Vacation Balances and Organizational Charts

Balance Sheet and Vacation Accural Form

As part of the fiscal year-end financial statements and reporting requirements, departments must complete a summary of vacation and personal day accrual balance information (using the Balance Sheet of Unused Vacation and Personal Days) and submit organizational charts of your department and/or school.

Beginning in 2020, while all departments are expected to complete the Balance Sheet form, not all departments are required to submit those forms to CUHR. Each year, departments required to submit the information to CUHR will be notified by the Compensation team. Departments not required to submit the information to CUHR should retain the completed Balance Sheet form for their own internal record and for possible auditing follow-up. 

Vacation Balance Form Instructions

In order to comply with the University's reporting requirements and contribute to the calculation of vacation and personal day accrual liability on year-end financial statements, departments are required to complete a summary of vacation and personal day accrual balance information for all Officers of Administration, Officers of the Libraries, and Support Staff who are entitled to these benefits. For those employees, accrual balances as of 7/1 (including any carry-forward adjustments) and related "Employee Information" should be posted to the Balance Sheet of Unused Vacation and Personal Days.

All Officers of Administration, Officers of the Libraries, and Support Staff who earn vacation and personal time must be listed on the form. This includes part-time administrative officers and support staff who are entitled to these benefits.

Note that part-time administrative officers may be eligible for vacation, but not personal days.

In addition to the vacation and personal day balances, the form requires the entry of the following information for each employee: last name, first name, and Employee ID number (NOT Social Security Number). Simply type or copy the information onto the form.

IMPORTANT: Be sure to include the Employee ID for each person listed on the Balance Sheet form.

The preliminary list of the employees in your department for whom vacation and personal day accruals must be recorded is available via the Enterprise Reporting HR Manager Reports. Staff members from each department who have access to departmental salary information in PeopleSoft (typically PAC Manager Self-Service users) will automatically have access to the required Employee Information through a secure web location. The Enterprise Reporting information can be downloaded in an Excel format and then applied to the Balance Sheet. If you are using Enterprise Reporting information, it is recommended that you copy the data, as an Excel spreadsheet, to your hard drive, and from there, copy the required data onto the Balance Sheet form.

End of June PeopleSoft data is included in the Enterprise Reporting file. Departments should check the Enterprise Reporting file to make sure that all June changes have been captured.

  1. Log in to myColumbia using your UNI and password
     
  2. Go to the HR Manager Resources Tab and click on "HR Manager Reports", select "Documents" tab, and go to "HR" folder.
     
  3. Click on "Employee Vacation Accrual"
     

To convert file to Excel:

After you run the report, you can convert the file to Excel and save it to your computer. In the top menu bar, click on the tab icon with the arrow coming out of the top ("Export") > "Export Document As" > "Excel".

Under University policy, the amount of vacation carried over into a new fiscal year cannot exceed the total vacation accrued in the prior fiscal year. For example, if an employee earns 23 days of vacation per year, on July 1st, the amount of vacation carried over from the prior year cannot exceed 23 days. In this case, the accrual amount posted to the balance sheet must be 23 days or less.

Regular part-time Support Staff members are entitled to prorated sick leave, vacation, and personal days based on the number of hours they work per week. For the purposes of this form, a "vacation day" or "personal day" is equal to the number of hours in the employee's "average" workday. To calculate this "average" workday, divide the employee's weekly hours worked by five. That is, if an employee works 20 hours per week, the ''average'' workday is 4 hours even if the employee works two 8-hour days and one 4-hour day. If this employee has accrued 23 hours of unused earned vacation, divide 23 hours by 4 hours to arrive at the number of days (5.75 in this example) to place in the Vacation Days column.

Regular part-time Officers of Administration who work 20 or more hours per week accrue vacation at the rate of one day per month, up to a maximum of 10 days per fiscal year. When a part-time officer takes vacation time, the department charges the officer’s time balance in whole or half-day increments, as appropriate. Given that, as of July 1, the number of unused accrued vacation days should not exceed 10 days for this group.

Note: Temporary part-time Officers of Administration are not eligible for vacation or personal days. 

  1. To print out an Excel spreadsheet with more than 100 names, first go to “Page Layout” tab on the menu bar and open up the “Page Setup” dialogue box.
     
  2. Choose the "Sheet" tab. In the "Print area" box, the default reads "A1:H111." Change "111" to a number that corresponds to the number of rows in your Excel spreadsheet.

    (Note: This number must be at least 11 more than the number of names on your list). Click on "OK."
     
  3. Under the “File” menu, open the “Print” dialogue box. Click on "OK." 

To satisfy reporting requirements and contribute to the calculation of total accruals for the University in our year-end financial reports, it is very important that the Balance Sheet for Unused Vacation and Personal Days be completed by Tuesday, July 20, 2021.

Beginning in 2020, while all departments are expected to complete the Balance Sheet of Unused Vacation and Personal Days form, not all departments are required to submit those forms to CUHR. Each year, departments required to submit the information to CUHR will be notified by the Compensation team. Departments not required to submit the information to CUHR should retain the completed Balance Sheet form for their own internal record and for possible auditing follow-up.   

If you have been selected to submit your completed Balance Sheet form to CUHR, please send documents as email attachments to [email protected].

  1. An Excel version of the completed balance sheet for your department.
     
  2. A signed and scanned copy of the completed balance sheet. Please ensure that both the person preparing the form, and his/her manager signs the form before it is scanned and uploaded

Thank you for submitting the two versions of your department’s balance sheet in a timely way.

Organizational Chart

Organizational charts are an essential tool for management reporting and decision making, and it is critical that we maintain an up-to-date set of these documents in a central location.  As in the past, schools and divisions are responsible for updating their organizational charts on an annual basis.  Please ensure that your update is submitted to CUHR no later than Tuesday, July 20, 2021.

Please leverage the following guideline when developing your organizational chart:

  • Organizational charts must depict the academic, operating and administrative departments in each school or division
  • Include the name, title, and grade of the person who has management responsibility for that department. 
  • It is not necessary to provide more detailed information about the staff reporting to each department head/manager, but CUHR will accept the greater level of detail, if provided.

Although organizational charts can be created with other applications, the diagramming program Visio is recommended because it is relatively easy to use. If you don’t currently have access to Visio, contact your departmental IT staff for assistance. 

Email organizational charts, preferably as PDF attachments by Tuesday, July 20, 2021 to: 
[email protected]

For questions related to the organizational charts collection:
[email protected].