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Request Leave/​Plan Travel

Personal Time Off

You can request time off through OneUSG Connect, the online portal that connects you with vacation requests as well as sick leave, past paychecks, tax downloads, and more.

Visit the UGA Human Resources page for Regular Leave, Extended Leave, and other Extended Leave policies.

Extended Leave/​Medical Leave

Sick Leave

For individual sick leave days, use OneUSG Connect to log your time.

For circumstances requiring extended leave, you may qualify for extended leave time. Any employee (including part-time and temporary) of the University of Georgia, who has…

  • Been employed by the University of Georgia for at least 12 months total (not necessarily the last 12 months)
  • Worked at least 1,250 hours during the 12-month period immediately preceding the leave

…is eligible to be granted family leave for conditions authorized by the Family and Medical Leave Act.

The Act provides that employees may be granted up to 12 workweeks of job-protected leave during a 12-month period, or 26 workweeks in the case of qualifying exigencies related to certain military-related situations.

Learn more from the UGA Human Resources website.

Comp Time

The Fair Labor Standards Act of 1938 (or “FLSA”) is a federal law which requires that most employees in the United States be paid at least the federal minimum wage for all hours worked and overtime pay at time and one-half the regular rate of pay, or provided compensatory time-off in the case of government employees, for all hours worked over 40 hours in a workweek. All University System of Georgia Institutions shall establish a standard 40-hour workweek and abide by the Fair Labor Standards Act provisions.

View the Full UGA/​USG Policy

Download a Comp Time Approval Form (XLSX download)

  • Employees are prohibited from working overtime or working any hours outside of the scheduled workday unless a supervisor has authorized the unscheduled work in advance. Any employee who fails to report or inaccurately reports any hours worked will be subject to disciplinary action, up to and including discharge.
  • Each institution in the University System of Georgia has a responsibility to minimize overtime work to the extent possible. Overtime work shall be authorized for non-exempt employees only when the work is deemed necessary and is approved by the institutional assigned individuals authorized to make such decisions. Approved compensatory time is subject to a 240-hour maximum accumulation. Employees who have reached the compensatory time maximum must receive a cash payment for any additional overtime. Additionally, all compensatory time balances on record as of May 31 must be paid out no later than the final bi-weekly pay period in June each fiscal year. Such payment shall be at the employee’s regular earnings rate at the time the payment is made. Compensatory time earned in June will carry forward into the upcoming fiscal year.

Implementation in the Mary Frances Early College of Education

Compensatory time off will be the standard method of compensating non-exempt employees for work exceeding 40 hours in a workweek. Supervisors will have the discretion to approve comp-time for individual employees up to a threshold of 75 hours, and it is expected that any comp-time balances will be fully expended by May 31st (see spend-down schedule below). As the USG policy states, any comp-time earned in the month of June will carry forward to the new fiscal year. Because there will be no budgeting for additional overtime compensation at the College or unit levels, a more limited threshold will allow for a reasonable accrual of time that can be expended by May 31st.

Comp time should be pre-approved by supervisors—download the Comp Time Approval Form (XLSX download)—and submitted to the Business Office/Office of Research and Graduate Education along with any approved leave forms for a given pay period. In cases where an emergency or other significant situation requires that an employee exceed the hours of their standard daily schedule, they should notify their supervisors afterward and when needed provide an explanation on the comp-time approval form. Where possible, this additional work time should be accounted for by adjusting their work schedule in the same workweek (Thursday-Wednesday). When this is not possible, a comp-time approval form will be needed.

Spend-down of compensatory time: The maximum accrual threshold for individual employee compensatory time balances will incrementally regress in the months prior to May 31.

  • February 28 – 75 hours
  • March 31 – 50 hours
  • April 31 – 25 hours
  • May 31 – 0 hours

If you are planning on traveling to a workshop, conference, or for other professional reasons while working for UGA, first, use the mileage tool (XLSX download) to determine if a rental car or your personal car is the most economical form of travel.

The mileage tool must be attached to an expense report that contains a justification if the most cost-effective form of transportation is not used. Please complete the form before submitting the travel authority because this helps determine how much transportation costs will be.

Please note: The results of this form are important and will be required to show proof of your transportation choice when you submit for reimbursement, so please print a copy and/or screenshot the page for your records. Additionally, the OneSource Training Library is a great tool for students and employees to learn more about OneSource and OneUSG Connect. Please contact your departmental business manager if you have any questions or need help.

For full state travel policies and guidelines, including mileage reimbursement rates, please visit the State Accounting Office’s website.