Academic and Civil Service Exempt Vacation and Sick Leave Reporting Fall 2024
Academic and Civil Service Exempt Vacation and Sick Leave Reporting Fall 2024 Heading link
The Academic and Civil Service Exempt Benefit Usage reporting period will open soon. The information below will guide units who utilize a manual process for updating the Banner form PEALEAV.
Mass communications will NOT be distributed to affected employees. Please communicate and/or begin to gather the necessary information for your affected exempt employees.
University policy requires that exempt benefit leave be reported at least twice a year. Colleges/Units should finish collecting vacation and sick leave usage from their exempt employees in preparation for the Fall 2024 reporting period.
This second reporting period (June 2024 through August 2024) is to record amounts used since the first reporting period. The specific time periods for manual reporting of benefit usage for Academic and Civil Service exempt employees are listed below.
Manual Banner (PEALEAV) Entry
Adherence to the deadlines is critical for colleges/units that will need to manually update balances outside of AVSL, GoTime, or any other time management tool used for automated uploads. These colleges/units should enter benefit usage directly into the PEALEAV form in the Banner system for the fall reporting period as follows:
- Academic employees: Data entry into Banner for time used from June 16, 2024, through August 15, 2024, can begin on August 16, 2024, and must be completed by September 7, 2024.
- Civil Service Exempt employees: Data entry into Banner for time used from June 9, 2024, through August 17, 2024, can begin on August 22, 2024, and must be completed by August 30, 2024.
Please remember that leave usage entered in Banner during this reporting period should be the total cumulative usage for the periods covering August 16, 2023, through August 15, 2024, for academic employees and August 20, 2023, through August 17, 2024, for Civil Service Exempt employees.
As a general reminder, colleges/units that currently use GoTime, the University AVSL tool, or another automated time management tool will NOT need to complete the manual Banner entry steps. Instructions for the various electronic time reporting tools should be adhered to instead. Specific upload information for GoTime is listed below.
The GoTime Upload window for both Academic and Civil Service exempt reporting will be from August 19, 2024, through August 30, 2024. GoTime uploads must be completed by August 30, 2024, at 5:00 PM.
Key Reminders for Updating
- Employees should NOT update their own leave usage in Banner. If one individual enters usage for all exempt employees in that unit, department, and/or college, a different individual must be identified to enter usage for that person. There are no exceptions to this process.
- Exempt employees should report any leave taken in hours remaining cognizant of various work schedules. One full-time day equals eight hours for employees on a 40-hour work week or 7.5 hours for employees on a 37.5-hour work week. For example, if your full-time employee used ten vacation days and two sick days, you would report 80 hours of vacation leave used and 16 hours of sick leave used. Exempt employees exempted by FLSA (not eligible for overtime), must report absences in half and full day increments only (except when leave is taken under the Family and Medical Leave Act). Absences in increments less than half or full days should not be charged against vacation or sick leave balances.
- Part-time and alternative schedule employees report absences as appropriate based on their schedule. Employees report either half-day or a full day based on their scheduled hours for the day.
- As a general reminder, when an employee separates from the University, departments may need to use the same manual process of updating the Banner form PEALEAV to bring leave balances current for any compensable benefit payout and for final reporting of non-compensable, cumulative sick for SURS reporting. Please reference the specific instructions with respect to the time management tool that you use.
Resources
- Academic Vacation and Sick Leave Reporting: https://hr.uic.edu/employees/time-off- leaves/academic-vacation-sick-leave/
- Civil Service Exempt Leave Reporting: https://hr.uic.edu/employees/time-off-leaves/cs- exempt-leave-reporting/
- Unit Security Contact List: https://www.aits.uillinois.edu/access/find_my_usc
- GoTime Training Webinar: https://uofi.box.com/s/dzawyc1pw8bynevk8pu8k71lirempnl6
- GoTime Training Presentation Slides: https://emails.uofi.uic.edu/files/662740505/gotime- uploadpreparation.pdf
Contact Information
General HR or Leave Reporting Inquiries: UIC HR Service Center (312) 413-3490 or
- uichrservicecenter@uillinois.edu (for Academic inquiries)
- uichrscivilservice@uillinois.edu (for Civil Service processing inquiries)
- uichrleaves@uillinois.edu (Leave of Absence related inquiries)
Technical Issues: UIC HR Help Desk, (312) 413-4848 or UICHRHelpdesk@uillinois.edu