Benefits
Annual Leave
Select your employee classification below to read more about your annual leave.
Earning Leave
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.
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
Separation
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.
More Information
For further information on annual leave for classified staff please refer to DHRM Policy 4.10.
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.
Accrual and Carryover 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).
Annual leave balances roll on January 9 of each year.
The accrual rate for annual leave and the maximum hours of accrued leave an employee may carry from one year to the next or for maximum payment as applicable are:
| Employee Category** | Hours Accrued per Pay Period | Hours Accrued per 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 200 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.
Exceptions to Annual Leave Accrual
Annual Leave does not accrue***:
- during any pay period when the employee is on leave with pay status, regardless of the type of leave to which the absence is charged (since no leave is recorded on timesheets while out on leave status)
- during any pay period when the employee is on leave without pay status
- during a non-working pay period for Special Term/AY appointments, whose work year is less than 12-months
- during any pay period when the employee is on suspension, except that if the suspension exceeds 31 days because of an official investigation, accrual of annual leave will not resume until the employee returns to work
- during any pay period which the employee is only employed for part of the pay period
***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.
Change of Status that Affects Annual Leave and Payout of Annual Leave
When FTE changes
Faculty who changes from full-time to part-time retain their leave balances. During the part-time appointment, leave will be earned proportionate to the percent of time worked.
12 to 9 to 12
Faculty, who move from a 12-month position that is not eligible for leave payout, into a 9-month faculty position, and then back into a 12-month leave eligible position, will be granted 40 hours of new hire annual leave. These hours must be used within the first year in the new status and are not eligible for leave payout. (If initially eligible for annual leave payout and the administrative/professional faculty was paid out, then no new hire annual leave balance will be provided).
Administrative/Professional Faculty Payouts
- Payment up to the maximum payout limits may be requested by an eligible employee when:
- initially placed on leave status for a period exceeding 90 consecutive calendar days
- initially converted to a 12 or 9-month instructional or research faculty and approval from the previous unit is received
- the 12-month administrative/professional faculty leaves the university
- Payment will not be made if:
- the request for payout is not made at the time of change of status
Other Term
Leave payout for restricted appointments is dependent on the availability of sponsored funding.