is an employee database for employee records, time reporting, taxes, and payroll. Postdocs should be tracking vacation and sick time by entering the applicable codes into the Post Doc Exception time Entry section in HCM when they take a day off. This also applies to Paid Parental Leave, Floating Holidays, Jury Duty, or FMLA (Family Medical Leave Act) leave.
Postdocs should be going in at least once per month to verify that their leaves have been entered correctly and their balances reflect accurately. Any issues or questions can be sent to postdoc@case.edu.
Postdocs earn 1.33 days (10.64 hours) per month of vacation time. They are given 10 sick days (80 hours) upon their initial appointment and at each anniversary renewal. They are also entitled to one Floating Holiday per fiscal year. * Leave accrual is pro-rated for part time postdocs. For reference to leave balances and time off, the Time Away Policy for postdocs can be found here.
* Accruals happen around the 3rd business day of the month; this is when your vacation accruals from the previous month will show up in HCM.
Time Reporting
Step-by-step tutorial for submitting time in HCM
TRC Codes for Time Reporting
Most Common:
| Code | Description | Allotment |
|---|---|---|
| VAC | Vacation | 16 days per year, accrued at 1.33 days per month, max fiscal year rollover 16 = days |
| SICK | Sick | 10 days given upon hiring and on each anniversary |
| FHL | Floating Holiday | 1 per fiscal year; does not roll over |
Special Circumstances (prior approvals may be required):
| Code | Description | Allotment |
|---|---|---|
| SCKFM | Sick - Family Member | Caring for a sick family member; deducted from Sick balance |
| PPL | Paid Parental Leave | 8 weeks (40 days) paid parental leave for birth, foster, or adoption of a child |
| FMLSS | FMLA Self - Sick | Often used with paid parental leave; deducted from Sick leave balance |
| FMLSV | FMLA Self - Vacation | Often used with paid parental leave; deducted from Vacation leave balance |
| FMLFS | FMLA Family - Sick | Leave to take care of a loved one; deducted from Sick leave balance |
| FMLFV | FMLA Family - Vacation | Leave to take care of a loved one; deducted from Vacation leave balance |
| JURY | Jury Duty | Leave paid at normal rate if the postdoc is selected for Jury Duty |
| BRVMT | Bereavement | Bereavement leave for the death of a loved one; deducted from Sick leave balance |
What is FMLA Leave? The Family Medical Leave Act (FMLA) provides up to 12 weeks of job protection. The university recognizes that employees need to tend to both personal medical and family medical concerns in a constructive manner in order to be fully productive. Therefore, the university provides a measure of stability through benefit protection and a reasonable allowance for paid and unpaid time off of work. This policy applies to leaves for: (1) parenting, (refers to care and nurturing for a new child as a result of childbirth, adoption, or foster custody, unrelated to a medical condition), (2) serious health condition of a family member, or (3) serious health condition of the employee (including: Workers’ Compensation or a serious health condition related to pregnancy and/or childbirth).
Appreciative Time Off
Per the Appreciative Time Off Policy, postdocs are eligible for the following paid time off. If postdocs are required to work during these times, equivalent time off should be taken on a regular work day within two weeks.
Take 2 - Employees can depart their offices at 3pm on Fridays during June and July
Holiday Early Dismissal - Offices will close at 3pm on the Wednesday prior to Thanksgiving and on December 23rd (if the university is open that day)
Winter Recess - The university offers paid time off on workdays between Christmas and New Year's Day.
Dangling Holidays - If Juneteenth or the Fourth of July fall on a Tuesday or Thursday, the university will also be closed that Monday or Friday, respectively.
See the policy documents for more information and rules.
University Holidays and Closures
See the University Holiday and Closing Calendar here
Postdocs will receive paid time off for the following holidays:
New Year's Day, Martin Luther King Jr Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day, Day After Thanksgiving, Christmas Eve, Christmas Day, Winter Recess, and New Year's Eve.
Personal Information
To view or edit your personal information (address, phone number, personal email, emergency contact), click Personal Details on the main dashboard.
To update your contact for RAVE alerts, click RAVE alerts on the main dashboard.
Payroll and Tax Information
To view your paychecks, click Payroll on the main dashboard. This page allows you to view all previous paychecks.
To update your Direct Deposit account, click the Payroll block on the main dashboard, then click Direct Deposit on the left side.
To view your tax information (W-4), click the Payroll block on the main dashboard, then click W-4 Tax Information on the left side.
To view your W-2, click the Payroll block on the main dashboard, then click W-2 on the left side.