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Reminder regarding end of fiscal year reconciliation of leave usage

As the end of the fiscal year (FY 2017) approaches, University faculty and staff are reminded to make sure all planned and/or confirmed absences through June 30, 2017 are recorded in Absence Management using My Personal Information (MPI). This will ensure that leave balances are appropriately reflected and carried over into the new fiscal year (FY 2018).

Faculty and Administrators
Administrative salaried employees and faculty should report all vacation and sick leave usage through the Absence Management functionality in MPI. Requests for planned and/or confirmed absences should be submitted to and approved by your supervisor no later than June 30, or as soon as you return from your absence, to ensure that employee accrual information, included vacation, sick leave and personal time can be rolled over accurately.

Last day to use Personal Days for FY2017
Hourly Classified Staff: Saturday, June 24, 2017
Hourly Administrative Staff: Saturday, June 24, 2017
Salaried Administrative Staff: Friday, June 30, 2017

Remaining FY2017 Personal Days – Administrators and Classified Staff
Classified and administrative hourly staff using WorkForce time entry can view up-to-date usage and balance information through WorkForce as data is entered and submitted each pay period. Salaried Administrators should refer to Absence Management in MPI to obtain their current leave balances.

  • The last day for classified and administrative hourly staff to use any remaining personal hours received for FY2017 is Saturday, June 24.
  • Salaried administrative staff will have until Friday, June 30 to use their personal hours. 

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. Salaried Administrators, Administrative Hourly, and Classified Non-Bargaining Unit staff are provided identical personal leave benefits.

The policy states that at the end of the fiscal year, unused personal days will be added back to an individual’s sick leave balance. 

Personal Days for FY2018 
On July 1, personal days for FY2018 will be established. 

  • For employees assigned eight-hour shifts with a sick leave balance of at least 120 hours (15 days), 24 hours of time will be converted.
  • For classified employees assigned 10-hour shifts with a sick leave balance of at least 150 hours (15 days), 30 hours of time will be converted.
  • All permanent and provisional full-time and part-time classified employees and administrators, who have a sick leave balance in excess of the amounts noted above as of the dates listed below, will have three days of sick leave time converted to personal leave for FY2018.
    • Classified and administrative hourly staff may use their newly accrued personal hours on or after July 1, 2017. Please note that accrual totals will not be visible in WorkForce until July 3.
    • Salaried administrative staff may use their newly accrued personal hours on or after the pay period beginning July 1, 2017 

The employee’s sick leave balance will be reduced by these hours while the personal leave balance will be increased by the same number of hours. 

Relevant Information
Personal time must be used in one-hour increments. Employees may not report half-hour increments.

Please refer to the following policies for more information on leave:

  • Personal Days for Classified Staff – Policy 40.028
  • Vacation & Winter Break Closure for Administrative and Classified Employees – Policy 41.001
  • 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

Questions? Please contact the Employee Service Center at uhr@ohio.edu or 740.593.1636.