Adjustment to Vacation Accrual

One of the responsibilities of the admin-supe is to update the Leaves Profile for each member of their staff at the beginning of every new fiscal year. In particular, the Vacation Days Carried Over should be updated to reflect the new year.

The new carryover value is usually computed by using the Leaves Calendar program "Calculate Available Vacation" after entering a Staff Lookup session. An adjustment is occasionally needed to that calculated value.

That calculation includes additions to accrued vacation for every month of employment in the calculation period. If the employee has been out of work for "Leave Without Pay" (LWOP) and/or "Temporary Disability" (TempDis, also called "Short-term Disability") an adjustment may be necessary. This is how to determine if an adjustment is needed:

• The determination is done for two 1/2-month periods of each month. The first period is days 1-15 of the month (1-14 for February). The second period is the remainder of the month.
• In order to be entitled to vacation accrual during the period, an employee must have worked or been absent with an officially sanctioned Leave for at least one-half of one work day during the period. Sanctioned Leaves for this purpose exclude LWOP, TempDis, and University Holidays, but include all other Leaves such as vacation, sick leave, jury duty, etc.
• If the employee has been absent for LWOP and/or TempDis for each and every whole non-holiday workday during any 1/2-month period, the admin-supe is responsible for subtracting the vacation accrued during that half month.

To determine how much accrued vacation is included in the Leaves Calendar calculation and must be subtracted for each disqualified 1/2-month period, the admin-supe may use this calculation:

1. Look up the "Annual Vacation Accrual" in the employee's Leaves Profile.
2. Divide that number by 12 to calculate the monthly accrual.
3. Divide that resulting number by 2 to calculate the accrual for 1/2 month. This result is the 1/2-month accrual rate for a full-time employee.
4. If the employee is less than full-time, multiply the 1/2-month rate above by the percent time that employee works, e.g., .80 for an 80% employee. This result is the 1/2-month accrual rate for a reduced-time employee.