To: All Civil Service Staff <everybody@illinois.edu> 
    From: "Personnel Services Office" <kerrin@uillinois.edu>
Reply-To: kerrin@uillinois.edu

 Subject: MASSMAIL - Vacation Accrual for Civil Service Employees

TO:    Civil Service Employees

FROM:  Denise Hendricks, Assistant Vice President for Human Resources

Since the implementation of the Banner system, many of you have had 
questions regarding the benefits accrual process.  I would like to take 
this opportunity to give you a more detailed explanation of how your 
benefits accrue under the new system.

With the previous Paymaster system, vacation and sick leave usage was 
subtracted before newly accrued benefit hours were added.  With Banner, 
accrued benefit hours are added before benefit usage is subtracted.  As 
you know, there is no cap on the amount of sick leave employees can 
accrue.  Therefore, this difference in sequencing in the new payroll 
system does not affect sick leave balances.  However, there are caps on 
vacation balances.  Employees who are at or near their maximum vacation 
balances must use sufficient vacation each pay period in order to remain 
below their caps or they will not accrue any or some part of the vacation 
benefits they have earned in that pay period.  

At the time of Banner implementation, units and employees were not aware 
of the change in benefits accrual sequencing and did not have an 
opportunity to make accommodations for those at or near their accrual 
maximums.  As a result, some employees did not accrue vacation.  So that 
affected employees are not disadvantaged by this lack of preparation, 
units have been instructed to maintain a special record of the number of 
vacation hours employees did not accrue for the first two pay periods in 
Banner (December 21, 2003 ? January 3, 2004 and January 4, 2004 ? January 
17, 2004).

*****
Example:  Employee has a balance of 395 hours of vacation and has a 400-
hour maximum accrual cap.  Employee accrues 6 hours of vacation per pay 
period and used 7 hours of vacation this pay period

395 hours balance plus 6 hours vacation accrued per pay period = 401 hours 
(Unit will maintain a special record of the 1 hour vacation that did not 
accrue because employee is over the 400 hour maximum accrual cap)
400 hours remaining balance minus 7 hours vacation used this pay period = 
393 
total accrual balance

*****
Employees should work with their units to arrange vacation time usage so 
that the vacation balances on their earnings statements for the third pay 
period (January 18, 2004 ? January 31, 2004) are sufficiently below their 
accrual maximums to ensure that future benefits will accrue.  Employees 
should then arrange to use any specially recorded vacation hours as soon 
as possible.

You can view your earnings statement in NESSIE at 
https://nessie.uihr.uillinois.edu/cf/info/index.cfm. More information 
regarding vacation leave for Civil Service employees is also available in 
NESSIE at https://nessie.uihr.uillinois.edu/cf/leave/index.cfm?
Item_id=1403. Refer to Policy and Rules, Rule 7.01, for information on 
accrual rates at 
https://nessie.uihr.uillinois.edu/pdf/policy/rules/pr7r01.pdf. 

Questions concerning your vacation balance should be directed to your 
supervisor.




This mailing approved by:
The Office of the President

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