Payroll Manual

Vacation Accrual

Faculty (A-base), Professional and Scientific (P-base), Pre/Post-Doctoral Research Associates (D-base) accrue vacation on a monthly basis at the rate of two days for each full month of employment. Vacation credit may accrue to twice the annual entitlement (192 hours per year). Persons employed less than full time accrue pro-rated vacation credit based on their fractional appointment. B-base faculty do not accrue vacation.

Merit (E or H base) personnel in permanent positions are eligible to accrue vacation according to the following guidelines:



Years of Service	# of Days per year earned		# of Hours per month
1-4 years	10 days per year (plus 2 personal holidays)	=	8.00 hours per month
5-11 years	15 days per year (plus 2 personal holidays)	=	11.33 hours per month
12-19 years	20 days per year (plus 2 personal holidays)	=	14.67 hours per month
20-24 years	22 days per year (plus 2 personal holidays)	=	16.00 hours per month
25+ years	25 days per year (plus 2 personal holidays)	=	18.00 hours per month

Sick Leave Conversion to Vacation Credit

Full-time or part-time employees who have accumulated a minimum of 240 hours may elect to convert sick leave to vacation for any month that no sick leave has been used. Sick leave is converted in a 3 to 1 ratio (i.e. 12 hours of sick leave becomes 4 hours of vacation).

To elect conversion of sick leave to vacation, an employee must notify his/her department head or designee by the 9th of the month following any calendar month in which there has been no sick leave used. The election will remain in effect until the employee notifies the employer to terminate the original request. If use of sick leave reduces an employee's sick leave account below 240 hours, the account will have to be built up to 240 hours before the eligibility for conversion is restored.

Full-time employees may accrue a maximum of 12 days (96 hours) of vacation from sick leave conversion. Part-time employee accrual maximum is pro-rated. Vacation usage may be subtracted from either account at the option of the employee. Any usage of sick leave, including use for doctor's appointments, funeral leave, etc. makes one ineligible to make the conversion for the month in which the usage occurs.

Pallbearer and Funeral Leave

An employing department will grant an employee time off with pay:
1. Not to exceed three days for each occurrence in the case of death in employee's immediate family
2. Not to exceed one day for each occurrence for service as pallbearer at the funeral of a person that is not a member of the employee's immediate family

Emergency Leave

Employees may carry up to 40 hours of unused emergency leave over from the previous year. If a full 40-hours were carried over from the prior year, an employee could use a maximum of 80 hours of emergency leave in the current year. (These figures apply to full-time employees; emergency leave is prorated for part-time employees.) For example, a full-time employee who used one day (8 hours) of emergency leave last year, and has an accrued sick leave balance of at least 32 hours will be able to carry over 32 hours of emergency leave.

All such time off will be charged to the employee's accrued sick leave, therefore emergency leave cannot be used in excess of the sick leave balance.

For the purpose of this policy, immediate family is defined as, and limited to, the employee's spouse, children, grandchildren, foster children, step children, legal wards, parents, grandparents, foster parents, step parents, brothers, foster brothers, step brothers, sons-in-law, brothers-in-law, sisters, foster sisters, step sisters, sisters-in-law, daughters-in-law, aunts, uncles, nieces, nephews, first cousins, corresponding relatives of the employee's spouse and other persons who are members of the employee's household.

Jury Duty and Court Service Leave

When, in obedience to a subpoena or direction by proper authority, an employee appears as a witness or serves as a member of a jury in any public or private litigation, he or she will be entitled to the reimbursement for mileage, meals, or other expenses as paid by the court. If the employee is in regular pay status, compensation provided by the court for jury or court service (court fees only – employee keeps the reimbursement for mileage and meals) must be paid in cash or personal check to the Payroll Office, 3608 ASB and no vacation usage gets reported. Otherwise, if the employee wishes to retain the court fees, vacation or leave without pay must be reported.

Transfer of Vacation Accruals

When an employee transfers from one administrative unit to another within the university, any accrued vacation will also transfer unless written restrictions defined in the previous paragraphs apply. If the employee should terminate university employment within the first two years of service in the new department, liability for payout of unused vacation will be shared by both departments based on accrual and usage. Any vacation taken during the first two years will be deducted from the liability of the former employing department or departments. For each month vacation is not taken, liability for one month’s accrual will transfer from the previous department to the new department so that, at the end of the two-year period, all vacation liability of the former department will have ended.

Leave Reporting