The purpose of paid vacation, or annual leave, is to encourage employees to renew themselves physically and mentally. Vacation, or Annual Leave, also covers absences due to personal obligations, adverse weather conditions, and, in lieu of sick leave, illness in the immediate family. Employees must enter leave into the WolfTime Leave and Timekeeping system upon use for supervisors approval. Supervisors must approve leave weekly in order for balances to be update with the weekly updates.
Annual Leave, or Vacation, is credited to employees who are working, on paid leave, or on Workers’ Compensation leave and meet one of the criteria below.
- Full time and part-time permanent SHRA (Staff Subject to the Human Resourcel Act) employees, persons in time-limited appointments, trainees, and probationary employees
- Permanent EHRA (Exempt from the Human Resource Act) employees who are .500 Full-Time Equivalency (FTE) or greater, and are employed on a 9, 10, 11, or 12 month Appointment and Research Associate (Post-doc), Teaching Associate (Post-doc), (Post-doc) Intern and Resident (Post-doc) employees.
Note: 9 month faculty do not earn annual leave
What Are The Annual Leave Accrual Rates?
Full-time SHRA employees earn annual leave on a monthly basis, based on length of service.
Fulltime SHRA Accrual Rates
|Years of Service||Leave Accruals – Earned Per Month|
|0-5 years||9 hrs., 20 min.|
|5-10 years||11 hrs., 20 min.|
|10-15 years||13 hrs., 20 min.|
|15-20 years||15 hrs., 20 min.|
|20+ years||17 hrs., 20 min.|
Fulltime EHRA/SAAO Tier I: (Chancellor, Provost, Vice Chancellor, Deans)
|Days Per Year||Annual Leave (Monthly)|
|26 Days||17 hours, 20 min.|
Fulltime EHRA/SAAO Tier II
|Appointment||Annual Leave (Monthly)|
|12 Month||16 hours|
|11 Month||14 hours, 40 min.|
|10 Month||13 hours, 20 min.|
|9 Month (Non-Faculty)||12 hours|
|12 Month||12 Days|
Annual leave is adjusted proportionately for part-time employees who work halftime or more (0.50 – 0.99 FTE). The monthly earnings amount is equal to one-twelfth of the annual rate for each month the employee works or is on approved leave with pay. Monthly leave is earned when an employee works or is on approved leave with pay at least half the working days of a month.
Requesting Time Off
Employees should submit a request for annual leave to their supervisor; employee preference should be considered and schedules worked out bearing in mind individual departmental needs.
How Can I Use Annual Leave?
Annual leave may be used for a variety of circumstances.
- Other periods of absence for personal reasons
- Absences due to adverse weather conditions
- Personal illness (in lieu of sick leave)
- Illness in the immediate family
- Time lost for late reporting; however, deductions should be made from the employee’s pay where excessive tardiness or absenteeism occurs.
- Donations to an employee who is an approved voluntary shared leave recipient.
Note: Although approval of the use of vacation leave is discretionary, requests by an employee to use vacation leave for cultural and/or ethnic-related events should be granted if the employee has accrued vacation leave and the granting of the leave will not result in undue hardship on the department or its employees.
Can I Carry Over Annual Leave?
On December 31 of each year, accumulated vacation time for EPA and SPA employees over 240 hours is converted to sick leave so that only 240 hours are carried forward to January 1 of the next calendar year. Post Docs employees are allowed to retain 192 hours of vacation time, any hours over 192 are converted to sick leave. Accumulation for part-time employees is prorated.
Is There an Annual Leave Payout?
If the employee separates from service due to resignation, dismissal, reductions in force, or death, accumulated annual leave will be paid in a lump sum. However, payment for accumulated leave must not exceed 240 hours.
If an employee separates and is overdrawn on leave, it will be necessary to make deductions from the final salary check. It will be deducted in units nearest to a tenth of an hour (i.e., 1/10 of an hour for each 6 minutes overdrawn).
Note:There are special payout provisions for EHRA employees and no pay out for Post Docs, see the Employees Exempt from the Human Resource Act (EHRA) Policy. Only employment as a SHRA/EHRA counts towards the 24 month leave payout rule for EHRA employees.
How Do I Charge Holidays and Sick Time During Vacation?
Holidays should be charged to Holiday Leave; vacation and/or sick leave should be charged to the appropriate day(s).
Guiding Policies and Other Resources