Classified

Annual (Vacation) Leave

Annual leave is also known as vacation leave.  As an annual salaried employee you are eligible to earn 13 days of annual leave - ½ day of annual leave every pay period (prorated for part-time employees based on percentage worked) for the first seven (7) years of employment.

This annual leave is not credited to your time record until you have completed 13 pay periods. To earn accruals for a pay period, you are required to work seven out of ten working days. Upon completion of the 13 pay periods, you receive a lump sum equal to ½ day for each of the 13 pay periods and then begin to earn additional time for each completed pay period.

Your annual leave anniversary date is your first day of work. This date should be recorded on your time record to insure proper crediting of bonus days in the future. This date only changes if you are off the payroll for more than six months.

On your annual anniversary date you are eligible to earn 1 bonus day of annual leave for each year of employment for the first seven (7) years. At the completion of 7 years, you will begin to earn 20 days of annual leave each year (5.75 hrs per pay period with a ½ annual additional for 7.5 hour workers and 6 hours per pay period with a 4 hour annual addition for 8 hour workers). Bonus days are again earned after 15 or 20 years of service depending upon the terms of your negotiated agreement.

You may accumulate up to 40 days (300 hrs for 7.5 hr workers and 320 for 8 hr workers) of annual leave on your time record.

If you are represented by CSEA or PEF, you may exceed 40 days of annual leave during the fiscal year.

However, under no circumstances can you exceed the maximum level at the beginning of business on April 1. Any annual leave in excess of the maximum level is forfeited on April 1.

If you are represented by Council 82, you may exceed 40 days of annual leave during the fiscal year. However, under no circumstance can you exceed the maximum level at the beginning of business on October 1. Any annual leave in excess of the maximum level is forfeited on October 1.

Bone Marrow and Organ Donor

Leave for bone marrow and organ donors' is granted to University  employees. Employees are allowed up to seven days paid leave to undergo a medical procedure to donate bone marrow, and up to thirty days paid leave to serve as an organ donor.

Cancer Screening

Employees are entitled to paid leave (up to 4 hours) when the cancer screening is scheduled during the employee's regular work schedule. Cancer screenings done outside the employee's regular work schedule (i.e. on a pass day or holiday) are on the employee's own time and compensatory time is not granted. Leave for cancer screening is not cumulative and expires at the close of business on the last day of each calendar year. The four hours of paid leave includes travel time. Absence beyond four hours must be charged to leave credits.

Employees must indicate "CS" (Cancer Screening) on their time sheet when using this leave, and attach appropriate medical documentation to support the absence.

Cancer screening includes physical exams, blood work, or other laboratory tests for the detection of cancer.

Child Care / Child Birth / Adoption

Please contact Human Resources to inquire about Child Care/Child Birth/Adoption leave progams available to Classified service employees. 

Discretionary Leave Without Pay

You may be eligible for a leave without pay for personal reasons, such as education or family circumstances, at the discretion of your supervisor, director, chair, dean, and your Vice President / Provost.

Family & Medical Leave Act (FMLA)

FMLA - Basic Leave Entitlement

Provides up to 12 weeks of unpaid, job-protected leave to eligible employees for the following reasons:

For incapacity due to pregnancy, prenatal medical care or child birth;
To care for the employee's child after birth, or placement for adoption or foster care;
To care for the employee's spouse, son or daughter, or parent, who has a serious health condition; or
For a serious health condition that makes the employee unable to perform the employee's job.

FMLA - Military Family Leave Entitlements

Eligible employees with a spouse, son, daughter, or parent on active duty or call to active duty status in the National Guard or Reserves in support of a contingency operation may use their 12-week leave entitlement to address certain qualifying exigencies. Qualifying exigencies may include attending certain military events, arranging for alternative childcare, addressing certain financial and legal arrangements, attending certain counseling sessions, and attending post-deployment reintegration briefings.

FMLA also includes a special leave entitlement that permits eligible employees to take up to 26 weeks of leave to care for a covered servicemember during a single 12-month period. A covered servicemember is a current member of the Armed Forces, including a member of the National Guard or Reserves, who has a serious injury or illness incurred in the line of duty on active duty that may render the servicemember medically unfit to perform his or her duties for which the servicemember is undergoing medical treatment, recuperation, or therapy; or is in outpatient status; or is on the temporary disability retired list.

Jury Duty

Leave for Jury Service allows employees to perform their civic duties without penalty.  No charge to leave credits is required, however appropriate documentation is required and should be attached to your leave record or timesheet.

An employee, who is required to appear for jury duty or as a subpoenaed or otherwise ordered witness in court, is entitled to leave with pay without charge to leave credits if he/she is NOT a party to the action.  Satisfactory documentation that the employee's presence is required must be submitted and attached to your leave record or timesheet.

An employee is not entitled to leave under this section if the employee is a party to the action regardless of having received a subpoena or other order. In a civil action, both plaintiff and defendant are parties to the action, therefore neither is entitled to leave under this section.

In a criminal proceeding, the parties to the action are the State and the defendant; the "victim" is not a party to the action and, if required to appear in accordance with a subpoena or other order, would be entitled to leave under this section.

Employees who appear in court in their official capacity both as parties to the action or as subpoenaed witnesses are appearing in duty status (regular workday).

An employee who receives a fee for testifying in a court of law as an expert witness does not appear in response to a subpoena or other order and is not eligible for leave under this section.

Military Leave

An employee entering active military duty is entitled to a leave of absence without pay while engaged in and going to and from military duty. Such leave cannot exceed a cumulative total of four years of voluntary service. See the military leave documents listed in the references at the end of this section for further assistance.

An employee, who is a member of any reserve force is entitled to 30 calendar days or 22 work days of military leave a year or continuous period of military duty that spans more than one calendar year without a charge to leave credits for time required for duty/training in the reserves.

Personal Leave

Personal leave may be used for conducting personal business, religious observances and absences due to extraordinary weather conditions or vacation.  Prior approval from your supervisor is required, although exceptions may be made in emergency situations.

As an annual salaried employee, you are eligible to earn 5 days of personal leave (prorated for part time employees based on the percentage worked) on your first day of work. This date becomes your personal leave anniversary date and should be recorded on your time record.

You are required to use all personal leave within one (1) year from the date it is earned. Unused personal leave is forfeited close of business the day before your personal leave anniversary date. New personal leave is credited to your time record at the beginning of business on your personal leave anniversary date. Your personal leave anniversary date changes only if you are on a leave without pay on your personal leave anniversary date. Your new personal leave date will be the date you return to work.

Sick Leave / Family Illness / Bereavement

Accrued sick leave provides you with protection against loss of income if you are unable to work because of illness or disability.

Sick leave may be used for absences due to personal illness or disability, or visits to a doctor, dentist, or other recognized medical practitioner. For classified service employees, up to 25 days per calendar year may be used for family illness or death in the family. Use of family sick leave is limited to situations where the employee’s presence is required to provide direct care to the family member. For this particular section, the definition of family varies depending on your bargaining unit.

Employees who have exhausted sick leave credits may charge their absences against other leave accruals (i.e., vacation, holiday). When all other accruals are exhausted, an employee may be eligible the Leave Donation Program (see below).

In accordance with your department’s call-in procedures, you must notify your supervisor when you are absent because of illness.

You are eligible to earn sick leave each pay period if you are in full pay status seven out of ten working days. If you are represented by CSEA Operational, Institutional or Administrative negotiating units, Council 82, PEF hired prior to April 1, 1982, or are a Classified Management Confidential employee, you receive ½ day each pay period for a total of 13 days per year (prorated for part-time employees based on your percentage worked). If you are represented by PEF and were hired after April 1, 1982, you earn 10 days per year or 2.75 hours per pay period for 7.5 hour workers with a 3.5 hour annual adjustment on your anniversary date or 3 hours per pay period with a 2 hour adjustment on your anniversary date for 8 hour workers. You may accumulate up to 200 days (1,500 hours for 7.5 hour workers and 1600 hours for 8 hour workers) or 225 days (1,800 hrs.) for Council 82 members.

Upon retirement from State service the dollar value of up to 200 days will used to pay your health insurance premiums. Absences of more than 4 consecutive days require submission of medical documentation to your supervisor before you can charge the absences to sick leave.

Sick Leave at Half Pay

Classified employees may be eligible for Sick Leave at Half Pay when they are absent due to a personal illness and have exhausted all their available leave credits.

To request sick leave at half pay:

An employee needing Sick Leave at Half Pay must submit a request in writing to his or her supervisor/department head and/or Human Resources. Acceptable medical documentation must also be provided.

Eligibility:

The employee has a personal illness, and provides acceptable medical documentation on a continuous basis for the duration of the leave.

  • The employee has a cumulative year of creditable State service.
  • All available leave credits must be exhausted. This includes sick leave, vacation, personal leave, holiday compensatory time and all overtime compensatory time. Leave credits are considered to be exhausted when the total balance is less than the number of hours in the employee's normal work day.
  • Must be eligible to accrue leave credits.
  • The employee must have permanent or contingent permanent status as of the day the Sick Leave at Half Pay is to begin.

Amount of Sick Leave at Half Pay Entitlement:

  • Employees accumulate sick leave at half pay entitlement based on years of service. Accrued sick leave at half pay entitlement may only be used once.

Example:

An employee with 2 years of service (entitled to 4 pay periods of sick leave at half pay) uses 2 pay periods of sick leave at half pay, the following year (3 years of service) the employee would be entitled to 4 pay periods of sick leave at half-pay:

3 years of service = 6 pay periods of sick leave at half pay entitlement Minus 2 pay periods of sick leave at half pay used the previous year.

  • Sick leave at half pay entitlement accumulates at the rate of one pay period for each complete six months of State service.
  • Time spent on sick leave at half-pay counts as service towards eligibility for additional sick leave at half pay.

Workers' Compensation

Please refer to the workers' compensation procedure.

Leave Donation Program

The intent of the Leave Donation Program (LDP) is to provide a means to assist employees who, because of long-term personal illness have exhausted their leave benefits and would otherwise be subject to a severe loss of income during a continuous absence from work.

Under appropriate circumstances, employees can donate VACATION time only to a qualified participant to be used as sick leave.

Leave Donation Program