UACES Facebook C.E.S.P. 7-4: Annual Leave & Annual Leave Used for Study

 

Employee Benefits: Leave and Holidays 

C.E.S.P. 7-4: Annual Leave & Annual Leave Used for Study

Date Revised: 1-9-2014
Supersedes: 3-6-2013

Summary: Establishes policy concerning accrual and use of annual leave by Extension employees.

I.    Annual Leave Procedures

  • Annual leave must be earned before it can be taken. Annual leave accrued during a pay period is not considered to be earned by an employee until the last working day of the pay period, and the leave must be earned before it can be used. Although accrual for the pay period is actually entered into the system when payroll is run, annual leave accrued for the 1st through the 15th of the month is not available for use until the 16th. Annual leave accrued from the 16th through the end of the month is not available for use until the first day of the following month. Employees shall not borrow from anticipated future accruals and may not use annual leave earned by other employees.
  • Annual leave is granted on the basis of workdays, not calendar days. Weekends and holidays falling within a period of annual leave are not charged as annual leave.
  • Annual leave is cumulative and is added to your annual leave balance as it is earned; however, you may not have more than 30 days (240 hours) accumulated on December 31 of each year. Your total accumulated leave may exceed 30 days during the year, but any amount over 30 days is lost if not used by December 31. Employees who have a balance of over 30 days at the end of the calendar year may donate their excess annual leave to the Catastrophic Leave Bank.

An employee will not earn annual leave when on leave without pay (LWOP) for ten (10) or more cumulative days (80 hours or more) within a calendar month or an equivalent proportion if the employee’s appointment is less than 100%.

Employees transferring without a break in service (30 working days) between state agencies and/or institutions shall retain all their earned annual leave.

II.    Accrual of Annual Leave

Employees In Regular Positions

Non-Classified - Non-classified employees earn annual leave on the basis of 22.5 working days per calendar year. This translates to 180 hours per year or 15 hours per month.

Classified The amount of annual leave earned by classified employees is based on cumulative years of state employment.  Prior service is established on completed years of service only. Employees must have completed full years of employment before movement to the next higher accrual rate. You do not receive credit for partial years of service. If you are a full-time employee, you earn annual leave in accordance with the following schedule. If you are not full-time, but work 1,000 hours or more per year, you earn annual leave in proportion to the time you work.

 

Years of Employment

Yearly Rate

Monthly Rate

0 - 3 years

96 Hours  (12 days)

8 Hours

4 - 5 years

120 Hours (15 days)

10 Hours

6 - 12 years

144 Hours (18 days)

12 Hours

13 - 20 years

168 Hours (21 days)

14 Hours

21 + years

180 Hours (22.5 days)

15 Hours

Accrual rates change on the first day of the month following eligibility for the next higher accrual rate.

Extra Help (Temporary) Employees – Extra Help employees working less than 1500 hours are considered temporary and will not earn annual leave.

III.    Requesting and Reporting Annual Leave

All compensatory time must be used before the use of annual leave. Payroll charges vacation absences in the following order: 

1. Earned Compensatory or Holiday Time
2. Earned Annual Leave
3. Leave Without Pay
  • Annual leave may be taken and reported in increments of one-quarter hour (15 minutes). No smaller amounts shall be used.
  • You may request earned annual leave at any time, but your request must be made in advance and must be approved by your supervisor. Your supervisor may require you to take annual leave at those times when it will be most convenient for and least disruptive to your department or work unit. It is the responsibility of the supervisor to grant only annual leave that has been earned.
  • You may not use sick leave for annual leave purposes.
  • Extension employees requesting annual leave should submit form E.B.E.N. - 327, Request for Leave in advance of leave taken. This form is approved by the supervisor and retained in the unit files.
  • Exempt employees (generally non-classified) report leave taken on the Banner Self Serve Leave Report. Non-exempt employees (generally classified) report time worked on the Banner Excel Division time sheet at http://www.uaex.edu/division/policies.aspx

IV.     Annual Leave Used as Leave for Study

  • Annual leave in excess of 240 hours may be carried over and used as leave for study by non-classified employees pursuing a graduate degree.
  • Annual leave must be earned before it can be used as leave for study. It may not be borrowed.
  • The employee must submit a written request through the supervisor to the Associate Vice President for Agriculture - Extension no later than December 1 of the calendar year in which the leave is earned.  Per Board of Trustees policy, the request will then be forwarded to the President's office for approval. 
  • Upon approval, the excess leave may be used as leave for study until the following December 31.  After that date, any unused portion is forfeited.

V.    Lump Sum Payments Upon Termination

  • Upon termination, resignation, retirement, death, or other action by which a person ceases to be an employee of the University, the amount due the employee or his or her estate from earned annual leave (not to exceed 240 hours) will be paid in a lump sum.

The termination leave payout calculation will be calculated by the Payroll Service Specialist reviewed and approved by the Director of Financial Services No employee receiving such additional compensation shall return to University employment or be employed by state government until the number of days for which he or she received additional compensation has expired.

  • If an employee leaves state service, his/her rate of annual leave accrual will remain the same upon being rehired by a state agency or institution.
  • Payment for unused annual leave will be processed with the next regular payroll.