Time and Attendance
Each department is responsible for maintaining records of actual time worked for Hourly Officers and Support Staff members and for maintaining records of days off for all Officers. These records must be maintained and used by the department to determine overtime pay for Hourly Officers and Support Staff and to verify labor costs, sick leave, personal days and vacation allowances for both Support Staff and all Officers. All time and attendance records are subject to examination and must be kept for at least six years.
Each school and department is required to submit an annual statement of the accrued vacation and personal time for every person who is entitled to those benefits. The annual submission must include accrued balances for all Officers of the Libraries, Officers of Administration and Support Staff as of July 1 each calendar year.
For more information, view the Department Balance Sheet.
Time & Attendance
Officers can request the following absence types.
- Vacation: Used for vacation (taken in whole or half days only)
- Personal: Used for personal time off (taken in whole or half days only)
- Sick: Used for illness (taken in whole or half days only)
- NYC Safe/Sick: Used for employee’s medical appointments and the care of an ill family member (taken in hours only)
- Jury Duty: Used when you must report for jury duty (taken in whole days only)
- Bereavement: Used for the death of an eligible family member (taken in whole days only)
Absence Types that Accrue and Their Usage
Full-time officers accrue vacation on a fiscal year bass; that is from July 1 through June 30. Vacation earned in one fiscal year must be scheduled, approved and used by the end of the following fiscal year. Vacation is earned at the rate of 2 days per completed calendar month of employment up to a maximum of 23 days per fiscal year. The 23rd day is earned at the end of the fiscal year; that is, June 30th. After 20 or more years, full-time officers earn vacation at the rate of 2 1/3rddays per completed calendar month up to a maximum of 28 days per fiscal year.
- Officers do not accrue vacation or personal days during an extended leave of absence (for one or more whole months, or for 30 calendar days or longer), paid or unpaid. For vacation, if the leave covers one or more whole calendar months, the accrual is not earned during those months. If a leave overlaps two calendar months and is at least 30 calendar days in length, the vacation accrual is not earned in the second month (e.g., if an officer is on leave from mid-January to mid-February, they don't accrue their February vacation days). For Personal Days, a reduction of the accrual occurs only if the officer is on leave for the equivalent of four consecutive whole months (or six consecutive whole months at the Medical Center), resulting in the loss of the one personal day normally accrued during that period.
- Changes in an employee’s accrual rate take effect the fiscal year following the employee’s anniversary date. For instance, if the employee’s anniversary date is February 1, the new accrual rate goes into effect in the new fiscal year starting July 1.
For example: for Officers who have reached their 20th anniversary with the University, the higher vacation accrual rate takes effect at the beginning of the fiscal year (July 1) following that anniversary date. If the anniversary date falls on July 1, the higher accrual rate is effective on that date.
- The salary continuation period for an officer on a documented disability leave of absence includes any paid holiday that may occur during the period of disability. An officer is not paid for holidays that occur during an unpaid leave of absence.
- An officer forfeits any vacation days not used by the end of the fiscal year following the fiscal year in which they were accrued. This means that an officer cannot carry more than 23 vacation days (28 vacation days after 20 years) over into a new fiscal year.
Full-time Officers earn personal days (or "floating holidays") at intervals throughout the year and must use them within 12 months of earning them. Morningside, Lamont-Doherty, and Nevis officers earn three personal days a year, one for every four months they work from their date of employment. Medical Center (CUIMC) officers earn two personal days a year, one for every six months they work from their date of employment.
Note: Personal days cannot accrue more than 3 days (2 days for CUMC Officers). This means that an officer cannot carry more than 3 personal days (2 days CUMC) at any time. For example, if on March 31st, there is a 3-day personal balance (Morningside) and the officer will accrue another personal day in April, the balance remains at 3 and thus forfeiting the 4th day (if it was not used in March).
Absence Types that Do Not Accrue and Their Usage
Medical Leave of Absence (Sick Leave)
Full-time officers are entitled to salary continuation of up to a combined maximum of six (6) months pay during any 12 month period when the extended absence is caused by medically documented illness or injury. Upon exhaustion of six (6) months salary continuation, an officer must be back at work for at least 12 months before becoming eligible for additional salary continuation.
Jury Duty and Bereavement
For policy information on the entitlement and usage of these and other absence types, refer to the Time Away From Work policy section in the Administrative Policy Library.
Support Staff employees can request the following absence types:
- Vacation: Used for vacation (taken in hours)
- Personal: Used for personal time off (taken in hours)
- Sick: Used for illness ( taken in hours)
- NYC Safe/Sick: Used for employee’s medical appointments and the care of an ill family member (taken in hours)
- Jury Duty: Used when you must report for jury duty (must be taken in whole days only)
- Bereavement: Used for the death of an eligible family member (must be taken in whole days only)
- Marriage: Used in the event of marriage. Union 1199 employees only
- Birth/Adoption: Used in the event of a birth/adoption of a child. Union 1199 employees only
Absence Types that Accrue
Union Support Staff: Sick leave, personal days and vacation accruals and entitlements for union support staff vary depending on the Collective Bargaining Agreement (CBA). The respective CBA should be consulted for more information.
Non-Union Support Staff: For more information on vacation and personal day accruals for non-union support staff employees, see the Vacation, Holidays & Personal Days page in the "Time Away From Work" section of the toolkit. For more information on sick leave, see the Sick Time page.
Absence Types that Do Not Accrue
- Jury Duty and Bereavement
- Marriage, Birth/Adoption for Union 1199 Employees only
For policy information on the entitlement and usage of these and other absence types:
- Union Support Staff: Refer to the respective Collective Bargaining Agreement (CBA) for information on these entitlements and their usage.
- Non-Union Support Staff: Refer to the Vacation, Holidays & Personal Days page in the Time Away From Work section of the toolkit.
Managing Hours for Short-Term Casual Employees
Short-term casual employees are limited to 560 hours or 4 months, whichever comes first, in a 12-month period. All non-student casual employees will be terminated automatically on the bi-weekly payroll date immediately following the employee reaching the 4-month/560-hour limit.
They are required to keep track of time worked using the Bi-Weekly Casual Time Sheet or by entering time into PAC electronic timesheets. Completed paper timesheets must be collected and entered into the FFE Time Collection module to create payroll time entries for casual employees. Paper timesheets must be kept on file by the home department. For more information and instructions on using FFE, please refer to the Payroll website. For more information and instructions on using PAC Timesheets, please refer to the PAC Time and Absence Management.
To assist you in determining when a casual employee is reaching the work limit in a 12-month period, the Casual 560 Hours Report is emailed monthly and includes all casual employees who have worked 420 hours or more.
If a casual employee works past his or her termination date, the department must submit the request for final pay on a time entry form with a note that this is final pay for work completed from [relevant date] to [relevant date]. Only one final paycheck will be issued. The employee will remain terminated.
Please note: All short-term casual employees must be paid based on the number of hours worked and an hourly rate. Lump-sum payments are not allowed.
Time Entry Form
The Time Entry Form is used in rare situations where time for an employee cannot be submitted via FFE or another approved time entry system. Use the time entry form when a new casual employee does not appear in FFE, although the Template-Based Hire electronic form/paperwork has been sent to the HRPC and the employee needs to be paid for their work. For more information, see the Time Entry Form page in the Managing Pay section of the toolkit.
Select an Officer Time-Off Tracking Form Method
This option is for departments not using PAC Time and Absence. When setting up officer time-off tracking forms, you have the following options:
Print-outs — In this method, the officer prints out the tracking form at the end of each month, and you would initial and date your approval by hand. You could check each successive month's printout against the one from the month before. You would sign the final (June) tracking form.
- Advantages: Minimal set-up.
- Disadvantages: The need to keep a paper file of the sheets.
Folder on a shared drive — In this method, you place all officers' tracking forms in one shared folder on the Central Server, restricting access of each form to the appropriate officer and authorized supervisors.
- Advantages: There is only one file for each officer. You only need to print out the tracking form once a year to sign it
- Disadvantages: Set-up can be complicated. You may want to discuss this option with your department's IT specialists
Setting Up the Officer Time-Off Tracking Form
Complete the top section of information including:
- the officer's name
- the officer's department
- the officer's hire/seniority date. Usually, the hire and seniority date are the same; if not, please contact HR for guidance about which to use
- the officer's vacation days carry-over from the previous fiscal year. This should not be more than 23 days (or, if the officer has been at Columbia 20 years or more, 28 days)
- the officer's personal days carry-over from the previous fiscal year. This should not be more than 3 days for Morningside/Lamont-Doherty/Nevis and 2 for CUMC
Check the summary area for accuracy. The sheet automatically fills in the following information:
- Carry-over vacation and personal days, which appear in the July cell of the starting balance rows
- Vacation and personal days earned each month, which appear in the Plus Days Earned rows. It allots 2 vacation days per month (1 in June for officers with more than one year of employment) for officers with less than 20 years of employment; 2.33 vacation days per month for officers with 20 years or more of employment (the higher accrual begins with the new fiscal year following the anniversary date); and 3 personal days throughout the year (2 at the Medical Center). Make sure the personal days appear in the correct months
Using the Log
- For dates that the officer is absent, have them enter the appropriate code as indicated on the sheet: e.g., ".5V" for half a vacation day, "SL" for a whole sick day. For each absence, the appropriate code can be entered or selected from a drop-down menu (click on the cell and the menu will appear). The form automatically totals the number of vacation, personal, and sick days at the bottom of each month's column.
- When each month's log is complete, the officer should put their initials in that month's officer initials cell.
- Initial the Supervisor Initials square once you have reviewed and approved that month's log. Enter the approval date (day and month) in the Date cell.
Check the summary area for accuracy. The form automatically places the days of absence in the Minus Days Used rows and calculates the result in the New Balance rows. The result in each month's New Balance cell is carried over to the following month's Starting Balance cell, with the following exceptions:
- Officers do not accrue vacation or personal days during a leave of absence, paid or unpaid, if the leave extends over one or more whole months, or for 30 calendar days or longer. If an officer is on leave, indicate it in the On Leave? rows provided:
- Vacation Days: If a cell in the On Leave? line is filled in with a "Y" (Yes), the Plus Days Earnedcell for that month changes to "0." If a leave overlaps two calendar months (e.g., from mid-January to mid-February), place the “Y" in the cell for the second month (for this example, February).
- Personal Days: A loss of the accrual of one day occurs only if the officer is on leave for four or more whole months (or six months, if they work at the Medical Center). If you place "Y's" in the cells of four (or six) consecutive months in the On Leave? row, the accrual that appears in one of those month's Plus Days Earned cell changes to "0"
- Personal days cannot accrue more than 3 days (2 days for CUMC Officers). This means that an officer cannot carry more than 3 personal days (2 days CUMC) at any time. For example, if on March 31st, there is a 3 day personal balance (Morningside) and the officer will accrue another personal day in April, the balance remains at 3 and thus forfeiting the 4th day (if it was not used in March)
- If the officer has more than 23 (or 28) vacation days in the June New Balance cell, only 23 (or 28) days will appear in the Carry cell, which indicates the number of vacation days carried over into the next fiscal year
In order to report the University's vacation and personal day accrual liability on year-end financial statements, departments are required to submit vacation and personal day accrual balance information for all Officers of Administration, Officers of the Libraries, and Support Staff who are entitled to these benefits. For those employees, accrual balances as of 7/1 (including any carry-forward adjustments) and related "Employee Information" should be posted to the Balance Sheet of Unused Vacation and Personal Days.
- Questions related to the vacation accrual forms and process: firstname.lastname@example.org
- Questions related to the org charts collection: email@example.com
Employees to be Included
All officers of administration, officers of the libraries, and support staff who earn vacation and personal time must be listed on the form. This includes part-time administrative officers and support staff who are entitled to these benefits. Note that part-time administrative officers may be eligible for vacation, but not personal days.
Information to be Included for Each Employee
In addition to the vacation and personal day balances, the form requires the entry of the following information for each employee: last name, first name, and Employee ID number (NOT Social Security Number). Simply type or copy the information onto the form.
IMPORTANT: Be sure to include the Employee ID for each person, as this will enable us to process your submission accurately.
A list of the employees in your department for whom vacation and personal day accruals must be submitted is available via the Enterprise Reporting HR Manager Reports. Staff members from each department who have access to departmental salary information in PeopleSoft (typically PAC Manager Self-Service users) will automatically have access to the required Employee Information through a secure web location. The Enterprise Reporting information can be downloaded in an Excel format and then applied to the Balance Sheet. If you are using Enterprise Reporting information, it is recommended that you copy the data, as an Excel spreadsheet, to your hard drive, and from there, copy the required data onto the Balance Sheet form.
End of June PeopleSoft data is included in the Enterprise Reporting file. Departments should check the Enterprise Reporting file to make sure that all June changes have been captured.
Accessing the Employee Data via Enterprise Reporting
In order to access the Enterprise Reporting Reports for the Employee Information, follow the steps outlined below:
- Log in to myColumbia using your UNI and password
- Go to the HR Manager Resources Tab and click on "HR Manager Reports", select "Documents" tab, and go to "HR" folder.
- Click on "Employee Vacation Accrual"
To convert file to Excel:
After you run the report, you can convert the file to Excel and save it to your computer. In the top menu bar, click on the tab icon with the arrow coming out of the top ("Export") > "Export Document As" > "Excel"
Maximum Accrual Balances to be Posted
Under University policy, the amount of vacation carried over into a new fiscal year cannot exceed the total vacation accrued in the prior fiscal year. For example, if an employee earns 23 days of vacation per year, on July 1st, the amount of vacation carried over from the prior year cannot exceed 23 days. In this case, the accrual amount posted to the balance sheet must be 23 days or less.
Entries for Part-Time Staff
Regular part-time support staff members are entitled to prorated sick leave, vacation, and personal days based on the number of hours they work per week. For the purposes of this form, a "vacation day" or "personal day" is equal to the number of hours in the employee's "average" workday. To calculate this "average" workday, divide the employee's weekly hours worked by five. That is, if an employee works 20 hours per week, the ''average'' workday is 4 hours even if the employee works two 8-hour days and one 4-hour day. If this employee has accrued 23 hours of unused earned vacation, divide 23 hours by 4 hours to arrive at the number of days (5.75 in this example) to place in the Vacation Days column.
Beginning January 1, 2008, regular part-time Officers of Administration* who work 20 or more hours per week accrue vacation at the rate of one day per month, up to a maximum of 10 days per fiscal year. When a part-time officer takes vacation time, the department charges the Officer’s time balance in whole or half-day increments, as appropriate. Given that, as of July 1, the number of unused accrued vacation days should not exceed 10 days for this group.
Note: Temporary part-time Officers of Administration are not eligible for vacation or personal days.
Printing the Balance Sheet
- To print out an Excel spreadsheet with more than 100 names, first go to “Page Layout” tab on the menu bar and open up the “Page Setup” dialogue box.
- Choose the "Sheet" tab. In the "Print area" box, the default reads "A1:H123." Change "123" to a number that corresponds to the number of rows in your Excel spreadsheet. (Note: This number must be at least 23 more than the number of names on your list). Click on "OK."
- Under the “File” menu, now open the “Print” dialogue box. Click on OK.
Submission Deadline and Process
Because of the need to calculate and report total accruals for the University in our year-end financial reports, it is very important that the completed Balance Sheet for Unused Vacation and Personal Days be submitted to HR by Friday, July 20, 2018.
CUHR will be utilizing CourseWorks this year to facilitate the collection of data from the schools and departments. All instructions can be found in CourseWorks (see access instructions, below). If you do not have access to this CourseWorks site, but will be submitting vacation/personal day balances for your department, please send an email to firstname.lastname@example.org with your name, UNI and department number(s) for which you will be submitting time.
Steps to complete and submit the 2018 Balance Sheet of Unused Vacation and Personal Days and Organization Charts:
- Log into CourseWorks using your UNI and password
- Click on “My Projects” from the left hand CourseWorks menu, after you are logged in
- Select “Vacation Accrual Year End 2018” from the list of active project sites available to you
- All instructions are available under Instructions in the left hand menu of the CourseWorks vacation accrual site.
PAC Time & Absence
If your department uses People@Columbia (PAC) to submit absences and timesheets, log in through myColumbia to access these pages from the Faculty and Staff tab.
The PAC application is available daily except for these times:
- Monday – Saturday: 12:00 a.m. – 6:00 a.m.
- Thursday: 5:00 p.m. – 7:00 p.m.
There may also be occasional system downtime outside the above times to accommodate required system maintenance. You will receive a notification when this occurs.
1. Time and Absence Reporters
- Absence only reporters request time off, view, and maintain requests through Employee Self Service
- Time reporters submit timesheets and absences through Self Service.
2. Managers of Time and Absence Reporters
- View, approve and/or enter time and absence information for their direct reports
- May temporarily delegate their time and absence approver role to another manager in the department
3. Departmental Time Administrators
- Provide oversight of time and absence activities for the entire department.
- Can review and correct all absence events, if needed.
Videos and supporting documentation for using PAC Time and Absence are available.
When you click on one of the video icons below, you will be asked to sign in with your UNI and password.
Once on the page, simply click the blue "Enroll" button to begin.
Additional videos are accessible in the respective courses.
Absence Entry in PAC (PAC Absence Management Course) – for employees who report absences only (1 video)
Submit Timesheets in PAC (PAC Timesheets and Absence Management Course) – for timesheet and absence reporters (2 videos)
Managing PAC Timesheets and Absences – for managers of timesheet and absence reporters (3 videos)