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Monthly Leave Reporting

Leave reporting is the method by which exempt employees report sick, vacation, and other time away from work online through BannerWeb. 

  • Do not submit your leave until after the pay period has ended. You have five days past the end of the pay period in which to submit your leave.
  • It is imperative that you submit your leave reports in a timely fashion. You must submit a leave report whether or not you have taken any leave.

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Understanding Your Leave Report

NEW: Special Paid Leave for COVID-19

A new leave code, called the Special Paid Leave (SPL) Code, has been created for reporting during the COVID-19 event. Employees may receive up to 15 days of additional paid leave to be used for COVID-19 related situations like illness, quarantine, isolation or family care need. This is a one-time allowance of additional paid leave in response to the COVID-19 crisis. If you are absent due to a COVID-19 related situation, you can select the Special Paid Leave code on your Leave Report to report those days.

Funeral or Jury Duty Leave

If you take Funeral or Jury Duty leave, you will see a negative balance for these leave types on the Time Off Current Balances and History display. This is normal as there is not a "bucket" of available balances to draw from for these leave types.

Vacation and Sick Leave Accrual

• Monthly/Exempt employees will accrue vacation and sick based on the number of hours paid in the pay period.
• When the payroll is processed (usually around the 25-27th of the month), leave balances will be updated with the hours accrued for that month.

Vacation Accrual

  • Vacation leave is based on your anniversary date.
    [Example: Employee is hired on June 1, 2008. The anniversary date is June 1.]
  • The number of vacation days you can carry over from one anniversary year to the next is capped based on your years of service. You may carry over the maximum plus 5 days.
    [Example: Employee has 10 years of service. The annual carryover is 5 days plus 18 days for a total of 23 days.]

Vacation Loss

  • If you have more than the allowable carryover for your years of service when the payroll is processed during your anniversary month, the excess leave will be subtracted from your vacation balance. 
    [Example: Employee can carryover 20 days (15 + 5) but has a balance of 22 days when payroll is processed during his/her anniversary month. The system will subtract 2 days from the vacation balance.]
  • To avoid forfeiting your vacation time if you have excess hours, ensure your leave is submitted and approved by the 20th of your anniversary month.
  • Please plan ahead to ensure that vacation time is not lost and that all leave reports through your anniversary month are submitted and approved.
  • Lost vacation will not be added back to your balance.

For more information, click here.


Pay-related, approver, or "leave report is not available" errors:

Payroll: (804) 289-8170 or

Leave balance questions: Human Resource Services

BannerWeb Access questions: Help Desk

Hours or days?

Leave is submitted and viewed in days, not hours.

However, part-time, monthly-paid employees must report exception time in hours. To indicate a half-day of, report 50% of the normal total hours worked in a day. For a full day off, report 100% of the normal total hours worked in a day. Leave balances will also be displayed in hours.