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Texas Payroll/Personnel Resource

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Required Documentation
Documentation to Support Leave Without Pay, Payment of Accrued Leave and Employee Termination

Documentation to Support Leave Without Pay

The supporting documentation for a state employee who takes leave without pay or whose salary is docked must specify:

  • The employee’s name and employee identification number.
  • The beginning and ending dates of the leave or the period the salary is docked.
  • The work schedule of the employee including the days the employee is normally scheduled to work and the number of working hours on each of those days.
  • If the employee is subject to the overtime provisions of the FLSA.
  • The number of leave hours taken or the number of hours for which the salary is docked.

Documentation to Support the Payment of Accrued Leave

The supporting documentation for a state agency’s payment of any type of accrued leave or compensatory time to a state employee must specify:

  • The employee’s name and employee identification number.
  • The work schedule of the employee including the days the employee is normally scheduled to work and the number of working hours on each of those days.
  • If the employee is subject to the overtime provisions of the FLSA.
  • The type of leave or compensatory time being paid to the employee.
  • The number of leave or compensatory time hours the agency is paying the employee.

Documentation Requirements Related to Employee Termination

The supporting documentation for a state employee who voluntarily or involuntarily terminates employment with a state agency must specify:

  • The employee’s last day of employment, defined as the last day the employee was expected to work for the agency and not including any day the employee remained on the agency’s payroll to exhaust the employee’s accrued vacation time balance.
  • The number of hours worked on the last day of employment.
  • The number of hours included in any lump-sum payment to the employee for the accrued balance of the employee’s vacation time.

Note: If the employee is remaining on the payroll to exhaust the employee’s accrued vacation time balance, the supporting documentation must specify the amount of that balance as of the last day of employment and the last date the employee remains on payroll.

Source

Texas Government Code, Section 403.071.