Manage Employees

Visit RF Employee Self Service to access the E-Time Reporting system. It sends reminder emails to the employee when a timesheet is due and to the manager when a timesheet is ready to approve.  

When you receive a completed timesheet or exception report, you should review it to determine if the information is accurate. If the information is accurate, you may approve the timesheet or exception report. If the information is inaccurate, you should return it to the employee for corrections.  

You can also use RF Employee Self Service to set a new user password, reset your password and view E-Time Reporting guides and demonstrations. Note: If you’re a new user, enter your Research Foundation ID number (included in new hire paperwork) as your username. 

Employees may request to use vacation accruals as soon as it is credited after six months.  

An employee generally must request vacation time in advance from their manager. Vacation time usage is subject to manager approval. 

Vacation Time Eligibility

Salaried employees appointed at a minimum of 0.5 full time equivalent (FTE) are eligible to accrue PTO vacation unless they are: 

• Within the first six months of their date of hire (Eligible employees will be credited with vacation accruals, based on their FTE and rate, from their date of hire, upon completion of six months service.) 

• Appointed for the summer only 

• Assigned a student title (Research Project Assistant, Project Instructional Assistant, Research Aide, Senior Research Aide, or Camp Counselor – Student) 

• Employees who by nature of their work assignment are in positions designated as non-accruing in accordance with RF guidelines; that is, employees whose work schedule corresponds to a primary or secondary school schedule

Prior SUNY full-time service is recognized when establishing vacation accrual rates if the employee is appointed to the RF within 15 days of separation from SUNY.  

The RF recommends that each eligible employee be encouraged to take vacation leave for rest and relaxation during the year if accrued leave is available.

Sick time is available for use upon accrual. It can be used to provide income replacement when an employee is absent from work due to: 

• An employee’s mental or physical illness, injury or health condition 

• The diagnosis, care or treatment of an employee’s mental or physical illness, injury or health condition 

• An employee’s need for medical diagnosis or preventative care 

An employee may also charge up to 25 days of accrued sick time per calendar year due to bereavement or family illness, which includes: 

• Death of a family member 

• Care for a family member with a mental or physical illness, injury or health condition 

• A family member’s need for preventative care or the diagnosis, care or treatment of a mental or physical illness, injury or health condition 

Employees must personally notify their manager of their need to use sick time as soon as practicable. Where practicable, this notice should occur no later than 30 minutes before the start of their scheduled work time. 

If an employee is absent on sick time for five or more consecutive workdays — and their absence was not related to bereavement, family illness or safe leave — the employee must send a return-to-work note completed by a physician to [email protected] before returning to work.  

Employees that indicate a need for medical leave, either for themselves or a family member, should visit the Accruals, Leave and Time & Attendance page and contact [email protected] for guidance.

Sick Time Eligibility 

Employees are eligible to accrue PTO sick as of their first day of employment, unless they are:  

• Assigned a student title (Research Project Assistant, Project Instructional Assistant, Research Aide, Senior Research Aide, or Camp Counselor – Student) 

• Assigned to an Extra Service appointment 

Whenever possible, employees must request personal time in advance. 

Personal Time Eligibility 

Salaried employees who are appointed to a minimum of 0.5 FTE and hold positions in the Clerical and Office Support, Technical and Research Specialists Salary Structure (Salary Schedule 6) are eligible for PTO personal as outlined in the Paid Time Off Plan – Series II chart, unless they are:  

• Appointed for the summer only 

• Assigned a student title (Research Aide or Senior Research Aide) 

• Employees who by nature of their work assignment are in positions designated as non-accruing in accordance with RF guidelines; that is, employees whose work schedule corresponds to a primary or secondary school schedule

Leave Administration Handbook 

Completing and Monitoring Attendance Reports Procedure

Meal Periods and Work Breaks Policy

Time Reporting Policy

Please use the Employee Performance Program Template and the Employee Performance Evaluation Template.

If your employee is not meeting expected or communicated Research Foundation (RF) job performance standards, not behaving appropriately at work, or not following RF policies and procedures, please refer to SUNY RF’s guidance for implementing progressive discipline.  

You should be in contact with RFHR before implementing Steps 3 and 4 of the Progressive Discipline Policy.