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Excess Vacation Calculation Form

Estimating Vacation Hours to be Used Before Fiscal Year End

(applicable only to non-exempt employees)
 

"How much vacation time do I need to use before the end of this fiscal year?" is one of the more frequently asked questions we receive in Human Resources. The worksheet below takes you through the steps to figure out how much you personally will need to use to make sure that you won't lose any vacation. All you'll need to do is complete the worksheet using your most recent pay check (check myUM) and a calculator. 

Please refer to the Human Resources vacation policy for more information on this process. 

 

# STEP BY STEP EXAMPLE YOUR INFORMATION
1 What is the last pay period number completed? 
2R19

2 Subtract the last pay period number from 26. This gives you the number of pay periods remaining in the fiscal year. 
26

-19

7

3 How many hours do you work in an average pay period? 
75

4 Multiply the number of pay periods remaining by your average hours per pay period (line 2 x 3). This gives you the number of work hours remaining in the fiscal year. 
75

x7

525

5 Determine the accrual rate at which you accrue vacation which is based on the number of years you have worked for the University.
years of
service		 vacation
per year		 accrual
rate
<5 years 2 weeks a year .03847
5-10 years 3 weeks a year .05770
>10 years 4 weeks a year .07694 
.03847

6 Multiply the number of hours remaining in the fiscal year by your accrual rate (line 4 x 5). This gives you the amount of vacation hours you will earn by the end of the fiscal year. 
.03847

x  525

20.20

7 How many hours do you have of accrued vacation? This information is on your most recent pay check stub. 
60.20

8 Add together the number of hours you have to the number of hours you will accrue (line 6 + 7). This is an estimate of the number of hours you will have in your vacation balance at the end of the fiscal year. 
20.20

+ 60.20

80.40

9 How many hours of vacation do you get a year? Multiply the number of weeks you get a year (refer to chart in line 5) by the number of hours your work in a week (line 3).
NOTE: You will only lose vacation if the hours you have in line 8 are greater than the hours in line 9.		 
2 weeks

x37.5

75

10 If line 8 (the number of hours you should have at May 31) is greater than line 9 (the number of hours you earn a year), subtract the number of hours you will have from the number of hours you get a year (line 8 - 9).THIS IS THE AMOUNT OF VACATION THAT SHOULD BE USED BEFORE THE END OF THE FISCAL YEAR (MAY 31). 
80.40

-75.00

5.40

11 You may also view your excess vacation balance in myUM during the months of May through August.