Personal Leave and Annual Leave (vacation) Comparison
UNC Charlotte has two types of Vacation Leave: Annual Leave (vacation) and Personal Leave. Paid vacation time allows eligible employees to renew themselves physically and mentally and to remain fully productive employees. UNC Charlotte encourages employees to request and use their earned Vacation Leave with supervisor approval during the year to achieve this goal.
Personal Leave and Annual Leave are accrued at a monthly rate and adjusted proportionately for permanent part-time employees who work halftime or more (0.50 – 0.99 FTE) or who are on contract for fewer than twelve months. The monthly earnings amount is equal to one-twelfth of the annual rate. Leave is earned monthly when an employee works or is in approved paid status at least half the working days of a month.
Below is a summary of the key comparison points of vacation leave under the Annual Leave (vacation) program and the Personal Leave program.
Personal Leave and Annual Leave (Vacation) Comparison Chart
| Topic | EHRA Employees hired before Jan. 1, 2025, at UNC Charlotte and do not opt-in to the new Personal Leave program | EHRA Employees hired before Jan. 1, 2025, at UNC Charlotte and opt-in to the new Personal Leave program | EHRA Employees hired on or after Jan. 1, 2025 |
| Leave Program | Annual Leave (vacation) | Personal Leave | Personal Leave |
| Accruals | 26 days per year for SAAO 24 days per year for all other EHRA employees | 26 days per year for all leave-earning EHRA Please note: Participants may retain up to 30 workdays of Legacy Annual Leave (vacation) at the time they opt-in to Personal Leave, excess is forfeited. Legacy Annual Leave (vacation) may be used anytime throughout eligible employment and saved for payout upon separation or retirement. | 26 days per year for all leave-earning EHRA |
| Rollover (on Dec. 31, of each year) | Max for Annual Leave (vacation) is 30 days (240 hours) prorated for part-time, any excess is converted to sick leave. Please note: For Teachers’ and State Employees’ Retirement System (TSERS) participants: Unused sick leave may be converted to additional retirement service credit. Learn more here. | Max for Personal Leave is 20 days (160 hours) prorated for part-time, excess is forfeited and is not converted to sick leave. Legacy Annual Leave (vacation) is not rolled to sick leave. | Max for Personal Leave is 20 days (160 hours), prorated for part-time, excess is forfeited and is not converted to sick leave. |
| Transfer/payout if moving to an eligible position within UNC Charlotte | Annual Leave (vacation) transfers to new appointment | Personal Leave transfers to new appointment Legacy Annual Leave (vacation) transfers to new appointment | Personal Leave transfers to new appointment |
| Transfer/payout if moving to an eligible position at another institution | Annual Leave (vacation) is paid out (max 30 days; excess is forfeited). As a new EHRA hire at a new institution, employees would be subject to the new Personal Leave policy. | Personal Leave transfers (maximum 20 days) to new institution, excess leave is forfeited. Legacy Annual Leave (vacation) is paid out. | Personal Leave transfers (max 20 days) to new institution, excess leave is forfeited. |
| Transfer/Payout if moving to a non-eligible position within State Employment (University or Agency) | Annual Leave (vacation) is paid out (max 30 days; excess is forfeited). | Personal Leave (max 20 days) may be transferred subject to approval of the receiving institution; otherwise it is forfeited. Legacy Annual Leave (vacation) is paid out. | Personal Leave (max 20 days) may be transferred subject to approval of the receiving institution; otherwise it is forfeited. |
| Separation from State Employment | Annual Leave (vacation) is paid out (max 30 days, excess is forfeited). | Personal Leave is forfeited. Legacy Annual Leave (vacation) is paid out. | Personal Leave if forfeited. |
Personal Leave FAQs
What is Personal Leave?
Personal Leave is a new vacation leave program developed for leave-earning EHRA employees hired after January 1, 2025. Eligible EHRA employees hired before January 1, 2025, may choose to opt in to the new Personal Leave program.
Did EHRA become EPS and why?
No, the UNC System established the “EPS” (Exempt Professional Staff) designation effective January 1, 2024, as part of the UNC System policy updates, essentially reclassifying subcategories within EHRA classification. As a result EHRA employees are designated under the following subcategories:
- “SAAO” denotes “Senior Administrative/Academic Officer”
- “EPS” denotes “Exempt Professional Staff”
- “Athletics” denotes “Athletics Coaches/Directors”
- “Faculty” denotes “12 month Faculty”
- “Law Enforcement” denotes “Police/Public Safety”
This change is reflected in UNC Policy 300 and helps distinguish between different employee types within the university system, making it easier for both HR professionals and employees to understand their status.
Why are changes being made to the leave benefits at UNC Charlotte?
The UNC System Board of Governors approved the changes for all UNC System institutions. Please reference Section 300.2.22 and 300.2.22.1[R] of the UNC Policy Manual available online for more details.
Who is required to participate in the Personal Leave ?
The following employees are required to participate in the new Personal Leave program.
- Full-time and part-time permanent EHRA employees hired at UNC Charlotte on or after January 1, 2025.
- SHRA employees whose hire date is on or after January 1, 2025, and who later transition to an EHRA position within UNC Charlotte.
- Employees who transfer from state agencies and other UNC System institutions into EHRA roles on or after January 1, 2025.
What is Legacy Annual Leave (vacation)?
Eligible employees hired before Jan. 1, 2025, who opt into the irrevocable Personal Leave program can retain their Annual Leave (vacation) balance up to 30 days (240 hours), pro-rated for part-time. This is referred to as Legacy Annual Leave (vacation). This leave can be used at anytime, coded as VACATION (Standard) in Kronos, throughout eligible employment and saved for payout upon separation or retirement.
What are the Personal Leave accrual rates and can I carry over Personal Leave?
Eligible employees accrue 26 Personal Leave days annually (17.33 hours per month) and rates are prorated based on FTE and appointment length. Eligible employees may carry over up to 20 Personal Leave days each calendar year. Any unused excess will expire, and will not convert to Sick Leave. Please reference the Vacation Leave webpage for more details.
Is there a payout for unused Personal Leave?
No, Personal Leave is forfeited upon separation and is non-compensable.
Does Personal Leave Transfer?
- Within UNC Charlotte: Personal Leave will transfer if moving to another role covered by the policy. Any Legacy Annual Leave (vacation) would also transfer to the new position, based on eligibility.
- To Another UNC Institution: Up to 20 Personal Leave days will transfer. The employee will forfeit any unused excess Personal Leave, and will receive pay for any remaining Legacy Annual Leave (vacation).
- To State Agency/Local Government: All Personal Leave will be forfeited upon transfer, and will receive pay for any remaining Legacy Annual Leave (vacation).
What happens if a Personal Leave participant moves into an SHRA role at UNC Charlotte?
If an employee in a covered position participating in Personal Leave moves into an SHRA position while employed at UNC Charlotte, they would be subject to the leave provisions of SHRA employment at the time of conversion. Upon appointment into an SHRA position, an employee would begin accruing Annual Leave (vacation) and any personal leave would be forfeited upon transfer into an SHRA position.
Who is eligible to opt-in to the Personal Leave program?
The following employees are eligible to opt into the new Personal Leave program.
- EHRA leave-earning employees hired prior to January 1, 2025.
- SHRA employees hired prior to January 1, 2025, who later convert to an EHRA position at UNC Charlotte on or after January 1, 2025.
- Eligible employees can opt into the Personal Leave program at any time, however, the decision to opt-in to the Personal Leave program is irrevocable once made.
Considerations for opting into the Personal Leave program.
Choosing to opt into the Personal Leave program is a personal decision, and the reasons for doing so will vary based on individual circumstances and priorities. Please review the Personal Leave and Annual Leave (vacation) comparison chart to help you make an informed decision.
How do I opt-in to the Personal Leave program?
Employees may contact Gina Ewart gina.ewart@charlotte.edu or Shay McLean shaymclean@charlotte.edu in benefits for assistance with Personal Leave.
I am an SHRA employee, how can I convert to EHRA in order to opt into the Personal Leave program?
If you are an SHRA employee and have questions about the EHRA conversion process, please contact your manager or department business officer.
Questions
Contact Benefits at Benefits@charlotte.edu.