Agenda Item
c. Excessive Leave Buyback - Policy GBRI – Professional Personnel Personal Leaves and Absences
Summary: The amendment to Policy GBRI - Professional Personnel Personal Leaves and Absences, decreases the cap on total number of accrued vacation days from 50, to 45. Employees with balances that exceed 45 days as of May 31st, 2024 shall receive payment to buy down their balance to 45.
Request: In order to successfully administer the policy amendment to GBRI - Professional Personnel Personal Leaves and Absences, it is requested that the board of education approve the buyback of accrued vacation leave for any employee that has an excess of 45 accrued vacation days as of May 31st, 2024. Finance estimates 250-350 employees will have more than 45 days, but no more than 50 days, of vacation leave accrued as of this measurement date. The total estimated cash outflow for this action is less than $300,000 and will come from General Funds.
Why: The following factors highlight the need to amend the current policy:
· The current policy is confusing to employees and is challenging to administer.
· The FY22 and FY23 audits made note that the district’s administration of the current policy was not aligned well to the policy itself.
· Reviewing and amending Policy GBRI was part of the FY23 Corrective Action Plan adopted by the board and submitted to GaDOE in October of 2023.
· It is required to move forward with digital timekeeping, the use of time clocks, and accurate flow of information into payroll.
Details: The proposed policy change removes the following language from section C of Policy GBRI:
“Unused vacation days may be accumulated up to a maximum of thirty days in addition to vacation earned during the current year of service, but no more than one-half of the earned but unused vacation of the previous year may be accumulated.”
With this wording, a 15-year veteran of the district earning 20 vacation days a year can have a lifetime bank of 30 vacation days and have a total liability at June 30th of 50 days of vacation if no vacation is taken during the school year. However, the liability drops back down to 30 vacation days on July 1st.
The proposed policy change adds the following language to section C of Policy GBRI:
Employees are encouraged to take vacation annually. The maximum amount of unused vacation that may be accrued at any point is forty-five (45) days. Any leave balance more than forty-five (45) days is forfeited at the end of each pay period. Upon retirement/resignation, employees will be paid for no more than forty-five (45) days of unused vacation.
With the new wording, a 15-year veteran of the district earning 20 vacation days a year can have a lifetime bank of 45 vacation days and have a total liability at June 30th of 45 days of vacation. This is 5 less days than the maximum provided with the previous wording. However, the liability does not drop back down to 30 vacation days on July 1st. Instead, the 45 vacation days rolls forward to the new year.
In order to successfully implement the policy amendment without harm to existing employees, Finance seeks approval to buy down any vacation leave balances that exceed 45 days as of May 31st, 2024. Finance estimates 250-350 employees will have more than 45 days, but no more than 50 days, of vacation leave accrued as of this measurement date.
Financial impact: The total immediate cash flow impact is less than $300,000. We already carry this liability on the books as a compensated absence liability on our annual financial statements. By buying down the total number of days, there is an immediate cash outflow and a reduction to our long-term liabilities because future payouts are reduced. This has neutral financial impact overall on our fund balance.
Contact: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance, 678.676.0270
Effective: May 31st, 2024 - Measurement Date
June 1st, 2024 - Policy GBRI takes effect
June 1st 2024 to June 30th 2024 - Payout vacation leave balances that exceed 45 days.
Status: Contingent upon the board’s approval and adoption the amendments to Policy GBRI.
Policy GBRI – Professional
Personnel Personal Leaves and
Absences
C. Vacation Leave
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Vacation Leave Accrual Rates
(no change)
Service Date/ Tenor Accrual Days / Year Accrual Hours / Year Hours Per Pay Period
1 10 80 3.33
2 10 80 3.33
3 10 80 3.33
4 10 80 3.33
5 10 80 3.33
6 11 88 3.67
7 12 96 4.00
8 13 104 4.33
9 14 112 4.67
10 15 120 5.00
11 16 128 5.33
12 17 136 5.67
13 18 144 6.00
14 19 152 6.33
15+ 20 160 6.67 3
Vacation Leave Bank
Unused vacation days may be accumulated up to a maximum of thirty days in addition to vacation earned
during the current year of service, but no more than one-half of the earned but unused vacation of the
previous year may be accumulated.
Employees are encouraged to take vacation annually. The maximum amount of unused vacation that may be
accrued at any point is forty-five (45) days. Any leave balance more than forty-five (45) days is forfeited at the end
of each pay period. Upon retirement/resignation, employees will be paid for no more than forty-five (45) days of
unused vacation.
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Why?
• Misapplication of policy noted as part of FY22 and FY23 audit.
• Part of the FY23 Corrective Action Plan submitted to GaDOE
• Simplify policy and increase employee understanding
• Align policy to Munis Time and Attendance tool.
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Financial Impact
*As of 3/15/2024
Row Labels Count of Employee Number Check Date Cycle Accrual
0-5 621 15-Mar 24S17 0.833
6-10 342 31-Mar 24S18 0.833
11-15 216
15-Apr 24S19 0.833
16-20 127
30-Apr 24S20 0.833
21-25 132
15-May 24S21 0.833
26-30 90
31-35 121 31-May 24S22 0.833
36-40 164 15-Jun 24S23 0.833
41-45 339 30-Jun 24S24 0.833
46-50 1 5.833
Grand Total 2153
As of 3/15/2024 only one employee had more than 45 days accrued. This balance will grow as
subsequent FY25 payrolls are processed. By 6/30 many will have reached the cap of 50.
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Financial Impact
• Between 250-350 will have 45-50 days by 5/31
• Plan is to buy down days in excess of 45 (maximum 5 days) after the 6/15 payroll.
• The total immediate impact is less than $300,000. We already carry this liability on the
books as a compensated absence liability.
• Our overall long-term liability and future payouts are reduced, positively impacting our
long term financial picture.
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NEXT STEPS
April 15th First Read
April 15th – May 6th Public Comment
May 6th Board Approval
May 7th – May 31st Employee Notification / Education
May 31st Measurement Date after 24S22 Payroll
June 1st New Policy Takes Effect
June 7th Accrual buy down payout
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QUESTIONS
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