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Memo from Human Resources regarding leave time usage


TO: All Faculty and Staff

FROM: Linda L. Lonsinger, Chief Human Resource Officer

RE: End of Fiscal Year Reconciliation of Leave Usage – Faculty, Administrators, Classified Staff, Bargaining Unit Classified Staff

DATE: May 28, 2013





As we approach the end of the fiscal year, this is a reminder to submit all leave time used in the past year to Payroll before June 30 to enable reconciliation of leave usage in the past year. 

Faculty and Administrators

It is necessary for administrators and faculty to report all vacation and sick leave usage via the paper Paid Time Off form which is accessible online at http://www.ohio.edu/hr/forms.cfm#p. Please ensure that your unit has an established and well-known protocol for submitting forms. The forms should be submitted in a timely manner to the Payroll office so employee accrual information may be reported and managed accurately. This is especially important at the end of the fiscal year as Payroll prepares to renew vacation, sick leave time, and personal time accruals.

Personal Days – Administrators and Classified Staff

Classified Staff using Workforce time entry should have up-to-date information as data is entered and submitted each pay period. Administrators may consult My Personal Information (MPI) to obtain their current leave balances.

The University provides a personal leave benefit to all classified employees as indicated in Policy #40.028. AFSCME and FOP classified bargaining unit employees follow policy #40.028 as modified by Article 35(J) and 27L respectively of the Collective Bargaining Agreements.  

(Administrators and classified staff are provided identical personal leave benefits). The policy states that any unused days at the end of the fiscal year are added back to an individual’s sick leave balance. To accomplish this without confusion, the unused personal leave will be returned to an employee's sick leave balance and personal days for 2013-2014 will be set aside for employees with a sick leave balance of at least 120 hours for those assigned to eight-hour shifts, and 150 hours for those assigned to 10-hour shifts on July 1. The last day to use any remaining personal hours received for the 2012-13 fiscal year is Saturday, June 29, 2013 for classified staff, and Sunday, June 30, 2013 for administrative staff.

All permanent and provisional, full-time and part-time classified employees, as well as full-time and part-time administrators, who have a sick leave balance indicated above at the pay period ending June 29, 2013 for classified staff, and June 30 for administrative staff, will be entitled to personal hours for the 2013-2014 fiscal year. Employees can begin using the benefit July 1, 2013 (which falls within the pay period ending July 13, 2013 for classified staff, and July 15, 2013 for administrative staff.)

Relevant Information

Personal time must be used in 1-hour increments. You may not report a ½ hour, or 1 ½ hours, etc. Please refer to the following policies for more information on Leave:

Vacation & WBC for Administrative and Classified Employees– Policy 41.000 

Paid sick leave for faculty and administrative staff – Policy 40.029

Paid sick leave for classified – Policy 40.030

Leaves of Absence for faculty and administrative staff – Policy 41.128

Leaves of Absence for classified staff – Policy 40.033

If you have any questions, please contact the Human Resource Office (Records ext. 3-2096) or Payroll (ext. 3-1860).