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Program

Vacation and Sick Leave: Frequently Asked Questions

1. Why isn't an employee accruing vacation/sick leave?
2. When is an employee eligible to use vacation/sick leave?
3. When can an employee be paid for their vacation balance?
4. When will an employee's name be changed in the Timesheet System?

Why isn't an employee accruing vacation/sick leave (V/SL)?

1. Accruals (PNJGRAC3) generally run on Tuesday, Thursday and Saturday for UT Austin.
2. Accruals (PNJGRAC2) generally run on Monday, Wednesday, Friday for UT Arlington, UT El Paso, UT San Antonio, UT Tyler and UT System.
3. In general, accruals do not run on holidays.
4. No Accruals run on the first of the month. The first of every month we run a Vacation/Sick Leave Monthly Maintenance and New Month job stream. (PNJGRAC1)

If an employee is not accruing vacation/sick leave, check the following items:

1. Check the employee's component code. Is it correct?
2. Check the employee's PO8 Code. It must be 8, L, or R.
3. Check the employee's TR Code. It must be 1, 2, 3, 8, or 9.
4. Check the employee's job class code. The following job codes DO NOT accrue vacation/sick leave: 0045, 0057, 0061-0079, 0081-0099.
5. Faculty and Extension Instructors do not accrue vacation. In *DEFINE AH1, look at the detail screen for the job code. If the "Expenditure Code Classification = "F" (for faculty) or "E" (for extension instructor) those titles will not accrue vacation.
6. Check the employee's appointments. The employee must be appointed at least 50% time for at least 135 consecutive days.
7. Check the day the appointment was approved. The accruals system uses only appointments that have reached final approval.

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When will an employee be eligible to use V/SL leave?

Vacation can be used, with supervisory approval, after an employee completes six months of continuous state service. Sick leave is available for use as of the first day of employment.

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When can an employee be paid for their vacation balance?

An employee should be paid for any accrued and unused vacation after a one day break in service. The employee must have completed six months of continuous state service before using or being paid for vacation. The department is responsible for completing the document (OV6) to pay the unused vacation.

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When will an employee's name be changed in the Timesheet System?

To change your name on the V/SL Timesheet System, you need to change your name with Payroll (they will change it on the Employee File). A batch program will run on the first of the month to sync any name changes between the Employee File and the V/SL Timesheet Files.

If the name has not changed after a month. Check to see what the employee's name is on the EID system. Use *TXEID to see the EID and the employee name associated with it. The cover page of the Timesheet system pulls the name from the EID system. To change your name in the EID system, contact the *DEFINE Help Desk at 471-8800.

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