Leave Payouts

Purpose:

To communicate the policies, procedures, and resources for processing leave payouts, a.k.a. time off payments, for eligible staff and faculty.

Relevant Definitions:

Leave: In Workday, "leave" means something very specific; for purposes of this article, we are using the pre-Workday term of "leave" to signify what Workday refers to as "paid time off"; i.e. hours accrued via benefits-eligible employment in a staff or faculty job at UT Austin that may be used in lieu of work hours to remain on the payroll, for specific reasons allowable based on the type of paid time off/leave. e.g., vacation, sick, etc.

• Faculty and staff jobs do not accrue all of the same types of leave:
  • Benefits-eligible faculty jobs accrue sick leave and floating holidays (when applicable);
  • Benefits-eligible staff jobs accrue sick leave, vacation, floating holidays (when applicable), and, depending on FLSA Exempt status, may accrue one or more types of compensatory time. (Please see central HR's Paid Time Off for more information about the different leave types.)

Types of Leave Eligible to be Paid Out:

• Vacation*
• Floating Holiday
• FLSA Overtime*
• Holiday from Vacation Payout – used to pay terminated workers for holiday time that falls after their termination date that they would be eligible for due to their ending vacation balance

*See UT HR’s Time Off Payment(s) page for requirements.

**Please note that the above means that faculty May require leave payouts upon separation from the university.

***If an employee separates from the university due to death, a portion of sick leave balances are also to be paid out. (See Time Off Payments for details)

Process:

1. Check an employee’s payable balances by running Payable Time Off Balances (Required and Optional) - RPT0371. Make a note of all payable time off balances.
   1. This report will show you whether the employee has unsubmitted or unapproved time, the reason the leave balance is eligible to be paid, and the type of leave and number of hours accrued.
2. Check that all of an employee’s timesheets have been completed by running Timesheet Completion Report for Worker - RPT1016.
   1. Start Date: Employee’s hire date, or 11/01/2018, whichever date is later.
      1. If the employee was hired prior to WD's implementation, entering their real start date will show all the weeks before 11/1/18 as missing timesheets.
   2. End Date: Employee’s termination date
   3. Check “Only Include Issues” – if the report returns with No Data, then there are no missing/incomplete timesheets
   4. Check “Exclude weeks with no Scheduled Weekly Hours and no Reported Hours”
3. If needed, submit the employee’s missing/incomplete timesheets. You may need to reach out to the employee or their supervisor to confirm their hours. All timesheets must be final-approved before a leave payout can be completed.
4. Follow the Payouts at Termination or Loss of Leave Eligibility WIG to submit the leave payout.
   1. If you’re paying terminated workers for holiday time they would be eligible for due to their ending vacation balance and that falls after their termination date, first calculate how many holidays fall within the terminated worker’s vacation balance and then use the Absence Type “x. Payout at Separation: Holiday from Vacation Payout” to pay the terminated worker for the eligible holidays earned. Holiday Rules can be found at the bottom of the Date Checker Tool.
   2. Banked overtime is paid at the discretion of departments, except for the following 3 instances when the overtime hours MUST be paid out: (Pay Banked Overtime WIG).
      1. If an employee moves from an FLSA Non-Exempt job profile to an FLSA Exempt job profile; e.g., via a reclassification.
      2. If an employee is transferring from one UT department to another and has accrued overtime hours;
      3. If an employee with accrued overtime hours separates from UT.

Related Policies:

• UT HR Time Off Payment(s)
• Annual Leave (HOP 5-4110)
• Different Types of Paid Time Off (Central HR webpage)

Other Related Links:

• Payouts at Termination or Loss of Leave Eligibility WIG
• Pay Banked Overtime WIG