Vacation Leave

Annual leave is credited to employees who are working, on paid leave, or on Workers’ Compensation leave and meet one of the following criteria:

• Full time and part-time permanent SHRA (Staff Subject to the Human Resources Act) employees, persons in time-limited appointments, trainees, and probationary employees.
• Permanent Senior Academic and Administrative Officers (SAAO), Exempt Professional Staff (EPS), and 12-month faculty employees, hired prior January 1, 2025, in a leave earning role, who work between 20 hours per week (.5 FTE) and 40 hours per week (1.0 FTE), and are employed on a 9, 10, 11, or 12 month Appointment; Research Associate (Post-doc), Teaching Associate (Post-doc), (Post-doc) Intern and Resident (Post-doc) employees.
• Note: 9-month faculty do not earn leave. SAAO, EPS and 12-month faculty employees hired January 1, 2025 or after are subject to personal leave.

Annual leave may be used for a variety of circumstances:

• 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

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.

To accrue leave under the annual leave program, eligible employees must be permanent part time or full-time employees who are at least .50 FTE on a recurring contract basis. Leave accruals are prorated based upon FTE an appointment length.

EPS employees accrue 24 annual leave days annually or 16 hours monthly.

SAAO employees accrue 26 annual leave days annually or 17.33 hours monthly.

SHRA employees earn the following amounts of annual leave per month based on years of service:

• 0-5 years: 9.33 hours
• 5-10 years: 11.33 hours
• 10-15 years: 13.33. hours
• 15-20 years: 15.33 hours
• 20+ years: 17.33 hours

Post-Doc employees (12-month) earn 12 annual leave days annually.

View Leave Accrual Chart

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.

Employees must enter leave into the WolfTime Leave and Timekeeping system upon use for supervisors approval. Supervisors must approve leave weekly in order for employee leave balances to remain up to date.

• All permanent Senior Academic and Administrative Officers (SAAO), Exempt Professional Staff (EPS), and 12-Month Faculty employees hired on or after January 1, 2025 are subject to the Personal Leave Policy.
• SHRA (Staff Subject to the Human Resources Act) employees hired on or after January 1, 2025 who subsequently move to an EPS position must convert to Personal Leave at the time of transition to EPS. 
• Note: SAAO, EPS, and 12-Month Faculty employees hired prior to January 1, 2025 can make a voluntary irrevocable decision to opt-in to personal leave.
  • SHRA employees hired prior to January 1, 2025 who convert to an EPS position on or after Jan. 1, 2025 can make a voluntary irrevocable decision to opt-in to personal leave.
• Note: SHRA employees are not eligible for Personal Leave.

Personal leave may be used for a variety of circumstances:

• 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

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.

To accrue leave under the personal leave program, EPS, SAAO, and 12-month faculty employees must be permanent part time or full-time employees who are at least .50 FTE on a recurring contract basis. Leave accruals are pro-rated based upon FTE and appointment length.

EPS and SAAO employees accrue 26 personal leave days annually or 17.33 hours monthly.

Personal Leave is adjusted proportionally for part-time employees who work halftime or more (20-40 hours/week). Accruals are also prorated for those on a less than 12-month contract. (9-month faculty to do not earn personal leave)

View Leave Accrual Chart

Employees should submit a request for personal leave to their supervisor; employee preference should be considered and schedules worked out bearing in mind individual departmental needs.

Employees must enter leave into the WolfTime Leave and Timekeeping system upon use for supervisors approval. Supervisors must approve leave weekly in order for employee leave balances to remain up to date.