Leave Administration

Purpose

University employees are provided several different leave programs to meet their needs for absences from work during scheduled working hours. Such absences from work are charged to the appropriate leave account of the employee. Refer to the appropriate link below for your employee classification.

Employee Leave Eligibility/Classification:

  • EHRA Faculty 
  • EHRA Non-Faculty SAAO Tier I
  • EHRA Non-Faculty SAAO Tier II
  • SHRA Employees- OSP Policy
  • Serious Illness Leave for Faculty

Leave Category

  • Bonus Leave 
  • Civil Leave 
  • Community Service Leave
  • Educational
  • Family Medical Leave
  • Incentive Leave 
  • Leave Without Pay
  • Military Leave 
  • Sick Leave 
  • Special Leave
  • Vacation Leave 
  • Voluntary Shared Leave 

Forms

  • Campus Leave of Absence Request Form
  • Community Service Leave Form
  • Voluntary Leave Donation Request Form
  • Voluntary Shared Leave Request Form

Leave Records Retention

The Human Resources Office maintains the following official cumulative leave records on each permanent SHRA employee and leave accruing EHRA employee. Leave records will be maintained on:

Civil Leave and Supporting Documentation
Community Service Leave and Supporting Documentation
Military Leave and Supporting Documentation
Voluntary Shared Leave
Family Illness Leave
Family Medical Leave

Campus leave request forms will no longer be accepted at the Human Resources Office, with the exception for: Community Service, Jury Duty, and Military leave MUST be submitted to the Human Resources Office. Supervisors are required to maintain supporting documentation of requests for leaves of absence (i.e. bonus, vacation, sick) in accordance with the State Retention Schedule.

Miscellaneous Leave Information

  • Adverse Weather 
  • Holidays 
  • Workers' Compensation 
  • Guidelines for Bereavement - Expressions of Sympathy 

Leave Reporting Requirements

All leave time must be recorded on the employee's monthly timesheet and/or leave report.

1. All leave accruing EHRA and SHRA Exempt (not subject to FLSA overtime regulations) employees are required to certify their leave report each month via web entry on Self Service Banner. All employee leave report certification must be completed and submitted to their supervisor for approval by the first day of the following month (i.e. June leave report is due July 1). Supervisors are required to review and approve all their employees' web leave certifications by the fifth of the following month (i.e. June leave report must be approved by July 5th).

2. Effective March 10, 2014, all SHRA Non-Exempt (subject to FLSA overtime regulations) are required to submit an electronic timesheet/leave report every two weeks (schedule). Supervisors must review and approve all employees' time records prior to 4:00 pm the Monday following the two-week reporting period.

Military Leave

Fayetteville State University follows and adheres to the Office of State Human Resources's Military Leave policy.

Refer to Office of State Human Resources for specific details on the following types of military leave provisions available:
Active Duty Training and Inactive Duty Training
Physical Examination
Reserve Active Duty
Extended Active Duty and Other Military Leave without Pay
Civil Air Patrol and State Defense Militia
Reinstatement

Copies of Orders

The University requires an employee to submit a copy of his/her orders or other appropriate documentation evidencing performance of required military duty. Request for Military Leave and any extension(s) should be made to an employee's supervisors as soon as possible after the employee is notified. Supervisors should submit the approved military leave orders to the Human Resources Office

Eligibility

Full-time and part-time (half-time or more) permanent, probationary, trainee and time-limited employees are eligible.

Temporary, intermittent, part-time (less than half-time), and students are not eligible for military leave.

Bonus Leave

The Office of Human Resources received correspondence form the Offices of State Human Resources (OSHR) and the President (OP), as it regards the Special Annual Leave Bonus for state employees, as approved by the North Carolina General Assembly.

Eligibility

The Bonus Leave Program, effective October 1, 2002, entitles permanent, probationary trainee and time-limited full time SPA employees who were eligible for vacation leave as of September 30, 2002, 80 hours as a vacation bonus. Full-time SPA employees who work less than 12 months and permanent part-time employees (half-time or more) receive pro-rata amounts of the 80 hours.

Senior Academic and Administrative Officers (SAAO) and employees exempt from the State Personnel Act (EPA) are entitled to 10 days of bonus leave. Full-time SAAO and EPA employees who work less than 12 months and permanent part-time SAAO and EPA employees who are eligible for annual leave receive pro-rata amounts of the 10 days.

Administration and Use of Bonus Leave

  • May be used for any purpose for which regular vacation leave is used.
  • Shall be taken only upon appropriate authorization.
  • Is charged in units of time consistent with regular vacation leave guidelines.
  • May be applied to negative balances of regular leave earned leave with the approval of the department head (or designee).
  • Shall be accounted for separately from regularly earned vacation leave.
  • Will not be subject to conversion to sick leave.
  • Is available to be donated as vacation leave under the voluntary shared leave program.
  • Balances on December 31 will be retained by the employee and transferred into the next calendar year. It will not be considered as part of the maximum 240 hours of vacation leave that can be retained.

Separation of Employment

Bonus leave will be paid in addition to regular vacation leave if an employee leaves State government or appointment type changes to a non-leave earning status.

Transfer

Any balance of bonus leave will be transferred with the employee who transfers to another State agency eligible for bonus leave.

Civil Leave

Fayetteville State University follows and adheres to the Office of State Human Resources's civil leave policy:

1. Non-Job Related Civil Leave

Eligibility

The University provides non-job related civil leave with pay for full-time and part-time permanent, probationary, trainee, or time-limited appointment employees.

Temporary, intermittent, part-time (less than half-time), or student employees are not eligible for non-job related civil leave.

Use of Non-Work Related Civil Leave

Jury Duty: The employee is paid for regularly scheduled work time and keeps any fees paid for jury duty.Witness Not Work-Related: The employee may be paid for regularly scheduled work time when subpoenaed to appear as a witness, and remits any fees received to the University; or the employee may take vacation leave or leave without pay and keep any fees received.Civil Leave with pay is not granted for an employee's appearance in Court as a plaintiff or defendant in a case not work-related. The employee uses vacation leave, if any, or leave without pay for such activity.If jury duty occurs on a scheduled day off, the employee is not entitled to additional time off. Time on jury duty is not included in total hours worked per week.

2. Job Related Civil Leave and Other Job Related Proceedings

Eligibility

The University provides job related civil leave with pay for full-time and part-time permanent, probationary, trainee, time-limited appointment, temporary, intermittent, part-time (less than half-time) employees are eligible for job related civil leave.

Use of Work Related Civil Leave

Leave with pay is provided to an employee to attend court or a job-related proceeding in connection with official job duties. The employee remits any fees received for such work to the University.
When an employee is required to attend court on a day that he/she would normally be off, the time is considered as working time and is included in the total hours worked per week.

Authorization

An employee shall give the supervisor reasonable advance notice and provide documentation as to purpose and duration of any expected court-required absence. In case of unexpected court-required absence, the employee is responsible for notifying the supervisor as soon as possible.

Approved requests for Civil Leave and the required supporting documentation must be submitted to the Human Resources Office for recordkeeping purposes.

Return to Work

When an employee attends court, he/she should use good judgment and return to work in a reasonable period of time when court duty ends before the end of the employee's regular scheduled workday.

Compensation and Benefits

Civil Leave has no effect on an employee's compensation and benefits, unless the employee elects to take vacation leave or leave without pay in order to retain any fees received for court duty that would otherwise be remitted to the University.

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

Community Service Leave

In recognition of the State of North Carolina's diverse need for volunteers to support schools, communities, citizens and non-profit charitable corporations, a program has been established for awarding community service leave to SHRA and EHRA employees.

Fayetteville State University follows and adheres to the Office of State Human Resources's community service leave policy:

Approval Partisan Political Involvement Supplemental Leave Provisions
Covered Employees Process Transfer
Definitions Record Keeping Tutoring/Mentoring Option
Form Separation Use of Leave


Covered Employees
Covered employees include SHRA and EHRA employees whose job performance is satisfactory. 

Type of Appointment Amount Granted
Full-time -permanent, probationary,trainee, or time-limited 24 hours/yearOR1 hour/week (up to a max of 36 hrs) formentoring/tutoring (as outlined below)
Part-time (half time or more) -permanent, probationary,trainee, or time limited Prorated - equal to percentage of full- timeamount
Temporary, intermittent, orpart-time (less than half-time) None

Approval
A Community Service Leave Form must be completed and presented to the employee's supervisor for approval prior to the use of this leave. Supervisors:

  • must approve an eligible employees' use of community service leave before it can be used;
  • may require proof of use of community service leave at any time;
  • may require the employee to take community service leave at a different time than requested if business necessity dictates that the employee cannot be absent from work;
  • should make every effort to grant community service leave unless business necessity dictates otherwise; and
  • must maintain record indicating employees using leave and the number of hours used.

Process
The 24-hours of paid leave shall be credited to each employee on January 1 of each year, unless the employee chooses the mentoring/tutoring option (see below). New employees shall be credited with leave immediately upon their employment, pro-rated at two (2) hours per month for the remainder of the calendar year.Leave that is not taken is forfeited; it shall not be carried into the next calendar year.If an employee chooses to change options during the calendar year, the maximum hours that may be granted is the maximum allowed under the new option chosen minus the amount already used.

Use of Leave
Acceptable program utilization:

  • Parents for child involvement in the schools, as defined below.
  • Any employee for volunteer activity in the schools or in a Community Service Organization, as defined below.
  • Any employee for tutoring and mentoring in the schools.
  • Any employee for volunteering in a State of North Carolina Public University, Community College System, or State agency provided that the service is outside of the employee's normal scope of duties and responsibilities and that the employee is not receiving any form of compensation for the services rendered.

Definitions

  • Child - A son or daughter who is a biological child, adopted child, foster child, step-child, a legal ward, or a child an employee standing in loco parentis.
  • Community Service is:
    • Meeting with a teacher or administrator concerning the employee's child.
    • Attending any function sponsored by the school in which the employee's child is participating; in part or supplement to the school's academic or artistic program.
    • Performing school-approved volunteer work approved by a teacher, school administrator, or program administrator.
    • Performing a service for a community service organization.
    • Performing volunteer work for a public university that is approved by a university administrator or other authorized university official.
    • Performing volunteer work for a community college that is approved by a community college administrator or other authorized community college official.
    • Performing volunteer work for a State agency that is approved by the agency head or his/her designee.
  • Community Service Organization - A non-profit, non-partisan community organization designated as an IRS code 501(c)(3) agency, or a human service organization licensed or accredited to serve citizens with special needs including children, youth, and the elderly.
  • School - A public or private elementary, middle, or high school or a childcare program authorized to operate under the laws of the State of North Carolina.
  • Public University - A constituent institution of the University of North Carolina.
  • Community College - An educational institution that is a member of the North Carolina Community College System.
  • State Agency - A State government agency that is authorized to operate under the laws of the State of North Carolina.

Tutoring/Mentoring Option

In lieu of the 24 hour award as noted above, an employee may choose to tutor/mentor a student in a school. Leave under this option shall be used exclusively for tutoring or mentoring a student in accordance with established standards rules and guidelines for such arrangements as determined and documented by joint agreement with the employee's agency and the school.The amount of community service leave for tutoring/mentoring is one (1) hour of community service leave for each week, up to a maximum of 36 hours, that schools are in session as documented by the elected board of the local education agency or the governing authority of any non-public school.

Separation

Employee shall not be paid for this leave upon separation.Transfer
Any balance of community service leave not used shall be transferred to the new agency.Record Keeping
Supervisors who approve such activities shall maintain records indicating the number of employees involved and number of hours used.

Supplemental Leave Provisions

Time off with pay may be granted to employees participating in volunteer emergency and rescue services within a limited area around their worksite. Proof that the employee is a member of the emergency volunteer organization and that there is eminent danger to life or property is required for approval.Participating employees shall be given reasonable time off for blood and bone marrow donorship.With supervisory approval, an employee may be granted up to fifteen (15) workdays off with pay in a year to participate in disaster relief services. The employee must be a certified disaster relief volunteer of the American Red Cross and be requested by the Red Cross to participate. The disaster must be within North Carolina and designated at a III level or higher. The employee is compensated at his/her regular rate of pay and continues to accrue leave.This policy is not grievable under the Fayetteville State University Grievance Policy. Please discuss any issues relating to this policy with the Associate Vice Chancellor of Human Resources.

Partisan Political Involvement

Partisan political activity during State time and the use of State equipment or supplies for any community service are not permitted. Special care must be taken to avoid any possible interpretation that the State is, in fact, permitting time off and in so doing supporting a political candidacy. Political activity must be in accordance with G.S. 126-13 of the State Personnel Act.

Holidays

Fayetteville State University employees receive the following paid holidays each year:

  • New Year's Day
  • Martin L. King Jr's Birthday
  • Good Friday
  • Memorial Day
  • Independence Day
  • Labor Day
  • Veterans Day
  • Thanksgiving
  • Christmas

2017 Holiday Schedule 
2018 - 2020 Holiday Schedule 

The University prepares a holiday schedule on a calendar year basis, and distributes it via e-mail to all departments or offices to be posted where employees have access.

Due to the scheduling of the school term, all holidays may not be observed on their respective calendar dates. However the University's holiday schedule always gives the employee the same number of holidays as approved by the State of Personnel Commission.

When a scheduled holiday falls on Saturday or Sunday, Monday is observed as a holiday unless a special schedule has been adopted.

Eligibility

Full-time or part-time (half-time of more) permanent, probationary, trainee and time-limited employees are eligible for holidays Part-time employees receive holidays on a pro-rata basis.
Temporary, intermittent, part-time (less than half-time), and student employees are not eligible for paid holidays.

Eligibility Criteria

An employee is eligible for a holiday when the employee is:In pay status through the holiday; orIn pay status for one-half or more of the workdays and holidays in the month when a short leave without pay is involved.

An employee is not eligible for a holiday when:The holiday occurs before the beginning date of employment; or After the last day of work when an employee separates or goes on extended leave without pay (over half the workdays and holidays in a month).

Sick Leave

Fayetteville State University follows and adheres to the Office of State Human Resource's sick leave policy.

Accrual Form Retirement Credit
Advancing Leave Leave Charges Separation
Approval and Schedling Maximum Accumulation Transfer
Definition of Immediate Family Other Use of Leave
Eligibility Reinstatement

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 sick leave.

Accrual

Hours Earned Each Month: 8 hours
Hours Earned Each Year: 96 hours

A part-time permanent employee earns sick leave on a pro-rata basis. Sick leave is computed as a percentage of the total amount earned by a full-time permanent employee.

Maximum Accumulation

Accumulated indefinitely as long as the employee is in a permanent position.

Approval and Scheduling

In the case of an unexpected absence of sick leave, the employee is responsible for notifying the supervisor as soon as possible. An employee should give his/her supervisor reasonable advance notice of any expected absence for sick leave due to a serious illness (i.e. surgical procedure). At that time, a Family Medical Leave Form (FML) form should be completed.

The supervisor may require a statement from a physician or other acceptable proof that an employee was unable to work. Evidence to support leave for adoption-related purposes may be required.

Use of Leave

Sick Leave may be used for:

  • Illness or injury
  • Medical appointments
  • To care for member of immediate family
  • Death of an employee's immediate family member
  • Temporary disability due to childbirth
  • Adoption of a child, limited to a maximum of 30 days for each parent
  • Donations to a member of the immediate family who is an approved voluntary shared leave receipient.

Definition of Immediate Family

Spouse

Parent
(Mother/Father)

Child
(Daughter/Son)

Brother/
Sister
Grand/Great Dependents
Husband
Wife
Biological
Adoptive
Step
Loco Parentis*
In-law
Biological
Adoptive
Foster
Step
Legal Ward
Loco Parentis*
In-law
Biological
Adoptive
Step
Half
In-law
Parent
Child
Step
In-law
Living in the employee's household

*A person who is in the position or place of a parent

Leave Charges

Sick Leave is taken and reported in increments of 15 minutes.

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

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

Separation

  • Unused sick leave shall not be paid in terminal leave.
  • Unused sick leave shall be deducted from final pay check if overdrawn.
  • Unused sick leave may be applied toward retirement if eligible to retire within five years.
  • Exception:

(1) 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.

(2) 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.

Reinstatement

  • Unused sick leave shall be reinstated with employee returns from authorized leave without pay, and
  • Unused sick leave shall be reinstated when employee returns within five years from any type of separation.

Transfer

Earned sick leave or deficit is transferred when the employee transfers to another University department or to another State agency, subject to the receiving agency's approval.

An employee's earned sick leave may only be transferred to the following agencies, subject to the receiving agency's approval:

  • Public school
  • Community college
  • Technical institute
  • Local mental health, public health, social services, or emergency management departments
  • Other state agencies (including state universities)

When a permanent employee moves to temporary employee status, earned sick leave is cancelled and not paid for. Any sick leave deficit is deducted from the employee's pay on an hour-to-hour basis.

Sick Leave cannot be transferred to any other type of leave.

Retirement Credit

One month's service credit is allowed for each 20 days, or any portion thereof, of sick leave to an employee's credit upon retirement.

Other

Sick leave may be exhausted before going on leave without pay because of extended illness. Partial days may be exhausted through the last full hour of leave. While an employee exhausting sick leave, he/she earns all benefits as if actually working.

Advancing Leave

The Human Resources Office may advance sick leave not to exceed the amount an 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 final paycheck.

Form

Campus Leave of Absence Request form [PDF] 

Leave Without Pay

Fayetteville State University follows and adheres to the Office of State Human Resources's leave without pay policy.

Eligibility

All full-time or part-time (half-time or more) permanent, probationary, trainee and time-limited employees.Temporary, intermittent, and part-time (less than half-time), and student employees are not eligible.

Definitions

1. Short Leave Without Pay - Leave for less than ½ the workdays and holidays in the month or pay period with supervisor approval.

2. Extended Leave Without Pay - Leave in excess of ½ the workdays and holidays in the month or pay period with supervisor approval. It shall not exceed six (6) months

Employee Responsibility

  • Apply in writing to his/her supervisor for leave without pay.
  • Obligated to return to duty within or at the end of the time granted. Failure to report at the expiration of a leave of absence, unless an extension has been granted, may be considered as a resignation.
  • Provide written notice of intention to return to work at least 30 days prior to the end of the leave. If not provided, the University is not required to provide reinstatement but my do so if feasible.
  • Notify the supervisor immedately when there is a decision not to return to work.

University Responsibility

The decision to grant leave without pay is an administrative one. Factors considered are:

  • workload;
  • need of the employee requesting leave;
  • need for filling employee's job;
  • chance of employee returning to duty; and
  • obligation of the University to reinstate employee to a position of like status and pay.

Use of Leave Without Pay

  • Vacation, but only after all accumulated vacation leave is exhausted.
  • Sick Leave, but only after all accumulated sick leave is exhausted.
  • Extended Educational Leave - accumulated vacation leave may be exhausted before going on LWOP; or employee may choose to retain part of all accumulated leave until their return to service.
  • Worker's Compensation - in accordance with worker's compensation option selected.
  • Military Leave - refer to military leave policy.

Notification to Employee

If it is necessary to fill a position vacant by leave without pay, or if it is necessary to terminate an employee on leave without pay, the position may be filled by a temporary or time-limited permanent appointment provided the employee on leave without pay is notified of such action immediately.

Retention of Benefits

An employee on leave without pay retains all accumulated sick leave, retirement status, and time earned toward his/her next salary increase.

The employee ceases to earn leave on the date the leave without pay begins; except in cases where an employee is drawing Worker's Compensation. The employee ceases to earn time toward salary increases except while on Military Leave, Leave Without Pay for educational purposes and while drawing Worker's Compensation.

An employee on leave without pay may continue the State's Health Insurance coverage by paying the full premium cost.

Separation

If the employee does not return to work immediately following leave without pay, the employee shall be paid for any unused vacation/bonus leave at time of separation.

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 SHRA 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:
ResignationDismissal,Death shall be paid in a lump sum not to exceed 240 hours (prorated for part-time employees) ceases toaccumulate leavebe 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] 

Voluntary Shared Leave Program

Fayetteville State University follows and adheres to the Office of State Human Resources's voluntary shared leave policy.

Policy

The policy on the Voluntary Shared Leave Program at Fayetteville State University for SHRA and EHRA employees earning leave is established to provide an opportunity for employees to assist another employee affected by a prolonged medical condition that causes an employee to exhaust all available leave and therefore be placed on leave without pay. Employees exempt from the State Human Resources Act and in a leave earning position may share between subject and exempt employees subject to availability of funds.

Administration

The Office of Human Resources will complete and forward all required reports to the Office of State Human Resources.

Eligibility

Full-time or part-time (half-time or more) permanent, probationary, trainee, and time-limited employees.Temporary, intermittent, and part-time (less than half-time) are not eligible for leave.Participation in this program shall be based on the employee's past compliance with leave rules.

Application Procedures

Prospective recipient shall apply or be nominated by a fellow employee to participate in the program by submitting an Application for Shared/Transfer Leave form to the Leave Coordinator.

Application for shared leave must include name, social security number, position classification, description of medical condition and estimated length of time needed to participate in the program.

Medical evidence from the recipient's physician describing the nature of the medical condition and projected return date must accompany the Application for Shared/Transfer Leave form. Periodic additional verifications from the physician will be required in order to remain eligible for participation in the program. 

For the purpose of this policy, medical condition means medical condition of an employee or family member (see definitions below) of such employee that is likely to require an employee's absence from duty for a prolonged period, generally considered at least 20 consecutive workdays. An exception may be made when an employee has had previous random absences for the same condition that has caused excessive absences or if the employee had a previous, but different prolonged medical condition within the past twelve months. The intent of this policy is to allow one employee to assist another in case of a prolonged medical condition, as defined that results in exhaustion of all earned leave. It is not the intent of this policy to apply to incidental, normal, short-term medical conditions.

Use of this policy further presumes prudent and justifiable past use of earned leave benefits. The recipients past record of leave usage will be checked to assure prudent and justifiable use.

HIPPA Notice

The Privacy Act makes medical information confidential. Under no circumstances will the Human Resources Office release any medical information to another employee, without written authorization to do so. A simple statement that the recipient (or the family member) has a prolonged medical condition shall be made.

Approval/Disapproval of Request

The Associate Vice Chancellor of Human Resources, or designee, shall have the authority to approve or disapprove participation in the shared leave program. The Leave Coordinator will review the merits of the request with the Associate Vice Chancellor and inform the employee of the final decision regarding approval or disapproval of a request.

Notification to Campus Employees

Notification of an approved employee shall be disseminated to all employees by the Leave Coordinator to make them aware of the recipient's eligibility and allow them the opportunity to donate leave. Notification will be accomplished by sending an email to all campus employees. Donations will be accepted and posted to the recipient's leave account for a period of ten (10) working days from the date announced.

Qualifying Reasons

An employee, recipient, must have complied with existing leave rules, and:

  • have a prolonged medical condition, or a member of the employee's immediate family has a medical condition that requires the employee's absence for a prolonged period of time;
  • apply for or be nominated;
  • produce medical evidence to support the need for leave beyond the available accumulated leave; and
  • be approved to participate in the program.

Employee must have been out of work in excess of 20 (or with established exception) continuous workdays in order to apply for leave under the shared leave program. Leave donated, however, may be used to cover absences from the first day.

Employee must exhaust all vacation or sick leave in their account to become eligible to use donated leave.
Non-Qualifying ReasonsEmployees receiving benefits from the Disability Income Plan of North Carolina (DIPNC) are not eligible to participate. Shared leave may be used during the required DIPNC waiting period and following the waiting period provided DIPNC benefits have not begun.

The policy will not ordinarily apply to short-term or sporadic conditions or illnesses. This would include such things as sporadic, short term recurrences of chronic allergies or conditions; short-term absences due to contagious diseases; or short-term, recurring medical or therapeutic treatment. These examples are illustrative, not all inclusive. Each case will be examined and decided based on its conformity to policy intent and handled consistently and equitably.

Cannot be used for parental care of a newborn child absent a documented prolonged health condition.

Qualifications to Donate

An employee, donor, must at the time of donation:

  • Be an active employee.
  • Be in a position that earns leave.
  • Have sufficient leave balances.

Approved Period

Employees approved to participate in the program are limited to 1,040 hours (pro-rated for part-time employees) either continuously or if for the same condition on a recurring basis. A continuation, up to a maximum of 2,080 hours, may be granted on a month-to-month basis if the employee would have otherwise been granted leave without pay.

Availability of Shared Leave

Voluntary shared leave may begin after an employee has exhausted all available sick and vacation/bonus leave. While an employee is using voluntary shared leave, the employee continues to earn leave; when accounting for leave, this vacation and sick leave should be used first.

Participation Requirements of Donors (family member)

An employee of any agency, public school, or community college may contribute vacation/bonus or sick leave to another immediate family member in any agency, public school, or community college. This includes family members on leave without pay.

Participation Requirements of Donors (non-family member)

  • An employee may donate vacation/bonus leave to another employee in any State agency.
  • An employee may donate vacation/bonus leave to a co-worker's immediate family who is an employee in a public school or community college. The employee and co-worker must be in the same agency. This includes non-family members on leave without pay.
  • An employee of a State agency may donate sick leave to a nonfamily member of a State agency under the following provisions:
  • The donor shall not donate more than five (5) days of sick leave per year to any one non-family member;
  • The combined total of sick leave donated to a recipient from a non-family members donors shall not exceed 20 days per year;
  • Donated sick leave shall not be used for retirement purposes, and
  • Employees who donate sick leave shall be notified in writing of the State retirement credit consequences of donating sick leave.
  • A family member who is a state employee may contribute vacation or sick leave to another immediate family member state employee in any department or university.

Donation Limits

  • The minimum amount of vacation/bonus/sick leave allowed for donation is four (4) hours.
  • The maximum amount of vacation leave allowed to be donated by an employee is to be no more than the amount of the individual's annual amount earned. However, the amount donated is not to reduce the donor's vacation leave balance below one-half of the amount earned annually.
  • Bonus leave may be donated without regard to the above limitations on vacation.
  • The maximum amount of sick leave allowed to be donated by an employee is 1,040 hours, but may not reduce his/her sick leave account below 40 hours.

Leave at the End of Medical Condition

Leave shall be credited to the recipients' sick leave account, and shall not exceed a total of 40 hours (pro-rated for part-time employees).

Any additional unused donated leave shall be returned to active donor(s) on a pro-rated basis and credited to the leave account from which it was donated. Fraction(s) of one (1) hour shall not be returned to an individual donor.

Definitions

Spouse

Parent
(Mother/Father)
Child
(Daughter/Son)
Brother/
Sister
Grand/Great Dependents
Husband
Wife
Biological
Adoptive
Step
Loco Parentis
In-law
Biological
Adoptive
Foster
Step
Legal Ward
Loco Parentis
In-law
Biological
Adoptive
Step
Half
In-law
Parent
Child
Step
In-law
Living in the employee's household

Leave Records and Accounting

Individual leave records are confidential and only individual employees may reveal their donation or receipt of leave.

Donated leave will be credited to the recipient's sick leave account and charged according to the sick leave policy.

Available for the use on a current basis or may be retroactive for up to 60 calendar days to substitute for advanced vacation or sick leave already granted the recipient or leave without pay. Donated leave should be applied to advanced leave before applying it to leave without pay.

The employee donating leave cannot recover leave once donated.

A leave "bank" cannot be established for use by unnamed employees. Rather leave must be donated on a one-to-one personal basis.

If a recipient separates from State government, participation in the program ends. Donated leave shall be returned to donor(s) on a pro rata basis and credited to the same account from which it originally came.
If a recipient transfers to another State agency, unused leave shall be returned to the donors. The employee must make a new request in the receiving agency.

Unused leave donated for medical purposes will be returned to the donor(s). Employees who donate "excess" leave (leave over the 240 maximum carryover) at the end of December may not have it returned.

Their prorated share will be lost the same as it would have been at the end of December.

Disciplinary Warning

An employee may not directly or indirectly intimidate, threaten, or coerce, any other employee for the purpose of interfering with any right which such employee may have with respect to donating, receiving, or using leave under this program. Such action by an employee shall be grounds for disciplinary action up to and including dismissal on the basis of personal conduct.