Vacation Payout

Vacation payout is payment employees receive for unused vacation time when they leave UGA. To ensure vacation payout charges are allowable and allocable, we need to know how an employee's pay was distributed during the period in which the vacation was accrued.  This will enable allocation of the amounts to the funding sources in proportion to how they were accrued.  Any amounts tied to sources that are no longer available must be covered by discretionary funds.  Any grants tied to amounts accrued must be active and checked for any restrictions on vacation payout to comply with 2 CFR 200.431 (https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-E/subject-group-ECFRed1f39f9b3d4e72/section-200.431)

Vacation Payout Tool (VaPay tool)

The Vacation Payout Tool or “VaPay” Tool is an excel template that is downloaded and used with a specific payroll query and information acquired from HCM.  The query will use a date range to cover the period the vacation pay was accrued.  The information needed from HCM are the hours earned each month and the pay rate of the employee.  We need to consider the accrual rate when determining the payout.  The guidelines and Annual Leave Accrual Rate are found here:  https://hr.uga.edu/Current_Employees/Leave/annual_leave/

The VaPay excel template can be downloaded and is “read only” but can be saved with a new name for use.  Instructions for use are included on a tab in the template.  It is suggested that a new copy of the template is used for each employee to avoid inadvertent commingling of data.