PIM 11: Leave Accrual Rates

Dated: Aug. 1, 2018

Category: Benefits

Contact: Benefits Director – ext. 0649

Sick Leave

Sick leave accrues at the rate of 8 hours per month or 96 hours per year for all permanent full-time employees entitled to sick leave. Sick leave for permanent part-time employees working half-time or more, and permanent full-time employees working less than 12 months is computed as a percentage of the accrual for full-time employees. Example of pro-rated sick leave for permanent part-time employees: Full-time Equivalency (FTE) .50 x Hours/Year 96 = 48 Hours/Year Accrual.

Vacation/Annual Leave

The vacation/annual leave accrual rates for permanent full-time employees entitled to vacation leave are provided below. Vacation/annual leave for permanent part-time employees working half-time or more, and permanent full-time employees working less than 12 months is computed as a percentage of the accrual for full-time employees. Example of pro-rated vacation leave for permanent part-time employees: Full-time Equivalency (FTE) .50 x Hours/Year 112 for (service less than 5 years) = 56 Hours/Year Accrual.

Accumulation:

On Dec. 31 of each year any employee with more than 240 hours of accumulated leave shall have the *excess accumulation converted to sick leave so that only 240 hours are carried forward to January 1 of the next calendar year. The cap of 240 hours carry over is pro-rated for permanent part-time employees, and permanent full-time employees working less than 12 months, based on their FTE. Example FTE .50 x 240 hour cap = 120 hour cap.

Any use of the FY 2018-2019

Special Annual Leave Bonus (BONSAL) will reduce the amount of vacation leave over the cap that carries over for sick leave at the end of the calendar year.

Below is an example of an employee that has 300 vacation hours at the end of the calendar year and used 40 hours of the new (BONSAL) leave

300 hours vacation balance 12/31

-40 BONSAL used the calendar year

= 260 balance of vacation hours to apply carry over and conversion rule

– 240 cap (pro-rated based on FTE) vacation leave carry over to the next calendar year

= 20 hours to convert to sick leave

Payout at separation:

Eligible vacation leave shall be paid in a lump sum (within three pay periods following the last regular paycheck), not to exceed 240 hours. The cap of 240 hours is pro-rated for permanent part-time employees and permanent full-time employees working less than 12 months, based on their FTE. Example FTE .50 x 240 hour cap = 120 hour cap.

Exempt from the Human Resources Act (EHRA) positions:

• An employee in a position covered by these regulations who has accrued unused vacation leave upon discontinuation of employment from the employing institution and who either does not elect or is not eligible to transfer such accrued leave to another State or local governmental agency, shall be paid for such unused vacation leave
• The amount paid to an employee who has been employed an aggregate of 24 months or less by one or more State or local governmental agencies is equal to one day for each month worked less the number of days of vacation leave taken during the employment period. An employee who has been employed for more than 24 months shall be paid subject to a maximum of 30 such days.
• The cap of 240 hours is pro-rated for permanent part-time employees and permanent full-time employees working less than 12 months, based on their FTE. Example of an employee who has been employed for more than 24 months with an FTE .50 x 240 hour cap (30 days) = 120 hour cap.

Vacation leave may be exhausted if the employee elects to do so and is retiring (service or early).

Accrual Rates

a. Employees Subject to the Human Resources Act (SHRA)

b. Employees Exempt from the Human Resources Act (EHRA)

c. The Financial Services Payroll Section is responsible for leave accountability

d. Departments are provided access to leave accruals, takings and balances through the University time keeping and leave system, to review and use as appropriate.

d. Leave entitlement and accrual rates are determined by the Benefits Director.

Resources

STATE HUMAN RESOURCES MANUAL -Sick leave

STATE HUMAN RESOURCES MANUAL – Vacation leave

PIM Number: 11

PIM Category: Benefits