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Eligible staff may receive annual vacation leave payout by lump sum or may use their annual vacation leave before officially retiring from the university. At retirement, eligible staff can receive a maximum payout of 44 days of annual vacation leave and up to 30 days of sick leave on their final paycheck.
- If the employee elects to receive a payout over time, please refer to the “Retire an Employee – Paid Out Over Time” Quick Reference Guide (QRG)
- If the employee is faculty (or any employee whose time off is not accrued/tracked in Workday), vacation time does not need to be entered in Workday. Pending Retiree Leave should still be entered for reporting and security purposes.
1. From the employee’s Profile, select the Actions button.
2. Hover over the Job Change section and select Terminate Employee.
3. On the Terminate Employee screen, complete the following and then select Submit:
a. Primary Reason: Enter Voluntary > Retirement (Regular)
b. Termination Date: Enter the last physical day of work (select the tab key and the remaining date fields will auto populate)
c. Eligible for Rehire: Enter the appropriate Yes or No field
d. Attachment: Include a comment indicating what is happening with vacation and sick leave upon retirement
4. The process will route through the remaining approval steps. Benefits will complete the Retiree Status step to add a Retirement Date (day after termination date). Payroll will pay out any remaining vacation and sick time balances. Eligible staff can receive a maximum payout of 44 days of annual vacation leave and up to 30 days of sick leave. Once staff officially retire, they will be paid out on their last paycheck.
For Workday HR Questions, please contact us via email at WorkdayHR@louisville.edu or submit your inquiry on our website: Workday Inquiry Form — Workday