Using Leave Accruals Before Retiring or Leaving

Using leave accruals through the date of separation is available when the following criteria are met:  

1. The manager approves the time off.
2. The employee’s department follows the process below to ensure additional accruals are not earned while the employee is on leave.¹

Accruals available for use include Paid Time Off, Vacation (for trainees), Recognition Leave and Holiday Bank. Except when taking a leave managed by the HR Leave Center Extended Illness Bank, Sick Leave (for trainees) and Reduced Paid Leave may not be used in this way. 

Eligible accrual balances not used at the time the employee leaves will be paid approximately one month following their separation from MD Anderson or can be rolled into a voluntary retirement plan. Upon separation, trainees receive unused holiday hours but not vacation or sick leave. 

All employees are eligible to use this leave process. 

¹Texas State Government Code 661.067

Step 1 – Employee requests time off.

The employee requests time off with reasonable advance notice through the timekeeping system and follows their Departmental Time off Procedures.  They can request any amount of time off up to the balance of their eligible leave accruals.

Step 2 – Manager makes decision on time-off request.

The manager approves the time-off request or communicates reasons for not approving it. As with any leave request, managers are not required to approve the time off. During the leave, managers may work with Recruitment to identify candidates for the position. However, the new employee cannot start in the same position until after the effective date of the current employee's retirement or separation from the institution. 

Step 3 – Create the ePAF(s) based on the employment action.

¹ An employee who transfers to another state agency on the next business day following their employment at MD Anderson. 

Step 4 - Complete separation activities before the leave begins.

Employees and managers should complete the normal separation duties for their department before the employee begins their leave. These activities can include returning keys and computer equipment and completing the Separation Clearance Form. Details for all employees and specific activities for faculty are found on the intranet.

Notes:

• Faculty follow the same process above except Faculty Academic Affairs creates the second ePAF.
• ePAFs must be submitted as soon as the leave is approved to avoid impacting the employee's accruals or paycheck. 
• If you are hiring or rehiring a former employee who used their leave in this way prior to leaving MD Anderson, their accruals may not be available when they return to work. If this is the case, please contact HR Leave & Accommodations or 713-745-3652 to make the correction. 

Examples:

#1 - Last day of work and pay are in the same month - Sophia's last day to work is April 16 and she is taking 5 days of PTO prior to leaving MD Anderson for a position elsewhere.  Since her last day of work and the end of her employment are in the same month, the department will submit 1 termination ePAF effective 4/24.

#2 - Last day of work and pay are not in the same month - Ana's last day to work is November 26 and her manager approved her to use 10 days of PTO before she retires on December 10. The department submits the following ePAFs prior to Ana starting her leave.

• ePAF #1 - PLA/OTH - 11/27 effective date  
• ePAF #2 - RET/RET - 12/11 effective date   

#3 - Direct transfer - Max's last day of work is March 25 and his manager is allowing him to use 10 days of PTO prior to transferring to UTMB. The department submits the following ePAFs prior to Max starting his leave.

• ePAF #1 - PLA/OTH - 3/26 effective date 
• ePAF #2 - TER/HAF -  4/3 effective date