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OMB has issued guidance which would preclude the charging of last leave payouts against a project.
UMBC has developed a leave payout pool that will be employed in FY26 and going forward. This pool is funded during the course of the employment of faculty and staff in certain classes, based on a negotiated Leave Payout rate. All faculty and staff in those classes, State or Sponsored, are charged and fund the pool. The Pool is a central chartstring which funds all state and research Leave payouts.
When an employee retires or terminates their employment with UMBC, the cost of the leave payout is reversed from the department and charged against the pool.
This entire process is practically independent of the biweekly payroll distribution process.
Some questions:
What will an Employee’s Leave Payout look like in the General Ledger?
On the pay period when the leave balance due to the employee is paid, the payroll JE will look like it always does (usually the last known DBE HR Combo). However, an additional, automated entry, will reverse those charges against the department and book them against the pool. In short, the biweekly build-up of of the pool balance will be used to pay all the leave payouts that happen throughout the fiscal year.
What will the campus Leave Pool charges look like in the General Ledger?
During the posting of each payroll to GL, there will be another process that books a Debit to a special Expense Account (6016700 at this time). The amount should be the sum of the wages for the department on a given chartstring times 0.0079. For example, a 2,000 wage will result in a 2000 * 0.0079 = $15.80 charge to the department on the 6016700 account.
How will this affect the Statement of Payroll Charges, or the History of EE Pay, or Effort Reports?
As it is essentially independent of payroll processing, the SOPC, the History of EE Pay and Effort Reports (if applicable) are unaffected.
What portions of this process depend on HR data?
This process will use HR data to determine individuals who have been payed out their remaining eligible leave, based on the Payroll Adjustment done by the Department’s Payroll Preparer.
How will retros impact the leave pool charges?
The process is initially designed to have the charges follow the resulting chartstring changes from retroactive pay adjustments.
What if a retro goes back beyond the begining of FY26?
This process will ignore retros for pay periods before FY26
What is the rate for FY26?
The rate for FY26 is 0.0079 (double-O seven nine). This means it is 0.79%, which is less than 1%. To calculate the rate for a biweekly wage, multiply the wage times 0.0079
10% of 1000 = 100.00
9% of 1000 = 99.00
1% of 1000 = 10.00
0.9% of 1000 = 9.00
0.79% of 1000 = 7.9
What are the EMPLOYEE Classes used for this process?
V35 Exempt, Contingent II
T33 Exempt, Regular
Q20 Nonexempt Regular
N15 Faculty Non Tenure Continue Contr
J03 Faculty Not Tenured Not on Track
I02 Faculty Not Tenured On Track
H01 Faculty Tenured
D25 Faculty, Contractual
