At the University of Oregon, all leave usage is reported by employees on a monthly basis. For salaried employees, the leave is reported at the end of the month and recorded in Banner during the next month's time entry period. As a result, the leave balance reported on the earning statement for salaried employees is not current, but rather reflects the leave balance for end of the prior month.
Hourly employees are paid from the mid-month to mid-month, with a two week lag until payday. Unlike salaried employees, the leave balance for hourly employees reported on the earnings statement is current for the pay period.
Leave Types and Codes
|Leave Type||Earned||Taken||Paid||Leave Code|
(Straight Time/Time & One Half
|Personal Leave||N/A||LTP or LTQ
(alternating fiscal years)
* Compensatory time does not accrue automatically. During time entry, departments must enter either the earn code LEF or LEC . Most classified employees are FLSA non exempt, and comp hours are earned at a rate of time and one half (earn code LEF). A few classified employees hold positions that are defined by the FLSA as executive, administrative, or professional and the comp time earnings rate is at straight time (earn code LEC.)
The classified employee compensatory time ceiling is 120 hours. See PWIVERI for the exempt indicator (Y or N) and SEIU Article 25 Overtime, Section 7(c).
Classified Leave Accrual
Sick and vacation leaves are accrued automatically each month in Banner. The sick and vacation accrual for any month is based on hours worked divided by 160 hours times 8 hours. You will note that in the salaried calculation, the hours worked are converted to "Banner" hours; in the hourly example, "actual" hours worked are used in the computation.
Example Salaried Classified:
If salaried employee works half -time or 86.67 hours in a given month, the sick or vacation leaveaccrual will be 86.67/160*8=4.3 hours.
If a salaried employee works full-time or the 173.33 standard hours, the sick or vacation leave accrual will be 173.33/160*8 = 8 hours (the maximum).
Example Hourly Classified:
If an hourly employee works 88 hours in a given month, the sick and vacation leave accrual will be 88/160*8 = 4.4 hours (to a maximum of 8 hours).
Maximum Vacation Accrual and Cap:
The maximum vacation accrual will vary depending on years of service to a maximum of 18 hours per month.
The classified employee vacation leave cap is 250 hours. Any accrued vacation leave in excess of this cap will be forfeited.
Classified Vacation Pay Out
A provision in the SEIU agreement allows classified employees to receive a payoff of accrued vacation of up to 40 hours. In order to qualify, the employee must have 80 hours of vacation leave remaining after the payoff. The payoff can only occur in January of each year. See SEIU Article 47 Vacation Leave (Section 17).
A form is available on the Human Resources web page to assist in processing the payoff.
Vacation Cash Out Request Form
Unclassified Leave Accrual
Proration of Unclassified sick and vacation (for any month) is based on hours worked divided by 173.33 hours.
Example Salaried Unclassified:
If a half time salaried employee works 86.67 hours in a given month, the sick leave accrual will be 86.67/173.33*8 = 4 hours.
A full time salaried employee that works 173.33 standard hours will receive 173.33/173.33*8 = 8 hours (the maximum).
The maximum vacation accrual will vary depending on appointment percentage to a maximum of 15 hours.
Example Hourly Unclassified:
If an hourly unclassified employee works 88 hours in a 176 month, the sick leave accrual will be 88/173.33*8 = 4.06 hours. Note that BANNER calculates the accrual incorrectly . The accrual should have been 88/176*8= 4 hours. Over the course of a year, the amounts should balance out, with the leaves off a minimal amount. Departments may request Payroll Office staff to make an adjustment to the employee’s leave balance. Send email to Chad Hartvigsen email@example.com.
Unclassified Vacation Pay Out
In accordance with section 7 of Oregon Administrative Rule 580-021-0030 'Vacations', unclassified employees are eligible for a pay out of a maximum of 180 hours of accrued unused vacation upon transfer or termination.
Doc Pay and Classified Leave
During the time entry window, payroll administrators may be given a warning that the leave hours entered will create a doc pay situation for an employee. Since leave accruals are always based on 160 hour months, BANNER accrues classified leave correctly when pay is docked. No manual intervention is required to adjust the leave balances for classified employees.
Doc Pay and Unclassified Leave
Payroll administrators may be given a warning during time entry that an employee has an insufficient leave balance. Unfortunately, a manual adjustment by Payroll Office staff is required to adjust leave balances when pay is docked for unclassified employees. This is because the accruals for unclassified employees are based on 173.33 hours. Send an e-mail to Chad Hartvigsen at firstname.lastname@example.org to correct an unclassified leave record.
Unclassified employees may not accrue vacation leave in excess of 260 hours. Classified employees may not accrue vacation leave in excess of 250 hours. Any accrued vacation leave in excess of these caps will be forfeited.
With vacation caps in place, employees and departmental administrators need to be aware of the “ take first, accrue later” rule. Vacation leave is accrued automatically during the monthly payroll process on the last day of each month. Leave is first taken (based on time entry) and then accrued during subsequent payroll processing.
Below are two examples which illustrate situations where employees have reached the vacation leave cap.
Employees wishing to maintain the maximum leave balance (260 hours for unclassified and 250 hours for classified) must take and report as many vacation hours each month as they will accrue in the following month.
Example 1 Unclassified employee maintains a vacation balance of 260 hours without forfeiting any accrual:
Beginning Balance 260 Previous Months Usage -15 Current Months Accrual +15 Current Available Balance
on the Earnings Statement.
It is imperative that employee's with vacation balances near the vacation ceiling take enough vacation leave in the prior month to maintain their full current month leave accrual.
Example 2 Unclassified employee forfeits some accrued leave:
Beginning Balance 260 Previous Months Usage -10 Current Months Accrual
(employee forfeits 5 hours of accrued vacation)
+10 Current Available Balance
on the Earnings Statement.
Note: For classified employees a cap of 250 hours would be used.