District Resource Guide - Polk County School District

amount and type of leave requested by the employee and charged against their available
leave balance.
• Leave forms should be maintained on file at the school for three years.
• The Employee Request for Bargained Leave form should be used to document the twohour
medical appointment leave, floating, and birthday leave, for eligible employees.
• The Application for Temporary Duty Assignment form is required to be completed by an
employee for all out of county training and in-county if a substitute is required or expense
reimbursement is requested.
Postings to SAP
• All leave including temporary duty assignment and other exceptions to normal working
hours should be posted to SAP with the appropriate absence/attendance code in a timely
manner, at least by the monthly payroll deadlines.
• Unrecorded absences result in excess cost to the District by either overuse of paid leave
during employment or payout of excess leave at termination. Care should be taken to
ensure that all employee absences are recorded on SAP and therefore charged to the
employee’s leave balance.
• Timesheets, leave forms, AESOP reports and substitute sign-in sheets should be reviewed
to ensure all absences have been posted to the SAP system and charged to the employee.
• Refer to the Absence/Attendance Codes list for the various codes to use for posting to
SAP. Some of the more common codes are as follows:
o OI00 Made Up On Other Day
o OI16 Comp Time Earned
o OI18 Comp Time Taken
o OI32 Float/Birthday Holiday
o OI43 2 HR Doc. Appt. /Mo.
o OI44 Jury Duty/Subpoena
o OI46 Normal Working Hours
o OI50 Personal Chrg to Sick
o OI52 Personal Chrg w/oPay
o OI62 Sick Leave
o OI64 Sick Leave Bank
o OI78 Temporary Duty Leave
o O182 Training Prof Dev
o OI88 Vacation
• Any variations in work hours should be documented on time records and posted to SAP
for the days on which they occur. Absence code OI00 Made Up On Other Day is used
Prepared by Carol Matthews 7/26/11