Mid-Year Leave Reporting Reminder: May 2026
Purpose
Please share this document with employees in your unit(s) who are responsible for reporting exempt civil service and academic vacation and sick leave. Vacation and sick leave usage must be reported in Banner twice per year, and this is the May 2026 reporting reminder. This document has information about the usage periods for academic and exempt civil service employees. This document also has processing information about the steps to complete for reporting leave usage from VSL to PEALEAV (Banner).
Important: The upload from VSL to Banner is NOT automatic. Unit HR contacts who review/transmit leave to Banner must review and submit leave from the Usage Summary tab in VSL. If you receive an error that indicates leave usage did not transmit to Banner for specific employee(s), the employee(s) leave usage must be manually entered in Banner. Please ensure ALL employees/approvers in your unit(s) have reported/approved vacation and sick leave requests in VSL during the mid-year reporting dates.
Important Dates and Information
Exempt Civil Service Reporting
- Reporting Period: 08/31/2025 – 05/09/2026 (2025 BW19 – 2026 BW10)
- Reporting Window Opens: 05/14/2026
- Deadline for Transmitting Leave From VSL to Banner: 05/23/2026
Exempt Civil Service Accruals During Reporting Period
The leave accruals during the reporting period for a 1 FTE employee who has remained in paid status for the entirety of the reporting period are as follows. NOTE: Please review the accruals in Banner to ensure the person has accrued the correct amount of leave.
| Leave Type | Hours Accrued in PEALEAV for 1 FTE Employees |
|---|---|
| SICK | 62.46 (3.47 hours per pay period) |
| SICN | 67.5 (3.75 hours per pay period) |
| VACA (0 – 3 years of service) | 129.96 (7.22 hours per pay period) |
| VACA (3 – 6 years of service) | 135 (7.5 hours per pay period) |
| VACA (6 – 9 years of service) | 140.22 (7.79 hours per pay period) |
| VACA (9+ years of service) | 145.44 (8.08 hours per pay period) |
Academic Reporting
- Reporting Period: 08/16/2025 – 05/15/2026 (2025 MN9 – 2026 MN5)
- Reporting Window Opens: 05/16/2026
- Deadlinefor Transmitting Leave From VSL to Banner: 06/06/2026
Academic Accruals During Reporting Period
The leave accruals during the reporting period for a 1 FTE employee who has remained in paid status for the entirety of the reporting period are as follows. NOTE: please review the accruals in Banner to confirm the person has accrued the correct amount of leave.
| Leave Type | Hours Accrued in PEALEAV for 12-MONTH, 1 FTE Employees |
|---|---|
| SICK | 72 (8 hours per pay period) |
| SICN | 78.03 (8.67 hours per pay period) |
| VACA | 144 (16 hours per pay period) |
| LEAVE TYPE | HOURS ACCRUED IN PEALEAV FOR 9-MONTH, 1 FTE EMPLOYEES |
|---|---|
| SICK | 96.03 (10.67 hours per pay period) |
| SICN | 104.04 (11.56 hours per pay period) |
| VACA | N/A (9-month employees do not accrue vacation) |
| PLFA | 40 |
Steps To Complete When Transmitting Leave To Banner
- Confirm the beginning balances and accruals for the 2025 – 2026 reporting year are correct.
- Download the PEALEAV Year to Date Balances report from the HR reporting portal. NOTE: there is a step-by-step user guide available that provides instructions about accessing the report.
- Use the All Employees tab in VSL to ensure the beginning balances in VSL are reconciled with the beginning balances from the PEALEAV Year to Date Balances report.
- Review the accrual tables on pages 1 and 2 of this document for exempt civil service and academic employees and confirm that employees have received their full accruals for the current reporting year. NOTE: the accrual tables from this document are based on a 1 FTE employee who has been in paid status for the entirety of the current reporting year. The accruals in PEALEAV will be different for employees working less than 1 FTE, employees who began employment after the beginning of the current reporting year, employees who went through e-class changes during the current reporting year, etc.
- PAID LEAVE FOR ALL WORKERS (PLFAW): please review PLFA balances for 9- and 10-month employees and reference the PLFA HR user guide for instructions about adding front-loaded balances to VSL, as applicable.
- Review job record transactions from HRFE that may affect balances and accruals (e.g., nonstandard employee groups, employee group changes, FTE changes, pay adjustments and leave of absences, etc.).
- FTE CHANGES: email Illinois Human Resources (IHR-DataOps@illinois.edu) with questions about moving leave in Banner from VACA to VACC.
- 10/12 EMPLOYEES: employees appointed on a 10/12 service basis require manual adjustments to their SICK accruals in PEALEAV. Review PEALEAV to ensure SICK accruals do not exceed 96 hours because PEALEAV will not stop accruals during the 2-month, non-service period.
- PAY ADJUSTMENTS: if a pay adjustment was processed because of a job change or new hire transaction missing calc, the leave accruals must be manually adjusted in PEALEAV. Units should use the Pay History Leave Accruals form (PHIACCR) in Banner to verify that leave was accrued during a specific pay period. Refer to the leave accrual calculators that are located in the Leave Reporting Tools Box Account for assistance with calculating missed/partial accruals that must be adjusted in PEALEAV.
- Upload leave usage from VSL to Banner.
- Review the results in VSL and complete manual adjustments in PEALEAV for any employee records that did not transmit to Banner.
Additional Resources and Contact Information
Helpful Resources
- IMPORTANT LINK: University of Illinois System Policy About Vacation Leave and Reporting Requirements
- Vacation and Sick Leave (AVSL) Reporting for Faculty, Other Academics, and Academic Professionals (System Human Resources)
- Vacation/Sick Leave Reporting Resources NOTE: the resources are available within the Vacation/Sick Leave Reporting Resources sub-section of the webpage.
- Box Accounts:
How To Videos
- Running the PEALEAV Balance Report and comparing it to the All Employees tab in VSL NOTE: this clip was taken from the HR VSL Exempt CS Training in October 2021 and only reviews downloading the reporting for Exempt Civil Service only; the same processes apply to academic employees. Units will only see accruals in PEALEAV during the current reporting year through the end of the reporting period for the different e-classes:
- Exempt Civil Service: 08/31/2025 – 05/09/2026 (2025 BW19 – 2026 BW10)
- Academic: 08/16/2025 – 05/15/2026 (2025 MN9 – 2026 MN5)
- Reviewing the Usage Summary tab in VSL
Who To Contact With Questions
- Questions About VSL: Brandi Pulleyblank (blpulley@illinois.edu)
- Questions About Updating Reconciled Balances in PEALEAV: David Grider (dgrider2@illinois.edu)