Electronic Personnel Actions (EPA) for resignations should indicate the last day of work as the ending date.
Note: University policy does not allow employees to take vacation for a period of time and return
for a brief period (i.e., one day) for the sole purpose of extending pay status, vacation accruals,
and other University benefits. The resignation date should be the last day of work with total vacation
hours indicated for payout.
The computation of pay for terminal vacation for A, K, P and E base employees will be based on the
employee's salary converted to the appropriate hourly rate.
To calculate a partial month’s vacation accrual, take the number of the last working day and divide it
by the number of calendar days in that month, then multiply it times the employee’s normal monthly
accrual; thus, for a full time P&S resigning on March 7, 2014 you would use 7/31 x 16 to get a total
3.61 hours vacation accrual for March. When completing the monthly leave report for the month in which
a salaried employee terminates, do not enter the number of hours of terminal vacation paid out. Enter
only the amount of vacation and sick leave used during the month of termination.
For H base employees, a resignation EPA needs to be processed showing the last day worked and the vacation hours
to be paid out. However, the vacation hours must be entered into the HT system for the employee to be paid
for these hours.
A, D, K and P base personnel on term appointments funded by sponsored programs will be required to take
vacation during the period of the appointment or it will be lost unless prior arrangements are made
to do otherwise. This terminology must be used on the LOI (Letter of Intent). The vacation payout can be
charged to the award using actual hours accrued while employed on the award.
If an employee chooses to waive the right to terminal vacation pay, the Payroll Office will require
written justification from the department. The department should have written authorization from the
individual in the departmental files.
In the case of A-base, K-base and P-base employees, either department may require an employee to use
some accrued vacation prior to effecting a transfer if it can be demonstrated that accepting a
substantial liability for accrued vacation might be detrimental to its budget operations. In such
cases, the employee could not be required to reduce his or her accrued balance below 15 days.