Can unused AL or PH days be carried into the next fiscal year?

AL and PH days must be used by the following June 30.

Can I carry over vacation days into the next fiscal year?

The carryover allowance is based on which vacation policy applies to your bargaining unit.

Policy (60.3.10) Vacation for Staff Members (Excludes FOP Units and IAFF)
 
Staff in these employee units: 

  • Managerial, Professional, Supervisory, and Confidential Staff Members (MPSC);
  • Union of Rutgers Administrators-American Federation of Teachers (URA-AFT); American Federation of State, County, and Municipal Employees,
  • Locals 1761 and 888 (AFSCME);
  • Doctors Council, SEIU, Local 10MD (Doctors Council);
  • International Union of Operating Engineers (IUOE);
  • Rutgers Council of AAUP Chapters - EOF (EOF).

 
shall be permitted to carry forward into the succeeding fiscal year a maximum of the number of days equivalent to the staff member’s yearly accrual rate as of the final month of the preceding fiscal year. No employee will be able to carryover more than his or her accrual rate. The balance of unused vacation time beyond the allowed carryover as set forth above will be subject to forfeiture.

Policy (60.3.20) Vacation for Staff in FOP Units and IAFF

Staff in these employee units: 

  • Fraternal Order of Police – Primary Unit (FOP – P),
  • Fraternal Order of Police – Superior Officers Association (FOP – S),
  • International Association of Fire Fighters (IAFF). 

can carryover a maximum of the number of days equivalent to the staff member’s current year’s vacation accrual may be carried forward into the succeeding year. No employee will be able to carryover more than his or her accrual rate.The balance of unused vacation time beyond the allowed carryover as set forth above will be subject to forfeiture.

Does an employee receive payment for unused paid time off upon termination of employment?

The university makes a lump sum payment for unused and accrued vacation days at the time of separation. AL, PH, and sick days are not paid out.

How can I calculate tenths/hundredths of a full day when recording partial days for a full time employee?

Divide the number of hours absent by the number of hours in a designated work day. For example, an employee who works 7.5 hours a day who is absent 6 hours is recorded as .8 (6 divided by 7.5 = .8). In some cases it is necessary to round to the nearest hundredth. An employee who works 7.5 hours a day who is absent 5.5 hours is recorded as .73 (5.5 divided by 7.5 = .73333, rounded to .73).

How can I correct an employee’s accrual information in ARS?

An ARS administrator cannot correct accrual information in ARS. The administrator should request assistance from UHR staff as follows:

  • Complete the ARS Request To Edit a Record form.
  • List the incorrect information on the edit form under “Current Information on ARS” column.
  • Under the “Requested Edit on ARS” column of the edit form, enter the correct information.
  • Click the Submit button. When the change has been made, you will be notified by a member of the UHR staff.

How can I edit an employee’s sick or vacation days for the current year?

To edit absences (vacation and/or sick days):

  • Select the "Days Remaining Report" on the ARS main menu.
  • Locate the employee record on the "Days Remaining Report".
  • Select "Edit" under the Absence column for the employee record.
  • Edit or delete the absence(s).
  • To add new absences, select "Add new absences".

How can I revise or remove Administrator access?

ARS Administrator access can be revised, expanded, or deleted by completing a new Administrator access request form and returning it to University Human Resources as instructed on the form.

How do I record absences for full-time salaried employees with modified work weeks in ARS?

To record an absence for an employee with a modified work week, use the same formula as you would use for a part-time employee (see above). For example, if an employee whose full-time designated workday is 7 hours takes vacation time for a day they are scheduled to work 8.75 hours, is recorded as 1.25 (8.75 divided by 7).

How do I record absences for part-time salaried employees in ARS?

ARS records absences in fractions of full-time equivalent days. To record an absence for a part-time employee, divide the number of hours the employee is absent by his or her full-time designated workday ( 7, 7.5, or 8 hours). For example, if an employee whose full-time designated workday is 7.5 hours takes vacation time for a day they are scheduled to work 4.5 hours, it is recorded as .6 (4.5 divided by 7.5).

For further information on recording part-time absences, refer to the ARS training manual.

If an employee leaves the university and is rehired in the future, will he or she be able to use the balance of sick days he or she had upon leaving?

The remaining balance may be used while employed with the university, but it will not be used in calculating sick leave payout at retirement.

Contact University Human Resources to request a verification letter to be sent to your department.

What are the sick time and vacation accrual rates for staff?

Visit the UHR website for a summary of accrual information for staff paid time off information. The paid time off section of the Administrator’s Guide also provides accrual rules and information.

Why doesn't an employee in my department appear on my ARS list?

Rutgers employees are organized in ARS according to their Reporting Relationship Code. All employees who are active or on leave and assigned a Reporting Relationship Code for which you have Administrator access should appear on your ARS list. If a current employee in your department does not appear on your list, it may be due to the following:

  • The employee has an incorrect Reporting Relationship Code. To correct the Reporting Relationship Code, the employee’s department must submit a revised Personnel Data Record (PDR) to the Payroll Department.
  • You do not have Administrator access to the employee’s Reporting Relationship Code. To obtain Administrator access to an additional Reporting Relationship Code, complete a new Administrator access request form and return it to University Human Resources as instructed on the form.