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45.10 Leave Accrual and Use

45.10 Leave Accrual and Use

Purpose:

To summarize and document the basic components of leave accrual and use.

Policy:

Leave accrual and usage will be processed consistent with the rules set forth below.

There are several sources of information related to leave accrual and use. For ease of reference, some of the basic components of leave accrual and use are summarized here. For more information, please refer to the following sources:

Vacation Leave

There are various rules used to determine the waiting period to use vacation leave, depending upon the classification of the position and specific circumstances of the hire. Once vacation leave is available for use, the following rules apply:

  • Vacation leave can be used the month after it is accrued.
  • Eligible unclassified employees accrue 15 hours of vacation leave per month, prorated for less than full time employment. Unclassified employees may accrue a maximum of 260 hours. Any accrued vacation leave in excess of this cap will be lost. The maximum number of hours that can be paid upon termination or transfer is 180 hours.
  • Eligible classified employees accrue from 8 to 16 hours of vacation leave per month based on years of service, prorated for less than full time employment. Classified employees may accrue a maximum of 250 hours. Any accrued vacation leave in excess of this cap will be lost.
  • Example: The vacation leave balance shown on an October earnings statement cannot all be used for leave taken during October since it includes October's leave accrual. To determine the vacation leave balance available for use in October, subtract the hours accrued in October.

Sick Leave

  • Sick leave can be used the month after it is accrued.
  • Eligible employees accrue 8 hours of sick leave per month, prorated for less than full time employment
  • Example: The sick leave balance shown on an October earnings statement cannot all be used for leave taken during October since it includes October's leave accrual. To determine the sick leave balance available for use in October, subtract the hours accrued in October (usually 8, but prorated for less than full time).

Comp Time

Non-exempt (overtime eligible) employees can accrue comp time in lieu of overtime pay at the election of the employee. Comp time accrues at a rate of time and one half.

  • Comp time can be used as soon as it is earned - even the next day.
  • Classified employees may accrue a maximum of 120 hours.

Exchange Time

Exempt (not overtime eligible) classified employees accrue exchange time at an hour-for-hour rate for any overtime hours worked.

  • Exchange time can be used as soon as it is earned - even the next day.
  • Employees may accrue a maximum of 120 hours.
  • Exchange time must be used during the fiscal year in which it is accrued. At the discretion of management, exchange time accrued in the last three months of the fiscal year may be carried forward into the next fiscal year.

Personal Leave

Eligible classified employees are credited with 16 hours of personal leave each July 1st, prorated for less than full time employment.

  • Personal leave can be used as soon as it is earned - even the next day.
  • Personal leave must be used by June 30th of the next year or it is lost.

Authoritative References:

Note: See section 45.15 Leave Reporting for information related to reporting leave use.