1. General Information

    Hourly and budgeted employees report the use of vacation and sick leave hours on both the monthly or semi-monthly time card and the monthly absence report. Payment of vacation or sick leave for current employees is included in the regular paycheck.

  2. Advance

    Advance payment to current employees for accrued vacation is not authorized.

  3. Lump Sum Payment

    Upon termination of employment of an individual, who has at least six months of continuous service at UTA, accrued vacation is paid a lump sum on the semi-monthly payroll. Longevity is not included in the calculation of the vacation hourly rate.

  4. The accrued vacation lump sum payment is not subject to Optional Retirement or Teacher Retirement benefits. The payment is subject to federal withholding tax and FICA deductions.

  5. Vacation payment at termination will be paid on next available payroll.

  6. No payment is made for unused sick leave to an employee who resigns, is dismissed, or separates from University employment.

  7. Payment of accrued vacation and sick leave of a deceased employee is paid to the estate of the deceased employee in an amount equal to all unused vacation time and one-half of unused sick leave time, not to exceed 336 hours. Longevity is not included in the calculation of vacation and sick leave paid to the estate of the deceased employee.

  8. Payment Process for Accrued Vacation for Terminated Employees

    The employing department completes the Departmental Vacation/Holiday Payroll Voucher (Exhibit 1-6) to initiate payment of vacation accrual. A separate voucher will be prepared for each terminating employee.

    1. The expenditure is recorded in account 18-3130-7414.

    2. The employing department forwards the Departmental Vacation/Holiday Voucher to the Office of Human Resources for verification of accrued vacation hours.

    3. After verifying the hours to be paid, the Office of Human Resources forwards the Departmental Vacation/Holiday Voucher to Payroll Services for processing.

    4. Payroll Services distributes the payment according to the instructions indicated by the employee on the Voucher, e.g., direct deposit or mail to forwarding address. Therefore, it is extremely important that the department obtain that information from the terminated employee.

  9. Payment Process for Accrued Vacation/Sick Leave for Deceased Employees

    The employing department prepares separate Departmental Vacation/Holiday Payroll Vouchers for Vacation Pay and Sick Leave pay. The vouchers are submitted together to Human Resources for verification. Human Resources will forward the two vouchers to Payroll Services for processing. When the checks are prepared, Payroll Services delivers the checks to Benefits in Human Resources for distribution to the estate of the deceased employee.

  10. Payment Process for Accrued Comp Time

    Occasionally, a department pays an employee for accrued over time compensation time. The payment is entered as overtime on an overtime voucher. The employing department reduces the number of recorded comp hours by the number of comp hours paid. If the department reports Vacation/Sick Leave or Compensatory Time electronically in DEFINE, the department adjusts the comp hours in module ETM.

  11. If the department reports Vacation, Sick Leave and/or Comp Time via paper reports to Office of Human Resource, the comp time paid is reported in that same manner and the Office of Human Resources will adjust the appropriate leave or comp balance.