| 1.0 |
SUBJECT: Vacation Leave Overage |
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| 2.0 |
EFFECTIVE
DATE: May 28, 2002 |
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| 3.0 |
DISTRIBUTION: Agency Human
Resource Managers |
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| 4.0 |
FROM: Bobbi J. Mariani, Director
DATE: May 28, 2002 |
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| 5.0 |
PURPOSE: To clarify the
vacation leave overage policy per K.A.R. 1-9-4. |
| 6.0
| BACKGROUND:
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Pursuant to K.A.R. 1-9-4(a)(2), at the end of the last payroll
period paid in the fiscal year, up to 20 hours of any accrued
vacation leave that exceeds the employee’s maximum accumulation
of hours must be converted to sick leave. K.A.R. 1-9-4 includes
tables listing the maximum accumulation of vacation hours based on
length of service. Following the conversion, all remaining
vacation leave over the maximum must be forfeited.
Vacation leave is a benefit for state employees
and is intended to be used as time away from work in an effort to
maintain a healthy workforce. Employees are encouraged to take
leave throughout the year instead of waiting until the end of the
fiscal year when it may create a hardship for the agency.
Employees and supervisors need to work together throughout the
year to ensure vacation earned can be used prior to the fiscal
year end.
This Bulletin supercedes Bulletin 99-01 dated
May 5, 1999.
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| 7.0 |
PROCEDURES: |
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7.1 |
If the employee is over the vacation
maximum, enter the Sick Leave Accrual earnings code
(SLA) on the
employee’s last fiscal year timesheet (the
last timesheet paid in the fiscal
year) to transfer up to 20 hours of vacation leave to
sick leave.
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7.2 |
Do not record leave for hours that exceed
the employee's normal workday. For example, if
an employee's normal workday is 8 hours, do
not record 8 hours
worked (REG-Regular) and 8
hours vacation (VAC-Vacation) on the same day.
This implies the employee's position is greater
than 1 Full Time Equivalent (FTE). If the
employee was scheduled to use leave, and is
called back to work on that day, the hours
worked should be recorded and the equivalent
amount of leave canceled. It is acceptable, for
example, to record 4 hours worked and 4 hours
vacation if the employee only worked 4 hours and
chooses to use vacation leave for the other 4
hours.
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7.3 |
Do not record hours worked if the employee
is actually on leave.
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7.4 |
Do not record a vacation leave payout,
unless the employee is retiring or
terminating.
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| 8.0 |
REFERENCES: K.A.R. 1-9-4,
1-5-24. |
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| 9.0 |
CONTACT
PERSON: Brent Smith at brent.smith@da.ks.gov or (785) 296-1432. |
