This example shows the leave cash-out procedure using the Submit Leave Cash-Out ePAF. We will follow the example of Justin Time, who has terminated his employment, and has leave to be cashed-out. This procedure is also covered in the training, PST110 Time & Labor.
To prepare, or approve ePAF, you will need the role UF_EPAF_Department Admin or UF_EPAF_Level 1 Approver. Roles can be obtained through the training PST210 Hiring & Additional Pay.
Log on to myUFL. Click the Main Menu link.
Click UF Departmental Administration.
Click the ePAF Home Page link.
Click Submit Leave Cash-Out.
You can search for the employee through any of the fields shown.
In this example, click in the Empl ID field.
Enter the employee ID.
In this example, enter "09697961".
You and your department are fully responsible for communicating the appropriate number of hours to cash-out in accordance with UF rules and regulations.
At this first screen you can see the employee's details. The effective date for the leave cash-out must match the effective date for the employee's termination or retirement.
You can enter the date or use the calendar to look up. In this example, click the calendar.
In this example, the termination date for Justin Time was March 11, 2011. Therefore, the leave cash-out date will be the same.
Click 11.
Click the Cash-Out Reason drop down list.
Select the appropriate cash-out reason.
In this example, Justin Time terminated his position. Select Term.
Leave balances are correct as of the last pay period closing date. Any leave taken, accrued, or adjusted during the current pay period is not reflected in the total.
Click in the Vac Cash Amt field.
Details on eligibility for leave cash-out can be found at www.hr.ufl.edu/training/myUFL/instructionguides/leave%20_cash_out_chart.pdf.
In this example, Justin Time is eligible to cash-out 100% of his accrued vacation. Enter "165.212".
Note that if Justin was a non-exempt employee there may be amounts showing in the Special Comp and OT Comp fields, and which may be eligible for cash-out.
25% of sick leave accrued can be cashed out if the employee has 10+ years service and hired prior to 4/1/10. In our example, although Justin does have a sick leave balance, he does not qualify for sick leave cash-out.
Click the scrollbar.
Special notes for the Comments Section:
1. Any difference between the total leave balances and the amount requested for cash-out must be explained.
2. OT Comp and Special Comp cannot be cashed out from the Fringe Benefit Pool. Therefore you must always enter the Earnings Account Code(s) for this leave in the Comments section, as these amounts will be charged to the Department. Details on the Fringe Benefit Pool can be found at www.hr.ufl.edu/benefits/fringepool/default.asp
Click in the Comments field.
In this example, enter "Justin is not entitled to sick leave cash out".
Click the Submit button.
The ePAF has now been submitted for approval.
Click the Yes button.
This box must be checked to certify that the employee's leave records have been reviewed, and that the amount of leave cash-out is complete and accurate.
Check the Leave Review Acknowledgment box.
If the employee is a federal employee, check the Federal Employee box. If the reason for the cash-out is 'death', click the Beneficiary Payment box.
You have now completed the example for cashing-out leave. An instruction guide is also available at www.hr.ufl.edu/training/myUFL/toolkits/TimeLabor.asp
If you need help with:
- Technical issues contact the UF Help Desk at 392-HELP or helpdesk@ufl.edu.
- Policies and directives, contact Leave Administration at 392-392-2477.
© Training and Organizational Development, Office of Human Resource Services, University of Florida, Gainesville, FL 32611.
Enter the employee ID.
In this example, enter a valid value e.g. "09697961".
Details on eligibility for leave cash-out can be found at www.hr.ufl.edu/training/myUFL/instructionguides/leave%20_cash_out_chart.pdf.
In this example, Justin Time is eligible to cash-out 100% of his accrued vacation. Enter a valid value e.g. "165.212".
In this example, enter a valid value e.g. "Justin is not entitled to sick leave cash out".
