SRS Vacation Tracking

SRS/Other Academic Staff Vacation Tracking

August 16, 2006

Until an ESS/SAPweb vacation tracking tool is available (summer 2007) to employees and DLC administrators, DLCs are asked to follow the interim process below for tracking SRS and Other Academic Staff vacation.

• The DLC runs the report from the Data Warehouse (SRS_Vacation_Report) for their Organizational Unit and saves it as an Excel spreadsheet. The spreadsheet should be saved with the naming convention Org Unit name_month. For example, Human Resources_July 2006. The report can be found at http://web.mit.edu/warehouse/metadata/reports/business_area/payroll.html
• The DLC updates the spreadsheet with dates taken by each employee as vacation in the month.
  • Each employee is listed twice for regular vacation and 5th week vacation so the dates need to be reported in the appropriate row.
  • Dates should be entered in the last column titled "dates taken in month".
  • Each date is assumed to be a whole day of vacation, unless a half day is noted on the spreadsheet.
  • The DLC must report dates and not total number of days. If a range of dates is provided, each day, including weekends, will be considered a vacation day (except for a holiday).

• If a part time employee has a schedule that is not 5 equal length days, please note their normal schedule when reporting vacation dates.
• After the spreadsheet is complete with vacation dates, the DLC should send the spreadsheet electronically to exemptvacation@mit.edu.
• The Payroll Office will enter the vacation dates into SAP. This will update the employees balance(s) and generate credits, if appropriate.
• The due date for the report will be included in the monthly schedule posted on the Payroll web site at http://controllers.mit.edu/site/calendar_schedules/schedules/monthly_payroll_closing

Please contact Leslie Wright for if you have questions.