clarification.
 

Do I need to enter Parental Leave in addition to my FMLA leave if I have been approved?

No. The MTRNTY leave code used during an employee’s maternity/paternity leave will automatically apply the paid Parental Leave benefit appropriately based on the Parental Leave option chosen when the employee first applied for leave.

Parental Leave will either be applied at 100% pay (6-week Option) or it will be applied at 50% pay (12-week Option) with sick or vacation time supplement the rest of each day of leave.
 

Are holidays and University Closure Days (UCDs) applied automatically during leave?

No. Supervisors or Payroll Reporters must manually enter holiday and UCD time for employees on leave to ensure correct pay.
 

Why do I see Accrual Codes like ‘FMLA’ and ‘Military’ with balances in the accruals in MyTime?

The MyLeave component of MyTime uses leave codes instead of pay codes, such as vacation and sick time. MyLeave also tracks employees use of the different leaves offered by the University. The leave balances under these Accrual Codes indicate the number of hours employees have available to use for those different leaves. It does not mean an employee has been approved for a leave. An employee will first need to submit a Leave eForm Request before a leave of absence can be added to their timecard.
 

The leave balance showing in MyTime doesn’t match how much time I’m supposed to have. How do I get it fixed?

Once an employee’s leave request has been processed in MyLeave, the leave time is applied to all pay periods that are affected by your leave. Since those leave amounts are projected out into future pay periods, your leave balance will be reduced by those future hours making it seem as though you have less leave time than you have.

However, if you still believe your balance is incorrect, please contact the Absence Management Team.
 

Can I still request sick or vacation time if I have a leave of absence scheduled in the future?

Yes. Employees should follow their department’s guidelines for requesting any sick or vacation time. Accrual totals will be updated as your sick and vacation requests are approved. The sick, vacation, and/or other accrual hours being applied to your leave will update automatically based on the new totals.
 

Can I request sick time during my intermittent FMLA leave if the request is not related to my FMLA condition?

Yes. Employees should follow their department’s guidelines for requesting any sick or vacation time. If you are approved for sick or vacation time during your intermittent leave, sick, vacation, and/or other accrual hours being applied to your leave will update automatically based on the new totals. These approved sick and vacation hours will not be counted towards your FMLA balance.
 

If I have more than one job at the University, will my leave be applied to both jobs?

Yes, whether you work in multiple Campus positions or you work in Campus and Hospital & Clinics positions, your leave will be applied to both jobs.

Note: If you work in a Campus and a Hospital & Clinics job, your leave will be processed by the Campus Absence Management Team if the position with the higher FTE is a Campus job. It will be processed by the Hospital & Clinics Leave Team if the position with the higher FTE is a Hospital position. If your work two positions that are split equally between Hospital & Clinics and Campus, your leave will be processed by the team where you have worked the longest
 

Who should I contact if I notice an error on my timecard related to leave?

Reach out to the Absence Management Team: