When exempt, non-exempt or Bargaining Unit employees terminate their employment mid-month, Stanford payroll administrators must calculate vacation accrual to include that amount in the employee’s termination check.
Before You Start
Gather employee information and review the Administrative Guide Policy 2.1.6: Vacations to determine the employee's accrual rate.
Gather Employee Information
- Employee years of service
- Employee FTE (i.e., Full-time 100%, Part-time 50% or 75%)
- Employee pay group from PeopleSoft
Determine Correct Vacation Accrual Rate
- Refer to Administrative Guide Policy 2.1.6: Vacations
- Identify the appropriate years of service and accrual rate for the employee’s pay group
The accrual rates for Bargaining Unit (BU) employees match those of Non-Exempt Staff.
Calculate Vacation Accrual
- Refer to the Vacation Accrual Calculator
- Enter the employee's STF Service Date where indicated (J3)
- The accrual rate appropriate for their years of service will populate in the Rate column
- Enter the number of days the employee worked in the Paid Work Days column
- This includes any paid time off taken, such as vacation, PTO, sick or holiday
- Do not include any days the employee was on leave without pay or on approved short-term disability/family leave
- Enter partial days as decimals or fractions (0.5 or 1/2 days).
- The Accruals column shows the accruals for the month
Use this calculator for partial month calculations by entering only the days for which you wish to calculate the accruals.
Non-exempt accruals are based on work hours and may differ from month-to-month.
- Refer to Vacation Accrual Calculator
- Enter employee's STF Service Date where indicated (J3)
- The accrual rate appropriate for their years of service will populate in the Rate column
- Enter the number of straight time hours worked in the Hours worked this month column
- This amount of hours is found in the employee’s timecard or paychecks, and should include all paid time taken, such as vacation, PTO, sick or holiday
- Do not include any days the employee was on leave without pay or on approved short-term disability/family leave
- The Accruals column shows the accruals for the month
Use this calculator for partial month calculations by entering only the days for which you wish to calculate the accruals.
- To request a final check, complete the PeopleSoft Termination Webform. Refer to the Termination Process Reference Guide: Create Web Form for more information.
