Process for Partial Leave Payout
Process for Requesting All or Partial of Maximum Allowed Payout of Accrued Annual Leave for Faculty
Step One
Below is a list of possible types of changes in status that may be impacted and general steps to take:
Full-Time to Part-Time 50% or Above
Complete Change in Status Packet plus:
- New FAIS with title, FTE and Letter G updated to the reduced amount of leave hours (after the partial leave payout)
- A printout of the most recent timesheet showing the annual leave balance prior to the reduction in effort
- Chair/Director Partial Leave Payout Request letter signed by Chair, Director (if applicable) and faculty member
Partial leave payout (PLP) paperwork must be included with the change in status packet, so that it is approved prior to submission of an ePAF for the FTE change.
Part-Time any FTE Between 50% and 99% to A Lower FTE Within that Range
Full Change in Status Packet NOT required
Send the following to Lisa Kummer
- New FAIS with FTE and Letter G updated to the reduced amount of leave hours (after the partial leave payout)
- A printout of the most recent timesheet showing the annual leave balance prior to the reduction in effort.
- Chair/Director Partial Leave Payout Request letter signed by Chair, Director (if applicable) and faculty member
Payout approval must be completed and approved PRIOR to FAIS approval and prior to submitting an ePAF for the FTE change.
Part-Time 50% or above to Part-Time Below 50%
Full Change in Status Packet NOT required.
Send the following to Lisa Kummer
- New FAIS with FTE updated and Letter G updated to show 0 hours available for payout
- A printout of the most recent timesheet showing the annual leave balance prior to the reduction in effort.
- Chair/Director Partial Leave Payout Request letter signed by Chair, Director (if applicable) and faculty member
Payout approval must be completed and approved PRIOR to FAIS approval and prior to submitting an ePAF for the FTE change.
Full-Time to Part-Time below 50%
Complete Change in Status Packet plus:
- New FAIS with title, FTE, and Letter G updated to 0 leave hours.
Leave earned prior to the CIS will be paid by a PAF (Payroll Adjustment Form) that the department submits directly to Campus Payroll with required documentation.
Step Two
The Office of Academic Administration (Lisa L. Kummer) will obtain the Dean’s Office & UMB Provost’s approval & send back to the submitting department.
Step Three
Department will submit to Campus payroll the approval letter, printout of timesheet and letter from employee with a Payroll Adjustment Form for number of hours APPROVED to payout.
For your reference, please see: UMB Policy on Compensation for Accrued Annual Leave for Faculty
Important Notes
- The new FAIS or FARIS letter G must reflect the reduced amount remaining as the new maximum payout. If no longer in leave earning status, letter G on FAIS must be 0 hours.
- Currently in HRMS, the biweekly, weekly and daily pay rates are based on UMB pay; however, the hourly rate is based on the total approved salary and not the UMB salary. Therefore, the payout calculation should be based on the daily rate divided by 8 hours or the hourly rate multiplied by the FTE associated with the UMB salary. Please be aware of this when you determine the payout amount.
- Holiday leave is not to be requested as part of this partial leave payout request.