July 6, 2021
Completing Timesheets for Hourly Employees on Leave
Using the correct leave codes and process in timesheet completion for hourly employees is critical in ensuring that employees are paid appropriately while on leave. For details, see our new guidelines for timesheet entry.
Salaried Sick Time Reporting
If an employee is on a serious illness leave through Workpartners, the days and hours the employee is out should not be placed in the Salaried Sick Time Reporting Tool in Atlas. Absences through Workpartners are deducted automatically from the employee’s sick balance. If the employee or department put serious illness leave in Atlas, there may be a double deduction.
PFMLA Leave Salary Charges
Most employee sick leaves are charged to the department, while family leaves are charged to the Institute account. See below for details and exceptions.
Sick Leaves
- Sick leaves for an employee’s serious illness are charged to the department. Sick leave consists of accrued sick leave, Serious Illness Reduced Pay (SIRP), and transitional (for salaried staff hired prior to January 1, 2021).
- Staff paid with sponsored research funds are an exception. For these employees, the first consecutive 30 days of leave is charged to the department. On day 31 of consecutive leave, the salary charges will be moved to an Institute account.
- Currently, intermittent leave for those on sponsored research accounts cannot be charged to Institute accounts. (This policy is under review).
Family Leaves
- PFMLA Family Leave salary charges are covered by Institute funds.
At this time, SAP does not automatically charge the Institute account for sponsored research staff medical leaves or any family leaves. This will be automated in the future but until that time, there will be regular audits to move charges to these accounts.
See the Employee Leaves website for details on how the salary is charged for different types of leaves.
Union Employees
MIT union employees are still being handled separately through the MIT Disabilities Services and Medical Leaves Office (DSMLO) while negotiations are in process. We will provide more information for union employees as it becomes available.