This page is an archived HR news item and may not reflect current university policies or procedures. Items with older posting dates may contain links to web pages that may be expired. References to individuals or groups may or may not be current or valid.

University Staff Leave Plan

Posted: May 19, 2009

Introduction

Effective December 21st, 2009, for all Current University Staff, the University Staff Leave Plan will combine three types of leave - annual, sick, and family/personal - into a consolidated leave program, giving employees more flexibility in how they use their time off. In many cases, University Staff will be able to use their accumulated leave bank for more vacation days. No one will lose time already accrued. Classified staff who switch to University Staff status can bring their accrued annual leave into the new system. For A&P Faculty who switch to University Staff status, the number of annual leave days could be higher than their current allotment, depending on the years of employment.

Leave Accrual and Carry-over

The University Staff Leave Plan will offer a new accrual rate, with the waiting period for accrual increases shortened from five years to three years. The maximum number of days that could be carried forward will differ slightly as well.

The tables below compare the current Classified Staff leave accruals with the new University Staff Leave Plan. Table A is current Classified. Table B is the new plan.

Table A: Classified Staff — Current Accrual and Allotment of Days

Years of service Annual accrual Days Family/Personal accrual Days Sick accrual (VSDP) Days Total Leave Days/Year Maximum Annual Days Carry Forward/ Cash out after leaving
< 5 12 4 8 24 24/24</td
5 - 9 15 4 9 28 30/30
10 - 14 18 5 10 33 36/36
15 - 19 21 5 10 36 42/36
20 - 24 24 5 10 39 48/42
25 > greater 27 5 10 42 54/42

Table B: University Staff Leave Plan

Years of service Accrual Days per Year Maximum Annual Leave Carry Forward/Cash out after leaving
< 3 22 22
3-6 24 24
7-9 26 26
10-19 28 28
20+ 30 30
(The above tables do not include paid holidays, which range from 11 to 15 per year.)

For each employee, the entire annual accrual will be available for use at the start of each leave year, prior to actually accruing the hours. This provides employees with maximum flexibility in their use of leave time. If an employee leaves the University during the course of the year, the time used and the time accrued are reconciled. Leave accrued, but not used, is paid to the employee, while leave used but not accrued is subtracted from the final paycheck.

The current system allows employees to carry over annual leave up to a maximum amount, but not sick and family/personal days (unless a longtime employee still has the older state sick leave policy). Under the new plan, there is only one type of leave, so all leave is available for carry forward.

In the University Staff Leave Plan the maximum number of days that could be carried forward is equal to one year’s accrual amount. The carry-forward hours serve as the beginning balance on to which the next year’s annual leave time is added.

For those Classified staff who move into the University Staff HR Plan with annual leave balances in excess of the employee’s carryover limit in the new leave plan, the excess amount will not be lost. The excess balance will be retained in a separate leave bank that will remain available for use or for payout upon termination.

In the current system, Classified Staff can cash out annual leave time only when they leave the University. Balances over the carry-forward limit from year to year are lost. The new leave program will pay University Staff for those “use-or-lose” hours at 50 percent of their value once the amount of annual leave goes beyond the maximum hours allowed for carry forward. To receive this cash-out, employees must have used a minimum of 10 days during the leave year. This minimum usage requirement is intended to encourage employees to take some time off to relax and rejuvenate.

Cash-out payment may be received as taxable income or it may be deposited into a tax-deferred savings plan.

The University Staff Leave Plan will continue other categories of leave from the State system, including: Compensatory & “Comp Special” Leave, Recognition Leave, Civil and Work-Related Leave (was Administrative Leave), Educational Leave, Emergency/Disaster Leave, Leave to Donate Bone Marrow or Organs, School Assistance and Volunteer Service Leave, Leave Without Pay, and Military Leave. These types of leave do not “accrue” an as employee entitlement but are available for use as needed. For example, if an employee must serve on jury duty or volunteers for the Day of Caring, that time is allowed in addition to the University Staff Leave Plan and is not deducted from leave.

Holidays are awarded separately and are not included in the annual leave accrual.

All University Staff (even those A&P faculty who elect to enroll) will track leave time taken in the new Self-Service Time and Leave system. Non-exempt University Staff will track leave in 15 minute increments. Exempt University Staff do not need to track leave taken in increments less than four hours (half days).

This page is an archived HR news item and may not reflect current university policies or procedures. Items with older posting dates may contain links to web pages that may be expired. References to individuals or groups may or may not be current or valid.