HR Reference | Time Off

Annual Leave (Vacation) HOP 5-4110

• Employees earn vacation hours based on their state service years.
  • Vacation time off begins to accrue on the first day of employment and the first day of each month.
    
  • During the first two years of state service, employees earn 8 hours a month.
• If this is the employee’s first state job or they worked at another state entity but for less than 180 consecutive days,
  • the employee cannot use their vacation time off balances during the probationary period.
  • If the employee separates from the university during the probationary period, they are not paid out for the unused vacation time off balances.
• If the employee has already worked a consecutive 180 days at any state entity, they may use vacation time off during the probationary period and they would be paid out the accrual if they separated during the probationary period.

Holiday Leave HOP 5-4120

• Employees appointed to work at least 20 hours per week for at least 4.5 continuous months receive paid holiday time off.
• Part-time employees are granted holiday leave based on the percentage of hours appointed.
• 2023-24 Holiday Schedule

State Compensatory Time HOP 5-4010

• State compensatory time is earned at straight time at the end of the work week when the total number of hours recorded as worked plus the total number of hours of paid time off or paid holidays exceeds 40 hours in one workweek.
• Employees must have prior approval before earning compensatory time.
• State compensatory time expires within 12 months of the week it was earned.
• There is a cap on the number of state compensatory hours you may earn.
  • An employee’s state compensatory time balance cannot exceed 144 hours OR the employee’s current sick time off balance, whichever is higher.
• The supervisor/department must review and approve the use of state compensatory time, verify that the employee has accurately recorded the use of their time, and approve the time entry.
• Supervisors are encouraged to accommodate the employee’s use of state compensatory time to the extent practicable.
• See HR guidelines for additional information.

Sick Leave HOP 5-4210

• Full-time employees earn 8 hours of paid sick leave on their first day of work and on the first day of each subsequent month.
• Part-time employees earn paid sick leave in proportion to their appointment.
• Sick time off is not subject to the new employee probationary period.
• Permitted uses of sick leave:
  
  • Employee's Medical Condition. Sick leave may be taken when an employee is prevented from performing duties because of sickness, injury, or confinement due to pregnancy.
  • Care of Immediate Family. Sick leave may be taken when an employee needs to care for an immediate family member who is actually ill because of sickness, injury, or confinement due to pregnancy.
  • Care of Family Who Do Not Reside in the Same Household. An employee's sick leave used to care for family who do not reside in the same household is strictly limited to the time necessary to provide care to the employee's spouse, child or parent who needs such care as a direct result of a documented medical condition.
  • Parent-Teacher Conferences. An employee may use up to eight 8 hours of sick leave each calendar year to attend parent-teacher conferences for the employee's children who are in pre-kindergarten through the twelfth grade.
• If an employee exhausts all sick leave, any further absence caused by sickness, injury or confinement due to pregnancy must be charged to other accrued paid leave.
• If all other accrued leave is exhausted, the employee will be placed on leave without pay.
• If the sickness, injury, or confinement due to pregnancy is catastrophic, the employee may apply for hours from the sick leave pool. (See 5-4220, Sick Leave Pool Policy)

Additional Paid Time Off: HR Policy Reference