FINAL – February 2014

Standard Operating Procedure

Subject:Vacation Approval and Administration Process

Issued by:CAO’s Office

Date:February, 2014

Purpose:

The purpose of this Standard Operating Procedure (SOP) is to:

  1. Establish consistency of practice across all departments at OISE and ensure compliance with collective agreements.
  2. Helps maintain and manage accurate records of staff’s vacation accruals
  3. Clarify the roles and responsibilities associated with the recording and managing of vacation days.

Resources:

  • Employee Attendance Record Spreadsheet
  • HRIS Absence Tracking Fast Entry Template
  • Various relevant collective agreements or employment policies:
  • OISE Human Resources Office

Roles and Responsibilities:

Unit Head (Chair or Department Manager):

  • Is responsible for ensuring that the policies of the University and that of OISE are adhered to.

Manager/Supervisor:

  • Is responsible for reviewing and preapproving all vacation requests in writing.
  • Is responsible for reviewing operational requirements prior to approving vacation requests
  • Is responsible for advising the Recorder that the request for vacation has been approved.
  • Is responsible for verifyingthe accuracy of the Employee Attendance Record and signing offon a monthly basis.

Employee:

  • Is responsible for submitting all vacation requests to his/her supervisor in writing.
  • Is responsible for providing sufficient advance noticed for any vacation request as outlined below:

For one day vacation occurrences, a minimum of one week advance notice is required.

For vacation absences of one or two weeks, a minimum of one month’s advance notice is required.

Vacation requests of longer than two weeks’ duration are considered exceptional and require a minimum of three months’ advance notice.

Recorder:

  • The recorder is the staff person that is assigned to update each individual’s Employee Attendance Record.
  • Spreadsheet and to upload the recorded vacation days to HRIS using HRIS Absence Tracking Fast Entry Template.
  • The recorder may be the business officer or another staff member.

Process:

Requesting and Recording Vacation:

  • Employee submits vacation request, in writing, to his/her supervisor with sufficient advance notice as outlined above.
  • Manager / Supervisor will verify that the employee has sufficient vacation time accrued and review operational requirements of the department. If the vacation request does not adversely affect the department’s operations, Manager will approve the request in writing.
  • Manager shall inform the Recorder of the approved vacation request in writing.
  • Recorder shall update the employee’s Employee Attendance Record on a regular basis.
  • Recorder shall upload the employee’s vacation days to HRIS on a regular basis using HRIS Absence Tracking Fast Entry Template.

Verifying Vacation Records:

  • Recorder shall provide a print out of each employee’s Employee Attendance Record to the manager / supervisor on a monthly basis.
  • Manager / Supervisor will review and verify the Employee Attendance Record information with the Employee.
  • If errors are found, the Recorder shall be informed to make corrections.
  • If no errors are found, Employeeand Manager / Supervisor will sign off on the Employee Attendance Record.
  • The signed spreadsheet will be forwarded to HR office and be made part of the employees’ file.

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