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Leave Processes

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Leave Administrators are responsible for maintaining leave records for their department(s). There are several processes that take place during the year to help mange this task.

End of Year Process (December)

Full-time employees (SPA/EPA) may begin the new year on January 1 with a maximum of 240 hours of vacation; any excess over 240 is transferred into the employee's sick leave balance. Full-time Post Docs employees may begin the new year on January 1 with a maximum of 192 hours of vacation: any excess over 192 is transferred into the employee's sick leave balance.

Part-time employees may begin the new year with a prorated amount of vacation based on their FTE (full-time equivalency). To determine this, multiple the employee's FTE by 240 hours.

Example: a .50 FTE EPA or SPA employee can begin the new year with a maximum of 120 hours of vacation. Any hours over 120 will automatically roll into sick leave.

The FTE in effect as of December 31st is the FTE that determines how much vacation an employee may carry into the next year.

Note: The Web Leave System automatically rolls excess vacation balances into sick leave as of December 31st.

Leave Administrator Responsibilities

As of December 31, the Leave Administrator must

  • Make sure each employee's leave is reconciled as of that date
  • Ensure that each employee (EPA/SPA) has a monthly breakdown report signed by the employee, the Leave Administrator, and the employee's Supervisor.

Negative leave balances as of December 31st (for both vacation and sick leave) must be cleared for all SPA employees.

The Monthly Audit Process e-mails Leave Administrators when the ending balances from one year do not match the beginning balances of the next year for an employee.

Once the year-end close-out occurs

  • Transactions posted in the previous year do not update the current year's beginning balances .
  • Leave administrators need to manually correct the current year's beginning balances to reconcile the differences.
  • Leave administrators will continue to be notified each month until the employee's leave balances are reconciled.

Changing the Current Year in a Leave Transaction

  • To view records from a previous year, select the year and click Change Now.

The date on the report is the current date; however, the title on the reports reflects the year selected from the main menu. Leave Administrators can edit leave for previous years, but the change is not reflected in the current year. Edit the current year to reflect the changes.

End of June Process

Human Resources captures leave balances as of 6/30 each year for University financial statements. It is imperative that balances are correctly reflected in the system as of 6/30.

All employees who are active as of 6/30 must also be set up in the leave system, even if they have a zero balance.

Note: Human Resources reports the balances around the middle of July. Leave Administrators are notified of the specific date each year.

Leave Administrator Responsibilities

It is the Leave Administrator's responsibility to

  • Reconcile each employee's leave as of 6/30
  • Ensure that each employee (EPA/SPA) has a monthly breakdown report signed by the employee, the Leave Administrator and the employee's Supervisor.

Note: The monthly breakdown report is retained in the department. Do not forward to Human Resources.

Leave administrators should make sure that EPA employees do not have more than 344 hours and SPA employees do not have more that 343 hours (prorated for reduced FTEs).

Monthly Audit Process

The monthly audit process e-mails Leave Administrators when an employee's ending balances from one year do not match the beginning balances of the next year. Once the year-end closeout occurs, transactions posted in the previous year do not update the current year's beginning balances. Leave administrators need to manually correct the current year's beginning balances. The Leave System will continue to notify Leave Administrators each month until the employee's leave balances are reconciled. Departmental Reports and Departmental Breakdown Reports can be generated here.

Last Edited: December 3rd, 2010