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Supervisor Action Steps

Family Medical Leave (FMLA)

  • Step 1. If employee has been off work for more than three consecutive calendar days or on an intermittent leave on an on-going basis for a qualifying FMLA reason, notify your Business Office or the HR Service Center at 765-494-2222 .
  • Step 2. Ensure that the employee is requesting FMLA using the University approved form(s).

    ExemptNon-exempt
    Exempt employees will request FMLA using the following forms. If you have questions, please contact your business office or HR Service Center  Non-exempt employees will request FMLA leave by following the below instructions.  If you have questions, please contact your business office. 
  • Step 3. Approve leave request via signature on appropriate forms above.
  • Step 4. Forward all completed forms to your Business Office/HR Service Center. 
  • Step 5. If leave is for employees own illness/injury, obtain a return-to-work statement from the health care provider prior to the employee returning to work.
  • Step 6. Questions or assistance in administering the leave policy should be directed to the HR Service Center at HR@purdue.edu or 765-494-2222

Jury Duty and Witness Duty Leave

  • Step 1. Collect a copy of the jury duty or witness duty summons from the employee
  • Step 2. Ensure that the employee is requesting  jury duty or witness duty leave using the University approved form

    ExemptNon-exempt
    Exempt employees will request jury duty or witness duty leave using one of the following options. If you are unsure which action your employee should take, please contact your business office. Non-exempt employees will request jury duty or witness duty leave using both of the following forms.  If you have questions, please contact your business office.
  • Step 3. Approve leave request via written or electronic signature
  • Step 4. All printed materials should be routed to your business office.  If your employee has been designated to use the Employee Self-Service (Working Time) functionality, this process has been fully automated eliminating the need to complete forms.    
  • Step 5. Questions or assistance in administering the leave policy should be directed to HR employee relations at EROfficer@purdue.edu or 765-494-1679.

Military Family Leave

Military Leave

  • Step 1. Obtain a copy of the employee's official orders to report for Military duty.  (If leave is foreseeable.)
  • Step 2. Ensure that the employee is requesting Military Leave using the University approved form(s).

    ExemptNon-exempt
    Exempt employees will request military leave using the following form. If you have questions, please contact your business office.  33ABSENCE form (Excel) or 33ABSENCE form (PDF) Non-exempt employees will request military leave using both of the following forms.  If you have questions, please contact your business office. 
  • Step 3. Approve leave request via signature on appropriate forms above.
  • Step 4. Forward all completed forms to your Business Office.
  • Step 5. Questions or assistance in administering the leave policy should be directed to the HR Service Center at HR@purdue.edu or 765-494-2222.

Outside Activity Leave

  • Step 1. Ensure that the employee is requesting outside activity leave using the University approved forms.

    ExemptNon-exempt

    Exempt employees will request outside activity
    leave using the following forms. If you
    have questions, please contact your business office

    N/A 

     

  • Step 2. If leave is for 1-5 consecutive working days, must have written authorization of department head on form 32A and 33 Absence.  If leave is for more than five consecutive working days, must have written authorization of department head and President (or his/her designee) on form 32A and 33 Absence.
  • Step 3. Forward all completed forms to your Business Office.
  • Step 4. Questions or assistance in administering the leave policy should be directed to the HR Service Center at HR@purdue.edu or 765-494-2222 .

Paid Parental Leave (PPL)

  • Step 1. If employee may qualify for FMLA, see "Supervisor Action Steps for FMLA".  If they do not qualify for FMLA but do qualify for PPL, contact your Business Office or the HR Service Center at 765-494-2222.
  • Step 2. Ensure that the employee is requesting PPL using the University approved form(s).

    ExemptNon-exempt
    Exempt employees will request PPL using the following form. If you have questions, please contact your business office/HR Service Center.  Non-exempt employees will request PPL using both of the following forms.  If you have questions, please contact your business office/HR Service Center. 
  • Step 3. Work with employee on how they will take the leave; continuous, intermittent or reduced schedule.  Approve leave request via signature on appropriate forms above.
  • Step 4. Forward all completed forms to your Business Office/HR Service Center.
  • Step 5.  If leave is for the birth mother, obtain a return-to-work statement from the health care provider prior to the employee returning to work.
  • Step 6. Questions or assistance in administering the leave policy should be directed to the HR Service Center at HR@purdue.edu or 765-494-2222.

 Personal Business Day

  • Step 1. Verify the employee has not used their three personal business days for the current fiscal year.
  • Step 2. Ensure that the employee is requesting personal business days using the University approved form(s).

    ExemptNon-exempt
    Exempt employees will request personal business days using one
    of the following options. If you are unsure which action
    your employee should take, please contact your business office. 
    N/A 
  • Step 3. Approve leave request via signature on appropriate forms above or by accessing Manager Self-Service if employee requested via Employee Self-Service.
  • Step 4. Forward all completed forms to your Business Office.  If your employee has been designated to use the Employee Self-Service (Working Time) functionality, this process has been fully automated eliminating the need to complete forms.
  • Step 5. Questions or assistance in administering the leave policy should be directed to the HR Service Center at HR@purdue.edu or 765-494-2222.

Personal Holiday

  • Step 1. Verify the employee has not used their personal holiday for the current fiscal year.
  • Step 2. Ensure that the employee is requesting personal holiday using the University approved form(s).

    ExemptNon-exempt
    N/A  Non-exempt employees will request FMLA using the following forms.  If you have questions, please contact your business office or HR Service Center.
  • Step 3. Approve leave request via signature on appropriate forms above.
  • Step 4. Forward all completed forms to your Business Office.
  • Step 5. Questions or assistance in administering the leave policy should be directed to the HR Service Center at HR@purdue.edu or 765-494-2222.

Sick Leave – (AP Staff/Faculty)

  • Step 1. If the employee has been off work more than three consecutive calendar days, see "Supervisor Action Steps for FMLA".  If not, verify that the employee has sick leave available.
  • Step 2. Ensure that the employee is requesting sick leave using the University approved form(s).

    ExemptNon-exempt

    Exempt employees will request sick leave using one of the following
    options. If you are unsure which action your employee should take,
    please contact your business office. 

    N/A 
  • Step 3. Approve leave request via signature on appropriate forms above or by accessing Manager Self-Service if employee requested via Employee Self-Service.
  • Step 4. Forward all completed forms to your Business Office.  If your employee has been designated to use the Employee Self-Service (Working Time) functionality, this process has been fully automated eliminating the need to complete forms.
  • Step 5.  If leave is for employees own illness/injury, obtain a return-to-work statement from the health care provider prior to the employee returning to work.
  • Step 6. Questions or assistance in administering the leave policy should be directed to the HR Service Center at HR@purdue.edu or 765-494-2222.

Sick Leave – (Clerical and Service Staff)

  • Step 1. If the employee has been off work more than three consecutive calendar days, see "Supervisor Action Steps for FMLA".  If not, verify that the employee has sick leave available.
  • Step 2. Ensure that the employee is requesting sick leave using the University approved form(s).

    ExemptNon-exempt

    N/A 

     

    Non-exempt employees will request sick leave using both of the following forms.  If you have questions, please contact your business office.

     
  • Step 3. Approve leave request via signature on appropriate forms above.
  • Step 4. Forward all completed forms to your Business Office. 
  • Step 5.  If leave is for employees own illness/injury, obtain a return-to-work statement from the health care provider prior to the employee returning to work.
  • Step 6. Questions or assistance in administering the leave policy should be directed to the HR Service Center at HR@purdue.edu or 765-494-2222.

 Unpaid Personal Leave– (AP Staff/Faculty)

  • Step 1. Verify that the employee has exhausted all appropriate paid leave, or contact Human Resources if you are thinking about approving unpaid leave when the employee has paid leave remaining.  Also verify that the employee is not requesting more than a year of unpaid leave.  (see Policy)
  • Step 2. Ensure that the employee is requesting unpaid leave using the University approved form(s).

    ExemptNon-exempt

    Exempt employees will request unpaid leave using one of the following options. If you have questions, please contact your business office.

    N/A

     
  • Step 3. Approve leave request via signature on appropriate forms above.  If the leave is for 22 workdays or less, the leave must also be approved by the department head.  If the leave is for more than 22 workdays, the leave must also be approved by department head; the employee's dean or director; and the employee's vice president or chancellor, or his/her designee.
  • Step 4. Forward all completed forms to your Business Office.
  • Step 5. If leave is for employees own illness/injury, obtain a return-to-work statement from the health care provider prior to the employee returning to work.
  • Step 6. Questions or assistance in administering the leave policy should be directed to the HR Service Center at HR@purdue.edu or 765-494-2222.

Unpaid Personal Leave– (Clerical and Service Staff)

  • Step 1. Verify that the employee has exhausted all appropriate paid leave, or contact Human Resources if you are thinking about approving unpaid leave when the employee has paid leave remaining.  Also verify that the employee is not requesting more than the maximum allowed.  (see Policy)
  • Step 2. Ensure that the employee is requesting unpaid leave
    using the University approved form(s).

    ExemptNon-exempt

    N/A 

     

    Non-exempt employees will request unpaid leave
    using both of the following forms.  If you have questions,
    please contact your business office.

  • Step 3. Approve leave request via signature on appropriate forms above.  If the leave is for 22 workdays or less, the leave must also be approved by the department head.  If the leave is for more than 22 workdays, the leave must also be approved by department head; and the campus personnel director, or his/her designee.
  • Step 4. Forward all completed forms to your Business Office.
  • Step 5.  If leave is for employees own illness/injury, obtain a return-to-work statement from the health care provider prior to the employee returning to work.
  • Step 6. Questions or assistance in administering the leave policy should be directed to the HR Service Center at HR@purdue.edu or 765-494-2222.

Worker's Compensation Leave  (Employee off work)

  • Step 1. Complete the First Report of Injury form within 24 hours of being notified or as soon as possible. In the case of a serious injury, ask witnesses to the accident to complete a Witness Report form.
  • Step 2.  If employee will be off work for more than three consecutive calendar days and may qualify for FMLA, see "Supervisor Action Steps for FMLA". 
  • Step 3.  Contact the Worker's Compensation Administrator at 765-494-0306 to notify that the employee is off work or if the employee is monthly paid, for instructions on completing time.

    ExemptNon-exempt

    Exempt employees will request worker's compensation leave using the following form.  (After contacting the HR Service Center for further instructions.)

    Non-exempt employees will request worker’s compensation leave by following the below instructions. If you have questions, please contact your business office.
  • Step 4. Approve leave request via signature on appropriate forms above.
  • Step 5.  Obtain a return-to-work statement from the health care provider prior to the employee returning to work.
  • Step 6. Questions or assistance in administering the leave policy should be directed to the Worker's Compensation Administrator at HR@purdue.edu or 765-494-0306.