September 2009 Version 2009/01
Managing Vacation for Support Staff
HR Web Site: http://www.umanitoba.ca/admin/human_resources/
Managing vacation for support staff:
a)
Support staff in appointments that are 12 months or longer and have regular weekly hours of work are eligible for vacation time (other support
staff are paid vacation pay every pay day.)
b)
The vacation year starts April 1 and ends March 31 of the following year.
c)
Vacation entitlement refers to the vacation time credited effective April 1 and the value is calculated based on the hours worked/paid during the
previous vacation year. Vacation accrual refers to the vacation credits that are being earned in the current year (that is, from April 1 to date).
d)
Vacation entitlements for the current vacation year (e.g., April 1, 2009 to March 31, 2010) including carryover from the previous year (e.g.,
March 31, 2009) are populated in the VIP Entitlement Bank after staff in Human Resources have completed the vacation renewal process.
e)
The vacation entitlement bank in VIP is recorded in hours. Vacation accrual will be transferred to vacation entitlement at the end of the fiscal
year and credited to the entitlement bank as at April 1; or if the individual leaves the University prior to April 1, the vacation accrual will be
paid out as a percentage of the earnings.
f)
You may look at vacation entitlement by running the Department Vacation report. Please refer to this report on the Documentation page of the
HRIS/VIP web site. The “Hours Entitlement” (third column from the left) gives you the total vacation entitlement including the hours carried
over from the previous vacation year. The last column shows the balance left as of the date you run the report.
g)
You may also look at vacation entitlement from the Employee Entitlement Bank (A9G) screen (refer to the Navigation training guide on how to
open the screen). Read the screen as follows:
-
Under the Current Entitlement section: the Balance Hours indicates the hours left from the current year’s entitlement as of the last applied
payroll. This balance will be reduced as the vacation time is taken as long as the balance under the Previous Entitlement section is 0 (zero).
-
Under the Previous Entitlement section: the Balance Hours indicates the hours left from carryover from the previous vacation year as of the
last applied payroll. This balance will be reduced as the vacation time is taken. Once this balance is zero, the current vacation will be
debited.
-
Under the Last Renewal section: Entitled Hours refers to the vacation entitlement based on the hours worked in the previous fiscal year.
This value remains unchanged until it is renewed in April of the following year.
h)
Human Resources initiates the vacation renewal process as soon as the pay has been applied for the pay period which contains March 31, with
entitlement for both bi-weekly payroll and hourly payroll categories available around the last week of April or the first week of May.
i)
Vacation time taken must be entered in VIP through time-entry during the pay period in which the vacation is taken. Any corrections/omissions
must be submitted to Payroll on a “Corrections and Additions Timesheet” as soon as they are discovered.
j)
Employees are permitted to carry up to a maximum of 10 days to the next vacation year.
k)
University policy does not normally allow carryover of more than 10 days unless there are exceptional circumstances (such as an employee
being on a maternity/parental leave or a prolonged sick leave).
l)
Employees are permitted to take up to five (5) working days of vacation in advance provided it has been earned, and subject to written approval
of the department administrator. Consideration should be given when approving such advances for those bi-weekly paid employees who
received one week’s pay in advance in 2005 during transition from the legacy system to VIP – there must be enough vacation balance left to
repay the one week should the employee resign/retire.
m) No vacation time is to be taken or advanced during the notice of resignation – vacation time will be paid out instead. Staff on retirement may
take vacation time from the vacation entitlement bank but no advance from vacation accrual is permitted.
n)
Two reports are available in VIP which will assist in managing vacation. These are the Individual Vacation report and the Department
Vacation report. Instructions on how to run these reports are posted on the web. Please visit the HRIS/VIP Documentation page by clicking
http://umanitoba.ca/admin/human_resources/services/hris/documentation/index.html.
o)
Office administrators should ensure run reports regularly to ensure that the vacation records are correct.
p)
Reports should be run for vacation planning. It is the responsibility of management to ensure that employees who have in excess of 10 days for
carryover plan to take the excess by March 31. If necessary, vacation days should be assigned by the supervisor.
September 2009 Version 2009/01
Managing Vacation for Support Staff
HR Web Site: http://www.umanitoba.ca/admin/human_resources/
To assist with managing vacation for support staff, the table below shows the timeline for actions required/events occurring:
Timeline
Throughout the year
From March 1
1st week of March
Actions/events
Submit Corrections & Additions Timesheet to Payroll as soon
as errors/omissions in time entry are discovered.
Do vacation reconciliation which includes:
1. Run Individual Vacation Report for both bi-weekly and
hourly payroll categories.
2. Reconcile report with the individual staff
3. Staff sign Individual Report to confirm vacation balance
and to request carryover if applicable
4. Carryover/negative balance to be signed by designated
authority
5. Faculty/unit/department submit a copy of the signed
Individual Vacation Report (even if there is no carryover)
to HR
6. In case of discrepancies, submit Correction & Addition
Timesheet to Payroll
Final submission of Corrections and Additions Timesheet to
allow sufficient time for Payroll to make correction prior to
vacation renewal process
Last working day in March
Last opportunity to run vacation reports to show vacation
information for current year.
Last day of April
Notify your staff of their vacation entitlement, actions include:
1. Run Department Vacation Reports for both bi-weekly and
hourly pay category staff.
2. Notify individual staff of their vacation entitlement for
vacation planning
Regularly throughout the year
Enter vacation time and correction as required, that is:
1. Time entry on vacation within the pay period when time is
being taken.
2. Reconcile vacation and submit Corrections & Additions
Timesheet to Payroll for correction of discrepancies as
soon as they are discovered.
Review vacation plan: run vacation report to identify
individuals who might have a balance in excess of 10 days by
the end of March to ensure that a vacation plan is in place for
these employees to use vacation in excess by March 31.
Vacation plan in place for employees to use any vacation in
excess of 10 days by the end of March.
September/October
December
Comments
Run the reports early March to avoid last
minute rush. (Reports being run by many
departments at the same time may give you
errors and you may not be able to get any
reports.)
It is important that Corrections and Additions
be done regularly during the year.
Submission after the first week of March may
have to be corrected in the following vacation
year which may result in inaccurate vacation
entitlement.
Reports run after March 31 while vacation
renewal is being processed will not reflect
accurate vacation information.
Please refer to f) and g) on Page 1.
Employees who have not arranged with their
supervisor by the end of December to use any
vacation in excess of 10 days shall be assigned
days by the supervisor.