The University of Illinois System provides information regarding vacation leave. Academic employees receive 24 vacation days per year, prorated based upon their FTE and appointment start date during their reporting year (08/16/XXXX – 08/15/XXXX). Civil Service employees accrue vacation leave based upon their years of service, prorated based upon their FTE. Civil Service Exempt employees accrue leave from BW19 – BW18, and their full accruals during that time will be prorated based upon their start date during their reporting year.

Academic and civil service exempt employees accrual time

ACADEMIC EMPLOYEES	CIVIL SERVICE EXEMPT EMPLOYEES
REPORTING YEAR: MN9 – MN8	REPORTING YEAR: BW19 – BW18
REPORTING PERIOD 1: MN9 – MN5	REPORTING PERIOD 1: BW19 – BW
REPORTING PERIOD 2: MN9 – MN8	REPORTING PERIOD 2: BW19 – BW18

ACADEMIC PROFESSIONAL LEAVE ACCRUALS

Leave types and annual accruals at 1 FTE

LEAVE TYPE	ACCRUALS AT 1 FTE FOR AN ENTIRE REPORTING YEAR
Cumulative, non-compensable sick leave (SICK)	12 days / 96 hours per year
Non-cumulative, non-compensable sick leave (SICN)	13 days / 104.04 hours per year
Compensable vacation leave (VACA)	24 days / 192 hours per year

Sick leave usage is applied to the different leave types in the following order:

1. SICK accruals from the current reporting year >
2. SICN accruals from the current reporting year >
3. SICK beginning balance from the current reporting year

SICK:

• There is no maximum balance for this type of leave. Unused SICK hours from a reporting year will roll tothe beginning balance of the next reporting year.
• This type of leave is not compensable upon separation.

SICN:

• This type of leave will accrue during each reporting year. Unused SICN will reset to 0 at the beginning ofthe next reporting year, and this leave type will begin accruing again.
• This type of leave is not compensable upon separation.

VACA: 

• This type of leave will accrue during each reporting year and there is a maximum number of VACA hoursAP employees may have at the beginning of the reporting year.
• 1 FTE AP employees may begin their reporting year with a maximum of 48 days / 384 hours (i.e., 2x theiryearly accruals for a full reporting year).
• Employees with more than 384 hours of VACA at the end of a reporting year will lose the hours above384, and they will begin the next reporting year with 384 VACA hours available.
• This type of leave is compensable upon separation. 384 hours (48 days) is the maximum number of VACAhours an AP employee may be paid for upon separation. The maximum number of VACA hours eligiblefor payout will be prorated for AP employees at less than 1 FTE.

CIVIL SERVICE EXEMPT LEAVE ACCRUALS

Bi-weekly leave accruals for a 1 FTE employee

LEAVE TYPE	BI-WEEKLY ACCRUALS FOR A 1 FTE EMPLOYEE
Cumulative, non-compensable sick leave (SICK)	3.47 hours per pay period
Non-cumulative, non-compensable sick leave (SICN)	3.75 hours per pay period
Compensable vacation leave (VACA)	7.22, 7.5, 7.79, or 8.08 hours per pay period. Note: Accruals are based on years of service calculated from the employee’s adjusted service date. See Schedule B in the Civil Service Vacation Accrual rates for additional details.

Sick leave usage is applied to the different leave types in the following order:

1. SICK accruals from the current reporting year >
2. SICN accruals from the current reporting year >
3. SICK beginning balance from the current reporting year

There are often 26 pay periods during each reporting year. Full accruals for reporting years with 26 pay periods are:

• SICK: 3.47 hours * 26 pay periods = 90.22 hours (~12 days)
• SICN: 3.75 hours * 26 pay periods = 97.5 hours (~13 days)
• VACA: SEE TABLE

Total annual vacation accruals by years of service (1 FTE, 26 pay periods)

YEARS OF SERVICE	TOTAL VACA ACCRUALS DURING AN ENTIRE REPORTING YEAR
0–3	7.22 hours × 26 pay periods = 187.72 hours (~25 days)
3–6	7.5 hours × 26 pay periods = 195 hours (~26 days)
6–9	7.79 hours × 26 pay periods = 202.54 hours (~27 days)
9+	8.08 hours × 26 pay periods = 210.08 hours (~28 days)

There will be reporting years that have 27 pay periods. Full accruals for reporting years with 27 pay periods are:

• SICK: 3.47 hours * 27 pay periods = 93.69 hours (~12.5 days)
• SICN: 3.75 hours * 27 pay periods = 101.25 hours (~13.5 days)
• VACA: SEE TABLE

Total annual vacation accruals by years of service (1 FTE, 27 pay periods)

YEARS OF SERVICE	TOTAL VACA ACCRUALS DURING AN ENTIRE REPORTING YEAR
0 – 3	7.22 hours * 27 pay periods = 194.94 hours (~26 days)
3 – 6	7.5 hours * 27 pay periods = 202.5 hours (~27 days)
6 – 9	7.79 hours * 27 pay periods = 210.33 hours (~28 days)
9 +	8.08 hours * 27 pay periods = 218.16 hours (~29 days)

SICK:

There is no maximum balance for this type of leave. Unused SICK hours from a reporting year will roll to the beginning balance of the next reporting year.

This type of leave is not compensable upon separation. 

SICN:

This type of leave will accrue during each reporting year. Unused SICN will reset to 0 at the beginning of the next reporting year, and this leave type will begin accruing again.

This type of leave is not compensable upon. 

VACA:

• This type of leave will accrue during each reporting year and there is a maximum number of VACA hours Civil Service Exempt employees may have at the beginning of the reporting year.
• Civil Service Exempt employees may begin their reporting year with a maximum of ~2x their yearly accruals for a full reporting year.
• Civil Service Exempt employees with more than their maximum beginning balance at the end of a reporting year will lose the hours above their maximum beginning balance, and they will begin the next reporting year with their maximum number of VACA hours available.
• This type of leave is compensable upon separation. Civil Service Exempt employees may be paid up to ~2x their yearly accruals for a full, 26 pay period, reporting year.
• The below table reflects the maximum VACA leave beginning balances and maximum hours that are compensable upon separation for the different years of service. Additional information may be found on the System website, within the Vacation Leave Payout section.

Maximum VACA Hours for 1 FTE Employee

YEARS OF SERVICE	MAXIMUM VACA HOURS FOR A 1 FTE EMPLOYEE AT THE BEGINNING OF A REPORTING YEAR AND MAY BE COMPENSATED UPON SEPARATION
0 – 3	375 hours / 50 days
3 – 6	390 hours / 52 days
6 – 9	405 hours / 54 days
9 +	420 hours / 56 days

 

Correcting Leave Records in PEALEAV

University Payroll and Benefits posts yearly payroll schedules, and these schedules help to identify the begin and end dates of the different reporting years. Learning the payroll calendar and understanding Civil Service and Academic Professional leave accruals is integral to processing and should be included in unit onboarding for staff who will process leave. UPB also provides a job aid to decode the payroll schedule that can further assist.

PEALEAV is the specific Banner form where leave balances will be corrected, and access to PEALEAV may be requested through your Unit Security Contact. The following resources are also available to assist with reconciling balances between PEALEAV and the VSL tool.

• Academic Professional Accrual Calculators
  • These tools assist with calculating prorated leave accruals for Academic Professional employees.
• Civil Service Accrual Calculators
  • These tools assist with calculating prorated leave accruals for Civil Service employees.
• Leave Reporting Tools Box Account
  • This Box account contains documents that assist with reconciling leave balances for different Academic Professional and Civil Service Exempt e-classes.

    NOTE: Manual audit spreadsheets for the different e-classes may be found in this Box account. It is recommended to use these tools to assist with balance reconciliations after the initial error has been identified.

After leave balances have been reconciled and the accurate balances have been confirmed, PEALEAV MUST be corrected if the PEALEAV balances are incorrect. This guide provides instructions to correct PEALEAV after the balances have been reconciled. The leave records between the VSL tool and PEALEAV should align after completing these steps, and additional job aids and contact information may be found within the Vacation/Sick Leave Reporting section of the IHR website.

ACCESSING PEALEAV

• Navigate to the Banner form PEALEAV.
• Enter the employee’s UIN in the ID field.
• Click Go in the top right corner OR the Underscored Down Arrow in the bottom left corner.

  

• Click the Underscored Down Arrow in the bottom left corner.

  

• The screen should appear as follows:

  

• Select the appropriate job to correct and click the Leave Code for the leave category in need of correction.

  

CORRECTING BALANCES FROM THE INITIAL REPORTING ERROR

• DATE AVAILABLE: Enter the final date of the reporting year in which the error occurred.
• BEGIN BALANCE HOURS: Enter the beginning balance for that reporting year.
• ACCRUED HOURS: Enter the total accruals for that reporting year.
• TAKEN HOURS: Enter the total taken hours for that reporting year.
• CHANGE REASON: Enter the following comment: Correcting YY/YY record due to reporting error.
• Click SAVE in the bottom right corner.

ROLLING BALANCES TO THE NEXT REPORTING YEAR

• DATE AVAILABLE: Enter the first date of the next reporting year.
• BEGIN BALANCE HOURS: Enter the beginning balance for that reporting year. NOTE: This will be the number in the CURRENT AVAILABLE HOURS column from the previous record.
• ACCRUED HOURS: Enter 0.
• TAKEN HOURS: Enter 0.
• CHANGE REASON: Enter the following comment: Resetting YY/YY record due to reporting error.
• Click SAVE in the bottom right corner.

CORRECTING BALANCES FOR SUBSEQUENT REPORTING YEARS

• DATE AVAILABLE: Enter the final date for the reporting year.
• BEGIN BALANCE HOURS: Enter the beginning balance for the reporting year.
• ACCRUED HOURS: Enter the total accruals for the reporting year.
• TAKEN HOURS: Enter the total taken hours for the reporting year.
• CHANGE REASON: Enter the following comment: Correcting YY/YY record due to reporting error.
• Click SAVE in the bottom right corner.

ROLLING BALANCES FOR SUBSEQUENT REPORTING YEARS

• DATE AVAILABLE: Enter the first date of the next reporting year.
• BEGIN BALANCE HOURS: Enter the beginning balance for the reporting year. NOTE: This will be the number in the CURRENT AVAILABLE HOURS column from the previous record.
• ACCRUED HOURS: Enter 0.
• TAKEN HOURS: Enter 0.
• CHANGE REASON: Enter the following comment: Resetting YY/YY record due to reporting error.
• Click SAVE in the bottom right corner.

RESETTING THE RECORD FOR THE CURRENT REPORTING YEAR

• Repeat the steps for CORRECTING BALANCES FOR SUBSEQUENT REPORTING YEARS and ROLLING BALANCES FOR SUBSEQUENT REPORTING YEARS until the first date of the current reporting year.
• At this stage, the most recent record saved should appear as follows:
  • DATE AVAILABLE: The first date of the current reporting year.
  • BEGIN BALANCE HOURS: The beginning balance for the current reporting year.
  • ACCRUED HOURS: 0.
  • TAKEN HOURS: 0.

CORRECTING THE RECORD FOR THE CURRENT REPORTING YEAR

• DATE AVAILABLE: Enter the final date of the most recent pay period that has fully calc’d.
• BEGIN BALANCE HOURS: This should not be changed.
• ACCRUED HOURS: Enter the accruals through the most recent pay period that has fully calc’d.
• TAKEN HOURS: Enter the taken hours, if applicable.

  NOTE: If the correction for the current reporting year is before reporting period 1, the taken hours should be 0. If the correction for the current reporting year is after reporting period 1, the taken hours should be what was uploaded to PEALEAV for reporting period 1.

• CHANGE REASON: Enter the following comment: YY/YY record,+accr thru (MOST RECENT PAY PERIOD THAT HAS FULLY CALC’D),- taken thru (HOURS THROUGH REPORTING PERIOD 1, IF APPLICABLE).
• Click SAVE in the bottom right corner.

WHEN AN ERROR OCCURRED DURING A PREVIOUS JOB

• Identify the reporting year and job with the error.
• Repeat the steps for CORRECTING BALANCES FOR SUBSEQUENT REPORTING YEARS and ROLLING BALANCES FOR SUBSEQUENT REPORTING YEARS on the job with the error until the first date of reporting year when the job change occurred.
• At this stage, the most recent record saved should appear as follows:
  • DATE AVAILABLE: The first date of the reporting year when the job change occurred.
  • BEGIN BALANCE HOURS: The beginning balance for the reporting year when the job change occurred.
  • ACCRUED HOURS: 0.
  • TAKEN HOURS: 0. 

THE FINAL RECORD BEFORE THE JOB CHANGE FROM THE POSITION WITH THE ERROR

• DATE AVAILABLE: Enter the final date for the job with the error.
• BEGIN BALANCE HOURS: Enter 0.
• ACCRUED HOURS: Enter 0.
• TAKEN HOURS: Enter 0.
• CHANGE REASON: Enter the following comment: Moving balances to POSN (POSN NUMBER).
• Click SAVE in the bottom right corner. 

THE FIRST RECORD FOR THE NEW JOB

• DATE AVAILABLE: Enter the final date of the reporting year in which the job change occurred.
• BEGIN BALANCE HOURS: Enter the beginning balance dating back to the first date of the reporting year. NOTE: This will be the beginning balance from the previous job.
• ACCRUED HOURS: Enter the total accruals from all jobs for that reporting year.
• TAKEN HOURS: Enter the total taken hours from all jobs for that reporting year.
• CHANGE REASON: Enter the following comment: Correcting YY/YY record due to reporting error.
• Click SAVE in the bottom right corner.
• Repeat the steps for CORRECTING BALANCES FOR SUBSEQUENT REPORTING YEARS and ROLLING BALANCES FOR SUBSEQUENT REPORTING YEARS until the first date of the current reporting year.
• Follow the steps for CORRECTING THE CURRENT REPORTING YEAR until the record is current.

EXAMPLE 1: AN ACADEMIC PROFESSIONAL EMPLOYEE HAS A PRIOR REPORTING ERROR AND NO SUBSEQUENT JOB CHANGES HAVE OCCURRED

• An AP employee used 240 hours of VACA during the 2021/2022 reporting year, but 420 hours were uploaded to PEALEAV for that reporting year.
• This example assumes this employee’s 08/16/2021 begin balance was 384 hours and this employee has always been 1 FTE.
• This example also assumes this employee’s SICK usage was accurately reported to PEALEAV.

  NOTE: Follow the same steps should the SICK and SICN (if applicable) rows require corrections in PEALEAV.

• The following steps outline how to correct this record in PEALEAV.

Leave balance correction details for the 2021–2022 reporting year

DATE AVAILABLE	08/15/2022 Note: 08/15/2022 is the final date of the 2021–2022 reporting year. It is used because the error occurred during that reporting year. The taken hours should represent the total hours used during the 2021–2022 reporting year.
BEGIN BALANCE HOURS	384
ACCRUED HOURS	192
TAKEN HOURS	240
CURRENT AVAILABLE	336
PEALEAV CHANGE REASON	Correcting 21/22 record due to error.
SAVE

Leave balance rollover details for the 2022–2023 reporting year

DATE AVAILABLE	08/16/2022 Note: 08/16/2022 is the first date of the next reporting year and is used because it represents the roll record into the 2022–2023 reporting year.
BEGIN BALANCE HOURS	336
ACCRUED HOURS	0
TAKEN HOURS	0
CURRENT AVAILABLE	336
PEALEAV CHANGE REASON	Resetting 22/23 record due to error.
SAVE

Leave balance correction details for the 2022–2023 reporting year

DATE AVAILABLE	08/15/2023 Note: 08/15/2023 is the final date of the 2022–2023 reporting year. It is used because the taken hours must reflect the total used during that reporting period.
BEGIN BALANCE HOURS	336
ACCRUED HOURS	192
TAKEN HOURS	48
CURRENT AVAILABLE	480
PEALEAV CHANGE REASON	Correcting 22/23 record due to error.
SAVE

Leave balance rollover details for the 2023–2024 reporting year

DATE AVAILABLE	08/16/2023 Note: 08/16/2023 is the first date of the next reporting year and is used because it represents the roll record into the 2023–2024 reporting year. The beginning balance is 384 hours because this is the maximum number of VACA hours an AP employee may carry into a new reporting year.
BEGIN BALANCE HOURS	384
ACCRUED HOURS	0
TAKEN HOURS	0
CURRENT AVAILABLE	384
PEALEAV CHANGE REASON	Resetting 23/24 record due to error.
SAVE

Leave balance correction details for the 2023–2024 reporting year

DATE AVAILABLE	08/15/2024 Note: 08/15/2024 is used because it is the final date of the 2023 – 2024 reporting year. The taken hours should be the total hours used during the 2023 – 2024 reporting year.
BEGIN BALANCE HOURS	384
ACCRUED HOURS	192
TAKEN HOURS	400
CURRENT AVAILABLE	176
PEALEAV CHANGE REASON	Correcting 23/24 record due to error.
SAVE

Leave balance rollover details for the 2024–2025 reporting year

DATE AVAILABLE	08/16/2024 NOTE: 08/16/2024 is the first date of the next reporting year and this date is used because it is the roll record to the 2024 – 2025 reporting year.
BEGIN BALANCE HOURS	176
ACCRUED HOURS	0
TAKEN HOURS	0
CURRENT AVAILABLE	176
PEALEAV CHANGE REASON	Resetting 24/25 record due to error.
SAVE

Leave balance correction details for the 2024–2025 reporting year

DATE AVAILABLE	07/15/2025 NOTE: The accrued hours should be the accruals through the final date of the most recent pay period that has fully calc’d. This example assumes 2025 MN7 is the most recent pay period that has fully calc’d. 07/15/2025 is used because it is the final date of 2025 MN7. 07/15/2025 is after the 2025 upload for reporting period 1, so the taken hours column in this scenario should reflect the taken hours that were uploaded to PEALEAV for 2025 reporting period 1.
BEGIN BALANCE HOURS	176
ACCRUED HOURS	176
TAKEN HOURS	100
CURRENT AVAILABLE	252
PEALEAV CHANGE REASON	24/25 record,+accr thru 25MN7,- taken thru 25MN5.
SAVE

EXAMPLE 2: A CIVIL SERVICE EXEMPT EMPLOYEE HAS A REPORTING ERROR DURING A PRIOR JOB AND A SUBSEQUENT JOB CHANGE HAS OCCURRED

• A Civil Service Exempt employee used 157.5 hours of VACA during the 2022/2023 reporting year, but 175 hours were uploaded to PEALEAV for that reporting year.
• This employee shifted from Civil Service Exempt position UA1017-00 to Civil Service Exempt position UA1738-00 effective 02/04/2024.
• This example assumes this employee’s 08/21/2022 begin balance was 195 hours, this employee has 3 – 6 years of service (accrues 7.5-hours of VACA per pay period), and this employee has always been 1 FTE.
• This example also assumes this employee’s SICK usage was accurately reported to PEALEAV.

  NOTE: Follow the same steps should the SICK and SICN (if applicable) rows require corrections in PEALEAV.

• The following steps outline how to correct this record in PEALEAV.

POSITION NUMBER	UA1017-00
DATE AVAILABLE	08/19/2023 NOTE: 08/19/2023 is the final date of the 2022 – 2023 reporting year. 08/19/2023 is used because the error occurred during the 2022 – 2023 reporting year. The taken hours should be the total hours used during the 2022 – 2023 reporting year.
BEGIN BALANCE HOURS	195
ACCRUED HOURS	195
TAKEN HOURS	157.5
CURRENT AVAILABLE	232.5
PEALEAV CHANGE REASON	Correcting 22/23 record due to error.
SAVE

POSITION NUMBER	UA1017-00
DATE AVAILABLE	08/20/2023 NOTE: 08/20/2023 is the first date of the next reporting year and this date is used because it is the roll record to the 2023 – 2024 reporting year.
BEGIN BALANCE HOURS	232.5
ACCRUED HOURS	0
TAKEN HOURS	0
CURRENT AVAILABLE	232.5
PEALEAV CHANGE REASON	Resetting 23/24 record due to error.
SAVE

POSITION NUMBER	UA1017-00
DATE AVAILABLE	02/03/2024 NOTE: 02/03/2024 is used because it is the date the position ends. The balances should be set to 0 because the balances should be on the new job.
BEGIN BALANCE HOURS	0
ACCRUED HOURS	0
TAKEN HOURS	0
CURRENT AVAILABLE	0
PEALEAV CHANGE REASON	Moving balances to POSN UA1738
SAVE

POSITION NUMBER	UA1738-00
DATE AVAILABLE	08/17/2024 NOTE: 08/17/2024 is used because it is the final date of the 2023 – 2024 reporting year. The accrued hours and hours taken are the total figures from both positions (UA1017-00 and UA1017-38) during the 2023 – 2024 reporting year.
BEGIN BALANCE HOURS	232.5
ACCRUED HOURS	195
TAKEN HOURS	300
CURRENT AVAILABLE	127.5
PEALEAV CHANGE REASON	Correcting 23/24 record due to error.
SAVE

POSITION NUMBER	UA1738-00
DATE AVAILABLE	08/18/2024 NOTE: 08/18/2024 is the first date of the next reporting year and this date is used because it is the roll record to the 2024 – 2025 reporting year.
BEGIN BALANCE HOURS	127.5
ACCRUED HOURS	0
TAKEN HOURS	0
CURRENT AVAILABLE	127.5
PEALEAV CHANGE REASON	Resetting 24/25 record due to error.
SAVE

POSITION NUMBER	UA1738-00
DATE AVAILABLE	03/15/2025 NOTE: The accrued hours should be the accruals through the final date of the most recent pay period that has fully calc’d. This example assumes 2025 BW6 is the most recent pay period that has fully calc’d. 03/15/2025 is used because it is the final date of 2025 BW6. 03/15/2025 is before the report period 1 upload, so the taken hours column in PEALEAV should be 0 for this scenario.
BEGIN BALANCE HOURS	127.5
ACCRUED HOURS	112.5
TAKEN HOURS	0
CURRENT AVAILABLE	240
PEALEAV CHANGE REASON	24/25 record, +accr thru 25BW6.
SAVE