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Leave Liability Reports are Published

To Management Council; Chief Human Resource Officers; VPs of Finance; and Agency TLAM and Payroll Contacts
From Shared Services Center (SSC)
Area Time, Labor, and Absence Management (TLAM)
Date July 9, 20026
Re Leave Liability Reports are Published

Your agency’s FY26 Leave Liability Reports have been published to each VCCS SharePoint College Folder on SharePoint. Attached you will find the Leave Liability Reporting Instructions and the Column Definitions document outlining the data’s source and any calculation within a field required to meet the GASB 101 Financial directive.   

  1. For Leave Liability Reporting there are three (3) reports:  One (1) Excel and two (2) PDFs
  2. Excel Version is for HR use to validate employee specific data:
    1. Leave Plan
    2. Service Date
    3. Annual Rate (as of June 30)
    4. Hourly Rate
  3. PDFs are sectioned and totaled by program/dept/fund:
    1. Report 1: Annual Leave and Traditional Sick
    2. Report 2*: 9M Faculty Sick, VSDP Personal, VSDP Sick

*Report 2 – Final column total is the Total Leave Liability of all Leave Types + FICA for each employee and then per Fund/Program and the Grand Total for schedule 8. In addition,  the Current Agency Total Leave Liab to be used + FICA $ is listed for Schedule 8.

Important: The deadline to have your Schedule 8 to System Office Finance is Monday, July 27, 2026.

All supporting documents are housed on SharePoint: Absence Management-Leave Liability Reporting. You will need to be logged in using your MyVCCS credentials to access documents.

Reminder: Agencies must ensure employees are in the correct leave plan based on employee classification, years of state service, and retirement elections. Incorrect calculations of the benefits service date will result in wrong accrual rates. Please check your reports carefully and correct any discrepancies on the Excel spreadsheet. Please refer to the Leave Liability Training for assistance with how to calculate accurate Benefits Service dates.

Please distribute this information to all appropriate parties.

If you have any questions regarding Leave Balances or producing the report, please contact us at SSCHRO_HRMS@ssc.vccs.edu.

If you have any questions regarding the financial calculations for Leave Liability reporting, please contact the Systems Office Finance Department.

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