Policy 5.18 - Annual Leave


Scheduling

Annual leave is taken only upon authorization of the appropriate supervisor. Employee preferences should be considered and schedules worked out, bearing in mind individual and institutional needs. Annual leave must be approved in advance by the immediate supervisor. Employees who earn annual leave will be required to submit a leave request form to their immediate supervisor for approval at least ten (10) days in advance except for extenuating circumstances. If advance notice is not practicable, for example, because the employee does not know when the leave will be required to begin, or in the case of changed circumstances, notice must be given as soon as practicable. In this case, the employee will need to work directly with their supervisor.

Credits

Annual leave credits are provided for full-time or part-time (half-time or more) non-teaching, regular employees who are working or on paid leave for one-half or more of the regularly scheduled workdays in a month. The rate of leave earned is based on the length of total permanent state service. Leave for part-time employees is computed as a prorated percentage of the leave earned by full-time employees. Annual leave is earned based on years of service as shown in the following table:

YEARS OF AGGREGATE SERVICE HRS. EARNED EACH MONTH HRS. EARNED EACH YEAR DAYS EARNED EACH YEAR
Less than 5 years 9 hrs. 20 mins. 111.96 14
5 – 10 years 11 hrs. 20 mins. 135.96 17
10 – 15 years 13 hrs. 20 mins. 159.96 20
15 – 20 years 15 hrs. 20 mins. 183.96 23
20 years or more 17 hrs. 20 mins. 207.96 26

Persons hired on or after July 1, 2000, and before July 1, 2002, earn annual leave at the rate of eight hours per month until they have completed two years of service. At that time, they begin to earn annual leave according to the above schedule.

Maximum Accumulation

Annual leave may be accumulated without any applicable maximum until June 30 of each fiscal year. However, if the employee separates from service, payment for accumulated leave does not exceed 240 hours. On June 30, any employee with more than 240 hours of accumulated leave has the excess accumulation automatically converted to sick leave. Due to the necessity of keeping all departmental functions in operation, large numbers of employees cannot be granted annual leave at one time. If an employee has excess accumulation during the latter part of the year and is unable to take such leave because of staffing demands, the employee receives no special consideration in having annual leave scheduled.

Aggregate Service

Aggregate service applies on a month-for-month basis to all regular employees with the state, whether such service was exempt from or subject to the State Personnel Act. The aggregate service for annual leave is the same as aggregate service for longevity pay.

Advancement

Annual leave not to exceed the amount an employee can accumulate during the current fiscal year may be advanced by the president or his/her designee through the appropriate supervisor. Ordinarily, new employees may be granted leave only as it is earned through the first six months. Any exception must be approved by the President.

If an employee requires time away from work that is not covered by available vacation leave or other paid leave, the unpaid leave taken will be reconciled and the employee’s paycheck reduced accordingly on a pro rata basis or as otherwise required under the Fair Labor Standards Act.

Separation Payment

A lump-sum payment of annual leave is made only at the time of separation. An employee is paid in a lump sum for accumulated leave not to exceed a maximum of 240 hours (30 days) when he/she is separated from institutional service due to resignation, dismissal, reduction in force, death, service retirement, or leave without pay for military purposes. Employees retiring on disability retirement may exhaust annual leave rather than be paid in a lump sum. Should an employee be separated before he/she has earned all of the annual leave taken, it is necessary to make all deductions from his/her final salary check for overdrawn leave on a calendar basis. Payment for annual leave may be made on the regular payroll or on a supplemental payroll reflecting the number of days of annual leave and the amount of payment. Retirement deduction is made from all terminal leave payments.

Transferability

The college does not accept transfer of annual leave. It is expected that new employees will have made arrangements with previous employers regarding the disposition of accumulated annual leave.

Adopted: January 24, 2002

Revised: March 1, 2003

Reviewed: January 24, 2009