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VACATION LEAVE

Fayetteville State University follows and adheres to the Office of State Human Resources’s vacation leave policy.

Accrual Eligibility Leave Without Pay Option
Advancement Form Separation of Employment
Approval and Scheduling Leave Charges Transfer
Effect on Compensation and Benefits Maximum Accumulation Use of Leave

 

Eligibility
All full-time permanent, probationary, trainee and time-limited employees. 


Part-time employees who work half-time or more are granted pro-rated leave if he/she works one-half or more of the scheduled workdays in a month on a continuing basis.  The leave is computed as a percentage of total amount earned by a full-time employee.

Temporary, intermittent, and part-time (less than half-time), and student employees are not eligible for vacation leave.

Accrual


Vacation leave is credited to SPA permanent employees who are in pay status (working, on paid leave or on workers’ compensation leave) for one-half or more of the regularly scheduled workdays and holidays in the pay period.  The rate is based on the length of aggregate State service. Aggregate State service, for purposes of calculating annual leave, includes all permanent employment - on a month-for-month basis - with any North Carolina Agency.


Vacation Leave for employees is computed at the following rates:

Years of Total State Service

Hours Granted Each Month

Hours Granted Each Year

Days Granted Each Year

Less than 5 years

9 hrs. 20 mins.

112

14

5 but less than 10 years

11 hrs. 20 mins

136

17

10 but less than 15 years

13 hrs. 20 mins.

160

20

15 but less than 20 years

15 hrs. 20 mins.

184

23

20 years or more

17 hrs. 20 mins.

208

26


Uses of Leave
Vacation leave may be used for:

  • vacation;
  • 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; and 
  • to account for the hour that no work is performed when the time is changed from Eastern Standard Time to Daylight Savings Time. This applies only to those employees scheduled to work during this interval.

Maximum Accumulation
240 Hours.  On December 31 any employee with more than 240 hours of accumulated vacation leave will convert the excess time to sick leave.  If the employee separate from the service, payment for accumulated vacation leave may not exceed 240 hours.

If an employee has excess leave accumulation during the latter part of the year and is unable to take such leave because of staffing demands, the employee shall receive no special consideration either in having vacation leave scheduled or in receiving any exception to the maximum accumulation allowed as of December 31.

Leave Charges

Vacation leave is taken and reported in 15 minute increments. 

Only scheduled work hours are charged in calculating the amount of leave taken. Saturdays, Sundays, and/or holidays are charged only if they are scheduled workdays.

Vacation leave is never considered as hours worked for the purpose of calculating overtime work or overtime pay in a workweek.

Approval and Scheduling

The scheduling of vacation leave must take departmental operating requirements into account. The department head should designate the time(s) when taking leave will least interfere with efficient operation of the unit. Approval is necessary before taking vacation. 

Effect of Compensation and Benefits

The use of Vacation Leave with pay has no effect on an employee's salary increase, anniversary date, or other employee benefits. 

Separation of Employment

An employee is paid in a lump sum for accumulated vacation leave not to exceed maximum of 240 hours when he/she terminates State Service.  

 

When separation is due to...

Accumulated Vacation Leave

THEN the employee

and the date separated is:

  Resignation

  Dismissal,

  Death

shall be paid in a lump sum not to exceed 240 hours (prorated for part-time employees)

ceases to

  accumulate leave

  be entitled to take sick leave;

  be entitled to holidays.

(See (1) exception below.)

the last day of work.

(See (2) &  (3) exceptions below)

  Service retirement,

  Early retirement, or

  Reduction in force

may be exhausted if the employee elects to do so.

accrues benefits while exhausting leave.

the last day of leave.  **See example below.

(1) When the last day(s) of the month is a holiday and the employee is in pay status through the last available workday, the employee shall also receive pay for the holiday(s).

(2) If an employee is exhausting approved sick/vacation leave for medical reasons and resigns or dies before returning to work, the date separated shall be the date the employee resigns or dies.  This is subject to the approval of the Agency HR office.

(3) If an employee gives notice of a resignation and becomes ill, the employee may exhaust sick/vacation leave up until the date of the resignation. The date separated will be the date of resignation.  This is subject to the approval of the Agency HR office.

(4) An employee retiring or being reduced in force effective 1-1-08 could establish the last day of work as 12-14-07; then exhaust 64 hours of leave through the end of December and receive the unused balance, up to 240 hours, in a lump sum. The date separated would be December 31.


Advancement

The Human Resources Office may advance vacation leave not to exceed the amount the employee can earn during the current calendar year.

If more leave is taken than can be credited during the calendar year, the balance above the amount that can be advanced shall be deducted in the next paycheck.

Leave Deficit Deductions

Should an employee be separated before he/she has earned all of the vacation leave taken, the University will make the deduction from the employee's final salary check for overdrawn leave on a calendar day basis.

Leave Without Pay Options:

  • All accumulated vacation leave shall be exhausted before going on leave without pay; or
  • When an employee requests leave for other personal reasons for a period not to exceed 10 workdays, leave shall be used.  If the leave is for a period longer than 10 workdays, the employee may choose to use vacation leave or retain it for future use.

Form
Campus Leave of Absence Request form [PDF]

 

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