AM - Vacation Conversion to ALRA (FA/AS/LI - Unclassified Staff)

This document explains how to convert vacation hours to ALRA for eligible employees.

Procedure At-a-Glance

Category: Absence Management
Audience: Payroll Coordinators
Overarching Process: N/A
Navigation: Global Payroll & Absence Mgmt- Payee Data- Maintain Absences-UWS Absences
Jump to Procedure Steps (below)

General Description:

Twelve-month faculty, academic staff, and/or limited employees who have completed 10 (ALRA Counter of 120 as of 6/30 of the prior fiscal year) or more years of continuous service as of the prior fiscal year end, are able to convert up to 40 hours of vacation each year, employees completing 25 (ALRA Counter of 300 as of 6/30 of the prior fiscal year) or more years may convert up to 80 hours. These hours will be placed in the Annual Leave Reserve Account (ALRA) and can be utilized at anytime or paid out upon termination or retirement. The procedure for moving Vacation hours to ALRA hours is outlined below.

Please Note: Employees with multiple jobs will see the same number of eligible hours on each leave report. They may choose to bank all hours on one "job" or split the total among the active jobs.

Process Considerations:

Employees should review their July Leave Report, it will indicate the employee's ALRA eligibility. The employee will need to complete the ALRA request section at the bottom of the July Leave Report to indicate he/she wants to place vacation time into ALRA.

process considerations

Procedure Steps:

To perform this procedure, please follow these steps:

  • Navigate to: Global Payroll & Absence Mgmt > Payee Data > Maintain Absences > UWS Absences.

  • Search for your employee(s) either by Empl ID or Group ID.

  • Select the check-box next to the employee's name and click Request Absence.


absence mang.

  • If necessary, add a row. Enter the Event From Date. You may use a weekend date in the current month to avoid days where employees may have true absences to record. The Event To Date will default to the same date.
    • NOTE: The Convert to ALRA absence take MUST be dated within the current period (not back to June).

  • Select the Absence Take: Convert Vac to ALRA.

  • Enter the number of vacation hours the employee would like to place in ALRA in the Conversion Hours box.

  • Click OK.

absence mang.


HRS will process the conversion of Vacation to ALRA in that night's monthly absence calculation. The system will first take hours from Vacation Carryover Lost as of the fiscal year that just ended (if available), then current year Vacation Carryover (if available) and convert the total amount elected to the ALRA balance.

Related Policies, Job Aids and Forms

Related Policies

Related Job Aids

  • Include links to related KB documents that include job aids

Related Forms

    • Include links to UWSA website for any related forms here.

    Keywords:AM Vacation Conversion ALRA   Doc ID:18910
    Owner:Sandy R.Group:Human Resource System (HRS)
    Created:2011-06-19 19:00 CDTUpdated:2016-08-03 09:23 CDT
    Sites:Human Resource System (HRS)
    Feedback:  21   3