To: TIM Administrators
Date: November 11, 2010
Subject: Calendar Year End Information
Negative Vacation and Sick Balances at Calendar Year End
A negative vacation or sick leave balance cannot be carried over from one calendar year to the next; it must be deducted from the employee’s last paycheck of the calendar year or as soon after as allowable.
- Calendar Year End Payback for SPA Employees: All departments will process the payback through TIM and will not submit a dock in pay.
- Calendar Year End Payback for EPA Employees: All departments will process the calendar year end procedure in TIM and will also submit a dock in pay. Because hours are not extracted from TIM to Payroll for EPA Employees, this procedure will only update the employee’s leave balances in TIM.
The ‘Using the Accrual Reporting Period Genie’ document attached to this communication provides detailed information on how to review employees’ accrual balances in TIM.
The ‘Negative Year End Leave Instructions’ document attached to this communication provides step by step instructions on how to payback negative balances in TIM.
Calendar Year End Sign Off Schedule
Employee Type & Sign Off Due Date:
- SPA Employees: Tuesday, January 4, 2011
- EPA Employees: Tuesday, January 25, 2011
All 2010 leave taken must be made effective as of a date in 2010 before the Sign Off Due Dates shown above. Sign off will be applied to all SPA and EPA timecards that have not been signed off by the due date.
Vacation Rollover Schedule
Vacation rollover to Sick will occur automatically in TIM on January 1, 2011 for Full Time and Part Time employees with 50%, 75%, and 80% FTE. FTE percentages are imported into TIM from the HR systems.
Employee Type & Vacation Balance Limits:
- Full Time 100%: 240
- Part Time 50%: 120
- Part Time 75%: 180
- Part Time 80%: 192
- All other Part Time %: Manual Adjustment based on Actual FTE %
Example: For part time permanent employees whose FTE percentage is 65%, the roll over limit is calculated as 240 hours x 65% = 156 hours. Therefore, the prorated Vacation Balance Limit is 156 hours and all excess Vacation hours over the 156 limit must be moved to the Sick Bank. The TIM Administrator must move the amount of hours over 156 from Vacation to Sick effective January 1, 2011. This will leave the prorated limit of 156 hours in Vacation.
Leave Box on your E-Paystub
Please note that the Vacation rollover to Sick will show as a negative amount in the “Used this Year” and the “Used this Cycle” rows for Vacation and as a positive amount in the “Earned this Year” and “Earned this Cycle” rows for Sick.