Stellenbosch University
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Important information about leave and leave payouts

Leave applications for the period December 2019 to January 2020 and the half day on 24 December 2019.

The University will be closing at 12:00 on Tuesday 24 December 2019. Therefore, should you be taking leave on 24 December, this will be considered half a day's leave. This means that staff members not at work in the morning must capture half a day's leave on the system.

If you will be taking leave that includes this date, please ensure that you decrease your number of days absent from work by 0,5 (half a day) on your application. The system automatically calculates all days as full days, so it is each staff member's responsibility to ensure that the correct number of days is captured before submitting the leave application for approval.

We kindly ask that line managers:

  • check the number of leave days reflected on applications before approving leave; and
  • ensure that all leave transactions for December 2019 and January 2020 are approved by 31 December 2019.


Continuous leave taken over the period December 2019 to January 2020

If you intend taking continuous leave over the period December 2019 to January 2020, your application must be captured as two separate transactions, namely:

  • a transaction for leave in December 2019; and
  • another transaction for leave in January 2020.

If, when capturing leave for January, you receive a message that your PTO net entitlement will be decreased to less than zero, you can still proceed and complete your transaction. Simply click on “Next" and “Submit" to finalise your request. The warning message appears because your 2019 leave balance is still to be carried over to 2020. This will occur on 31 December 2019, at which stage the system will automatically correct your leave balance for January 2020.

The University will officially reopen on Thursday 2 January 2020.


Leave payouts in January 2020

Leave payouts for the end of January 2020 (applicable to permanent appointments up until 31 December 2007) should be applied for in January. This is because the Human Resources Division calculates the leave balance carry-over to the next year (2020) on the last day of the current year (2019), which means accumulated balances for 2019 will be available for payout in January 2020 only.

The option “SUN Accum Leave Encashment JV" on the system has been adjusted to enable automatic approval. Please capture your payout application on or before 10 January 2020.

  • Applications for the payout of up to 19 days must be entered on the Oracle “SUN Employee Self-Service" platform.
  • To apply for 20 or more days to be paid out, please use this form. The form must reach Human Resources by no later than 10 January 2020 so that the leave payout transaction can be captured in time.

If any of the information in this notice is unclear, do not hesitate to contact the Human Resources Client Services Centre on 021 808 2753 or sun-e-hr@sun.ac.za.