This page provides quick access to manager responsibilities, approval guidance, and leave administration resources.
Manager Quick Reference
Your Responsibilities
Managers are responsible for:
- Reviewing and approving timesheets weekly.
- Responding to leave requests and leave cancellation requests.
- Monitoring overtime and leave usage.
- Ensuring payroll deadlines are met.
- Notifying The Office of Talent when leave situations require HR involvement.
- Delegating approvals during planned absences.
Key Resources
- Timesheet Manual for Managers
- Time Reporting Guidelines
- Payroll Schedule
- Holiday Schedule
- Leave Types
- Leave Policy
- Time & Attendance Policy
- Time Reporting Help: hrsp@utsystem.edu
- Leave Help: leave@utsystem.edu
Timesheet Approval
Expectations
- Employees should report time weekly.
- Managers should approve timesheets weekly.
- Hourly employee timesheets must be approved by Payroll Schedule deadlines to ensure timely payment.
- Timesheets should be submitted and approved as soon as possible to maintain accurate leave balances.
Training Resources
- Timesheet Manual for Managers
- How to Approve Timesheets, Job Postings & eForms
- How to View My Team’s Leave Balances
- How to View My Team’s Time & Attendance Report
Contact The Office of Talent When
Managers should notify Human Resources when:
- An employee is absent for more than three consecutive workdays due to a medical reason.
- An employee reports a serious health condition.
- A pattern of intermittent medical absences develops.
- An employee notifies you of a pregnancy, adoption, foster placement, or qualifying military leave situation.
- You are unsure whether a leave situation may qualify for protected leave.
Email: leave@utsystem.edu
Special Leave Situations
Family & Medical Leave (FML)
Manager responsibilities:
- Notify The Office of Talent immediately when an absence may qualify for FML.
- Do not request medical details from employees.
- Do not deny approved FML-related absences.
- Work with The Office of Talent throughout the leave process.
Learn More:
Questions or requests: leave@utsystem.edu
Emergency Leave
Emergency leave may only be granted by the Chancellor or designee.
Questions or requests: leave@utsystem.edu
Leave Without Pay (LWOP)
Managers may approve leave without pay requests in accordance with policy.
Additional approval is required when requested unpaid leave exceeds 40 hours.
Learn More:
Administrative Leave for Outstanding Performance (ALOP)
Managers may recognize exceptional employee performance through Administrative Leave for Outstanding Performance.
Key Points:
- Available to salaried employees.
- Maximum 32 hours per fiscal year.
- Department Head approval required.
- Must be used before fiscal year-end.
Learn More:
Wellness Leave
Key Points:
- Up to 30 minutes, three times per week.
- Wellness Leave Agreement required.
- Agreement may be revoked if business needs require.
Learn More:
Overtime
Managers are responsible for monitoring and approving overtime worked by non-exempt employees.
Key Reminders:
- Overtime must be compensated.
- Hours worked over 40 in a workweek may generate overtime.
- Managers should actively monitor overtime balances and usage.
Learn More:
