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Administration / Finance / Payroll / Leave Cash-In

Payroll

Leave Cash-In

Contents

  • Introduction
  • Helpful Information
  • Leave Cash-In Request Process
  • Bargaining Unit Restrictions
  • Leave Cash-In Request Example and Field Explanations
  • Contact Information

Introduction

State of Alaska employees may request that accrued personal leave hours are paid out monetarily via a Leave Cash-In. Certain restrictions apply for Leave Cash-In requests as defined in the Collective Bargaining Agreement for each bargaining unit. See table below for specific bargaining unit restrictions.

Helpful Information

  • Leave Cash-In requests are processed at the pay rate associated with the first day of the pay period the Leave Cash-In is processed unless the employee is a “Cash Value” employee in which leave rates are based on the pay rate at which the leave was earned.
    • Currently all non-covered employees and ASEA (GGU) employees hired into leave accruing positions after 07/01/2013 are considered Cash Value employees.
  • Current leave balances are available in the Employee Self Service (ESS) application. Employees can find Leave Balances by selecting the Time and Leave Quick Link on the Employee homepage, on the Time and Leave page, select the View Leave Balance option from the carousel at the top of the page.
    • Calculations of Leave Cash Value can also be found on this page in ESS. An instructional video for the Leave Cash Value Calculator can be found in AspireAlaska. Employees may also refer to the Leave Cash-In Calculator (LCAL) Map [PDF SOA Only].

Leave Cash-In Request Process

Department/Branch How to submit a leave cash-in request
Executive Branch, including the Departments of:
  • Administration
  • Commerce, Community & Economic Development
  • Corrections
  • Education & Early Development
  • Environmental Conservation
  • Family & Community Services
  • Fish & Game
  • Health
  • Labor & Workforce Development
  • Law
  • Military & Veterans Affairs
  • Natural Resources
  • Public Safety
  • Revenue
  • Transportation & Public Facilities

Leave cash-in requests for Executive Branch employees, with the exception of the Office of the Governor should be submitted using the Leave Cash-In Request Form via email to your department's Payroll Services contact which can be found on the Contact webpage.

The cutoff to request a leave cash-in is the Tuesday after the pay period end date to allow for sufficient processing time prior to the pay day on the next week's pay day, DOF Payroll Services will then process the request within two (2) pay periods of receipt of a request.

For example, to request a leave cash-in for the Pay Period Ending Sunday, 03/19/2023, requests are due Tuesday, 03/21/2023 for the Pay Day on Friday, 04/07/2023.

Office of the Governor

Employees of the Office of the Governor: do not use this form, instead please submit your leave cash-in requests using the standard leave slip to your Department Payroll Office.

Legislative Branch, including:
  • Alaska State Legislature
  • Legislative Affairs
  • Legislative Finance
  • Office of the Ombudsman

Please submit your Leave Cash-In Request Form to the Alaska Legislature HR staff at PersonnelGroup@akleg.gov. Questions about the Leave Cash-In process can be sent via email to this address or you may call HR at (907) 465-3854.

Division of Legislative Audit employees should contact their agency's payroll contact with leave cash-in requests.

Alaska Court System, including:
  • Alaska Commission on Judicial Conduct
  • Alaska Judicial Council

Please use the form for Court System employees found on the ACS Intranet. This form should be submitted via email to your payroll contact or to hrtimesheets@akcourts.gov.

Bargaining Unit Restrictions

Bargaining Unit Bargaining Unit Description (Code) Cash-In Limit Per Year Minimum Leave Balance Required to Retain
ACOA Alaska Correctional Officers Association (GC) 6 84 Hours
APEA Alaska Public Employees Association - Supervisory Unit (SU) 6 40 Hours
ASEA Alaska State Employees Association - General Government Unit (37.5 Hr) (GG/GP) 6 37.5 Hours
ASEA Alaska State Employees Association - General Government Unit (40 Hr) (GY/GZ) 6 40 Hours
AVTECTA Alaska Vocational Technical Center - Teacher's Unit (TA) - 37.5 Hours
CEA Confidential Employees Association (KK) 6 40 Hours
EX/PX Executive Branch Exempt/Partially Exempt Employees (EX/PX) 6 37.5 Hours
IBU Inland Boatmen's Union (MM) 6 12 Hours
LTC Public Employees Local 71 - Labor Trades and Crafts Unit (LL) - 40 Hours
MEBA Marine Engineers Beneficial Association (BB) 6 168 Hours
MMP International Organization of Masters, Mates, and Pilots (CC) 168 Hours Required to have at least 168 Hours at the time of cash-in.
PSEA Public Safety Employees Association (AA/AP) 6 40 Hours
TEAME Teachers Education Association of Mt. Edgecumbe (TM) 4 5 Days

Leave Cash-In Request Example and Field Explanations

  • Leave Cash-In Request Form [XLSX]
Example of leave slip with form fields numbered

Required fields are shown in red with an asterisk*.

1 Employee's Name*
Print Employee’s Name (legal name) who is requesting a leave cash-in.
2 BU* (Bargaining Unit)
Select the code for your specific Bargaining Unit.
Code Bargaining Unit
AA/AP Public Safety Employees Association
BB Marine Engineers Beneficial Association
CC International Organization of Masters, Mates, and Pilots
EX Exempt
GC Alaska Correctional Officers Association / Correctional Officers Unit
GG/GP Alaska State Employees Association / General Government Unit
KK Confidential Employees Association
LL Labor, Trades and Crafts Unit
MM Inlandboatmen’s Union of Pacific Alaska Region
PX Partially Exempt
SS Alaska Public Employees Association / Supervisory Unit
TA Alaska Vocational Technical Center Teacher’s Unit
TM Teacher’s Education Association of Mt. Edgecumbe
XA Alaska Aerospace Corporation
XE Partially Exempt / Postsecondary Education
XJ Judicial Branch
XL Legislative Branch
3 Dept No* (Department Number)
Select the number code for your department.
Code Department
02-DOA Administration
03-LAW Law
04-DOR Revenue
05-EED Education & Early Development
07-DOL Labor & Workforce Development
08-CED Commerce, Community, and Economic Development
09-MVA Military & Veterans Affairs
10-DNR Natural Resources
11-DFG Fish & Game
12-DPS Public Safety
16-DOH Health
18-DEC Environmental Conservation
20-DOC Corrections
25-DOT Transportation and Public Facilities
26-FCS Family and Community Services
30-LEG Legislature
4 Employee ID Number*
List your six digit Employee I.D. number.
5 No. (Number) of Hours Requested for Leave Cash-In (HH:MM)*
Enter the TOTAL time of your leave cash-in request in HH:MM.
6 Leave Type*
Select the leave type for which your leave cash-in is requested. This list will be filtered based on the BU selected in Box 2 above.
7 Comments
Enter any comments or information that may be helpful for staff who are processing your request.
8 Employee Signature*
Sign and date the form slip to approve your leave cash-in request.

Contact Information

Executive Branch employees may contact the Employee Call Center with any additional questions that you may have. The Employee Call Center can be reached at (907) 465-3009 or EmployeeCallCenter@alaska.gov.

NOTE: Alaska Marine Highway Vessel employees should contact their DOT&PF Payroll contact with additional questions at (907) 465-8995.

Office of the Governor, Alaska State Legislature, and Alaska Court System employees should contact their agency's payroll contact for assistance.

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