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Procedures for Incorrect Leave Accrual

HROG Section:
Work/Life Benefits
Document Title:
Procedures for Incorrect Leave Accrual
Initial Date Posted:
December 1, 2009
Board Approval:
Applies To:
All DCCCD Employees
Source:
District Human Resources
Chancellor's Cabinet: Nov. 17, 2009
Related TASB Policy:
Last Date Revised:

Purpose

Background

Definitions

Eligibility

Procedures

It is the employee’s responsibility to confirm that vacation, sick, extenuating circumstances and related leave is being accrued at the correct rate in accordance with their employment classification through the regular review of documents/information provided by the DCCCD.  These documents may include viewing current leave balances via e-Connect or by obtaining information from the location Human Resources office.  

If through audit or other review an error in leave accrual is found, an analysis will be completed and given to the location HR director.  

Upon verification, the employee’s leave account will be corrected to the actual accrual amount.  The employee will be required to repay the district the over accrued amount. This repayment can occur over a period equal to not more than the duration of the error, but not for a period longer than four years.  At any time, the employee may elect to repay the balance of hours owed with leave available in the same leave category.  

In the event the employee does not have enough hours to deduct from in a month, the owed hours will be applied the following month in addition to the current month’s owed hours.  

If the employee terminates employment prior to the balance being paid off, the remaining hours owed will be deducted from the employee’s final paycheck.  

If through audit or other review it is found that someone should have earned more accrual than they received, the accrual will be corrected by District Human Resources and hours that need to be added will be posted to the employee’s account immediately.

Employee Responsibility

HR Responsibility

Exceptions To Policy

Other Notes

Related Links