Employee E-Leave Guide

Employee Leave Guide (E-Leave)

Technical College of the Lowcountry
System: E-Leave (online, paperless leave system)
Date: April 22, 2025

Overview

E-Leave is the online system used to request, track, and approve employee leave.

Employees must submit leave requests whenever they do not meet their normal work hours. Supervisors are responsible for ensuring all leave is recorded correctly.

Failure to report leave may result in disciplinary action.

First-Time Login / Password Setup

To access the system for the first time:

  1. You will receive an email with a temporary password.
  2. Go to the SCTCS Leave login page.
  3. Click “Forgot your password?”
  4. Enter your username and click Submit.
  5. Check your email for a password reset link.
  6. Create a new password.
  7. Click Continue to enter the system.
  8. If prompted again to change password, click Cancel.

General Reminders

  • Leave requests can be entered from any computer.
  • Submitting a request does not mean it is approved.
  • Employees must notify supervisors when leave is requested.
  • Each day must be entered separately.
  • Each leave type (sick, annual, etc.) must be entered separately.
  • Leave cannot be entered for future calendar years.
  • If insufficient leave exists, contact HR to request Leave Without Pay.

Important Notes

  • Annual leave should be requested in advance.
  • Sick leave should be entered within 3 days of return (or in advance if planned).
  • Medical documentation may be required for absences of 3+ days.
  • Certain leave types (FMLA, Leave Without Pay) require additional documentation.

Contact HR for assistance: ext. 8248

Logging Into E-Leave

  1. Go to SCTCS Leave.
  2. Enter your username and password.
  3. After login:
    • Left side: Leave balances
    • Right side: Leave request form

Entering Leave

To request leave:

  1. Select a Leave Type from the dropdown.
  2. If applicable, select a Family Member relationship.
  3. Enter:
    • Date
    • Hours (in quarter-hour increments)
    • Comments (if needed)
  4. Submit the request.

Notes

  • Leave must be entered one day at a time.
  • Quarter-hour increments are required.

Future Leave Tab

The Future Leave tab shows:

  • Current leave balance
  • Pending requests
  • Future accruals

Non-Exempt Employees (FLSA Timesheets)

Timesheets must be completed weekly.

Steps:

  1. Click the Non-Exempt tab.
  2. Select the Week Ending date.
  3. Enter hours worked each day.
  4. Verify all leave entries are correct.
  5. Click Submit Time Sheet.

Important:

  • Leave must be entered before completing timesheet.
  • System does NOT calculate hours automatically.
  • Weekly total must equal 37.5 hours.

Supervisors / Managers

Approving Leave

  1. Click Approval tab.
  2. Select employee.
  3. Click Approve Selected Days.

Approving Timesheets

  1. Click Approval tab
  2. Select Approve Weekly Timesheet
  3. Approve employee timesheet

Cancelling Leave

Before leave date:

  • Use View Transactions
  • Select employee and date range
  • Click red “X” to delete

After leave date:

  • Employee emails HR with reason
  • Supervisor approval required
  • HR removes leave

Viewing Leave Transactions

  1. Click View All Transactions
  2. Enter date range
  3. Select leave type or “All”
  4. Select:
    • Pending OR
    • Approved
  5. Click Retrieve

You can export results to Excel.

Password Help

If you cannot log in:

  1. Click “Forgot your password?”
  2. Enter username
  3. Follow email reset link

Contact HR if issues persist.

Leave Policies

Annual Leave

  • Earned by full-time employees (non-faculty)
  • First 10 years: 15 days/year
  • Earned monthly: 1.25 days (9.38 hours)

Limits

  • Max use per year: 30 days
  • Max carryover: 45 days

Notes

  • Must be approved in advance
  • Paid out (up to 45 days) upon separation
  • Transfers to other SC state agencies if no break in service

Holidays

Recognized holidays include:

  • New Year’s Day
  • MLK Day
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving (and day after)
  • Christmas (Eve, Day, and after)

Notes

  • Some holidays are accrued instead of observed
  • Holidays during leave are not charged as leave

Faculty Nonwork Days

Faculty receive nonwork days instead of annual leave:

  • <10 years: 23 days
  • 10–15 years: 24 days
  • 15–20 years: 25 days
  • 20+ years: 26 days

Notes

  • Some days are pre-scheduled
  • Up to 5 days may be carried forward annually
  • Max accumulation: 45 days

Sick Leave

  • Earned: 15 days/year
  • Monthly: 1.25 days
  • Max accumulation: 180 days

Uses

  • Personal illness or injury
  • Medical appointments
  • Pregnancy and childbirth
  • Care of immediate family (up to 10 days/year)

Requirements

  • Notify supervisor ASAP
  • Documentation required for 3+ days

Family Medical Leave (FMLA)

Eligible employees may receive:

  • Up to 12 weeks unpaid leave
  • For:
    • Birth/adoption
    • Serious health condition
    • Caring for family member

Military Leave

  • Up to 15 days/year paid for training
  • Additional 30 days in emergencies
  • Orders must be submitted to HR

Bereavement Leave

  • Up to 3 consecutive workdays (22.5 hours)
  • For immediate family

Court Leave

  • Granted for jury duty or subpoena
  • Must provide documentation
  • Must return to work if excused early

Leave Without Pay

Available for:

  • Extended illness/disability
  • Professional development

Requirements

  • Written request
  • Supervisor and leadership approval

Leave Transfer Program

Employees may donate leave to a shared pool.

Used for:

  • Catastrophic illness
  • Family emergencies
  • Severe hardship

Approval considers:

  • Employee record
  • Length of service
  • Nature of hardship