Human Resources and Payroll

Benefits

 

CLASSIFIED STAFF

Full-time classified staff earn annual leave in accordance with the number of years of state service. Part-time classified staff earn leave proportionately. Leave must be earned before it is used and may not be advanced. Once separated from employment, classified employees are paid for unused annual leave up to the allowable maximum. Please note that no leave is accrued in a pay period during which an employee has unpaid leave hours.  An employee must have worked or have been paid for the entire pay period in order to accrue leave in that pay period.  The chart below shows the hours earned per years of service and the allowable maximums for each category for semi-monthly classified staff:

Years of Service Hours Accrued per Pay Period Hours Accrued per Year Maximum Carryover Limits* Maximum Payment Limits
Up to 5 years 4 Hours 96 Hours
(12 days)
192 Hours
(24 days)
192 Hours
(24 days)
 
5 years 5 Hours 120 Hours
(15 days)
240 Hours
(30 days)
240 Hours
(30 days)
 
10 Years 6 Hours 144 Hours
(18 Days)
288 Hours
(36 days)
288 Hours
(36 days)
 
15 Years 7 Hours 168 Hours
(21 Days)
336 Hours
(42 days)
288 Hours
(36 days)
 
20 Years 8 Hours 192 Hours
(24 Days)
384 Hours
(48 days)
336 Hours
(42 days)
 
25 Years 9 Hours 216 Hours
(27 Days)
432 Hours
(54 days)
336 Hours
(42 days)

*As of January 9th each year

 

For further information on annual leave for classified staff please refer to DHRM Policy 4.10.

FACULTY

This applies to 12-month instructional, research, postdoctoral research fellows, and administrative/professional faculty.

A. New Hire Annual Leave

All full-time new hires will be awarded 40 hours of initial annual leave (or proportionate hours based on FTE). This balance will not be eligible for leave payout and expires one year from the date of hire. The system will use these hours first whenever you enter annual leave hours on your timesheets. Employees that transfer from one leave eligible job group to another do not receive this leave.*

*Generally, rehires who received payout upon a previous termination will also not receive new hire leave.

B. Accrual of Annual Leave

12-month faculty earn annual leave on an accrual system.

Part-time 12-month faculty (at least 0.50 FTE) earn annual leave on a proportionate basis.

Leave is earned and available to use after the end of each pay period (e.g. leave earned for pay period of September 10-24 is earned and available to use after September 24).

If no leave is taken, a zero leave timesheet must still be submitted via PatriotWeb. Accrual of leave will stop if timesheets are not submitted for six consecutive months. Accrual of leave will begin again when timesheets are submitted and leave will not be retroactively granted.

No leave is earned for pay periods for which there is any leave without pay.

C. Accrual Rate and Carryover

Annual leave balances roll on June 24th of each year

The accrual rate for annual leave and the maximum hours of accrued leave an employee may carry from one fiscal year to the next or for maximum payment as applicable are:

Employee Category** Hours Accrued per Pay Period Hours Accrued per Fiscal Year Maximum Carryover Limits Maximum Payout Limits
Full-time 12-month Administrative/Professional Faculty
8 hours
(bi-weekly = 7.39 hours)
192 hours
(24 days)
200 hours
(25 days)
288 hours
(36 days)
Full-time 12-month Instructional and Research Faculty
8 hours
(bi-weekly = 7.39 hours)
192 hours
(24 days)
200 hours
(25 days)
Not eligible for payout
Full-time 12-month Postdoctoral Research Fellow
8 hours
(bi-weekly = 7.39 hours)
192 hours
(24 days)
200 hours
(25 days)
Not eligible for payout
Full-time 9-month Instructional/Research Faculty
No annual leave accrued
Not Applicable
Not Applicable
Not eligible for payout

**Part-time instructional, research, postdoctoral research fellows are not eligible for leave payout, but they get to carryover 168 hours each year that they are in an accrual eligible status.

Academic Year (9-month) Administrative and Professional Faculty earn annual leave during the established academic year.

Temporary employment (up to six months) does not provide leave accrual; however, new hire leave is granted if the temporary 12-month faculty appointment is extended beyond six months.

D. Exceptions to Annual Leave Accrual

Annual Leave does not accrue***:

***Annual leave will accrue during any pay period when the employee is on a medical/illness leave with pay status (paid short-term disability or paid FMLA) for up to 90 consecutive calendar days.

E. Change of Status that Affects Annual Leave and Payout of Annual Leave