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Vacation Accrual/DSL Reminders & Case Studies ABCs of Research February 7, 2005 Sara Bible, ORA Tana Hutchison, CO Jamie Lutton, CO Topics for today … Definitions and reminders Changes to Administrative Guide Memo 22.5 Beginning Vacation Balance Central Vacation Account
Sara Bible, ORA
Tana Hutchison, CO
Jamie Lutton, CO
This is a change from our old cash basis policy
Their earned, but unused vacation at 9/1/03
Their pay rate at the timetheir bucket is filled
+ 50 Hours
- 30 Hours
- 120 Hours
Employee Vacation balances consist of:
- Beginning vacation balance as of 9/1/03
- Hours earned monthly since 9/1/03
Employees are paid for Vacation when:
- Employees use Vacation time, as an Active employee
- Employees are paid out for Vacation upon Termination
Money comes out when:
Money comes in via:
Employees use Vacation
Employees leave and
receivea Vacation Payout
9/1/03 Vacation Funding
Burdening (since 9/1/03)
Has not yet been paid for
75 hours accrued from 9/1/03 to 2/28/05
Paid for through accrual rate
Employee quits on 2/28/05 and is paid for a total of 175 vacation hours
Central vacation account will pay out 175 hours of vacation. Chemistry must fund the central account for the 100 hours which have not yet been paid for
75 hours covered by vacation accrual, already charged to Chemistry using VAC/DSL rate
How do I fill up their vacation bucket of 100 hours?
100 hours from Chemistry budget or
100 hours from funds received when employee transferred to ChemistryVacation AccrualExample: Chemistry Department
Example does not include TGP.
Note: RBE stands for “Regular Benefits Eligible”
Example shows case where employees used exactly what was accrued
100 hours earned on sponsored project A (ended 7/1/02)
100 hours earned on sponsored project B (will end 5/31/05)
100 hours earned on departmental, non-sponsored account
300 Hours Total
75 hours accrued from 9/1/03 to 2/28/05 on Project B
Employee quits on 2/28/05 and is paid for a total of 375 vacation hours
How do I fill up their vacation bucket of 300 hours?
100 hours from Project B (with permission from PI and rebudgeting authority)
200 hours from departmental, gift or other non-sponsored account
You may NOT charge Project B for the vacation earned on Project A or the departmental account
75 hours covered by vacation accrual, already charged to Project BSponsored Projects - Example
a. Now that the grant is closing, what happens to that money (associated with the 50 hours) and what PTA do we charge in order to recover those 50 hours worth?
b. Where does the money come from to pay the vacation off, now that the grant is ending? They are owed vacation money and an expected grant is not immediate.
c. How do we force people to take vacation during the grant period?
d. What if the grant period is very short? How do you ask them to take a few days off here and there especially when most people would rather build up their vacation hours?
More questions or case studies?
Keep Kronos records up to date
Encourage staff to take vacation in the year it is earned
In iJournals do transfer dollars for vacation used credit when moving salary for same time period
Don’t budget separately for vacation accrual
In iJournals don’t transfer accrual dollars for vacation earnedVacation Accrual: DOs & DON’Ts