[HRMS] Excess Annual Leave Rollover and Retention

[HR Important Message]

[Office-Human-Resources-V_for_email]

An important message from FSU Office of Human Resources

This message has been approved by Shelley Lopez, Program Director, Communications/Special Projects, for distribution to all Department Representatives.
Please notify all employees in your department of this important information.

At the end of each calendar year, employees' excess annual (vacation) leave balances will be converted into sick leave. Staff and Faculty who have excess annual leave balances on December 26, 2019, will have those hours converted to sick leave at the end of Pay Period "O" (January 9, 2020). Employees will be able to view their new leave balances on January 14, 2020.

Maximum Year-End Annual Leave Balances:

All hours beyond these limits are considered excess annual leave.

Employee Type
Maximum Year-End Annual Leave Balance
USPS
240
A&P
352
Faculty (12-month)
352
Executive Service
480


How to Determine if Employees Have Excess Annual Leave Balances:

Departments can use this OMNI query to identify employees who have excess annual leave balances.
Query by Department (requires DEPTID to run)
FSU_TL_LEAVE_BAL_MAX_BY_DEPT

Shows the following for employees in the department: annual leave balances, amount of annual leave they can carryover (based on the limit for their employee type), and each employee's individual rollover amount (for all employees who are over the limit).

How Can Employees Avoid Excess Annual Leave Prior to the Rollover Date?

Supervisors should work with employees who expect to have excess annual leave and schedule vacation days off to help avoid or alleviate excess annual leave. For employees with high balances, this should be practiced year-round to avoid using large clusters of leave near the end of the year.

Note: Due to Winter Break, all annual leave must be reported by 5:00 PM on December 16, 2019.

How to Request to Retain Excess Annual Leave:

Executive Service, A&P, USPS, and Out-of-Unit Faculty must request and be approved to retain any excess annual leave. In-Unit Faculty cannot request to retain excess annual leave.

1.       The employee must submit the Excess Annual Leave Retention Request Form<https://hr.fsu.edu/pdf/excess-annual-retention-request2019.pdf> to their supervisor, Director, or Department Head.
2.       The form must be signed by the supervisor, Director/Department Head, AND the appropriate Dean or Vice President.
3.       Once approved by the department and Dean/Vice President, the form must be forwarded to Human Resources for review and final approval by the Associate Vice President for Human Resources.

4.       Send forms to the attention of Sue Andres using Mail Code 2410 or email sandres at fsu.edu<mailto:sandres at fsu.edu>.

Excess Annual Leave Retention Request Forms must be received by Human Resources no later than December 13, 2019, to be considered for approval.

Questions? Contact Sue Andres at sandres at fsu.edu<mailto:sandres at fsu.edu> (850) 644-5052.

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