The purpose of this policy is to provide uniform guidance for the accrual, use, and disposition of Vacation Leave.

Scope

SPA Vacation Leave Accrual

SPA employees earn vacation leave monthly based on total state service. Leave is earned if an employee is in pay status for one-half or more of the regularly scheduled workdays and holidays during the pay period. Accrual of vacation leave for employees on workers’ compensation or military leave is covered in those respective policies. Leave is prorated for part-time employees.

1. Less than 2 Years - 7.83 hours (7 hours 50 min.)

 

2. 2 but less than 5 Years – 9.167 hours (9 hours 10 min.)

 

3. 5 but less than 10 Years – 11.167 hours (11 hours 10 min.)

 

4. 10 but less than 15 Years – 13.167 hours (13 hours 10 min.)

 

5. 15 but less than 20 Years – 15.167 hours (15 hours 10 min.)

 

6. 20 years or more – 17.167 hours (17 hours 10 min.)

EPA Vacation Leave Accrual

Tier I senior academic and administrative officers (SAAOs) earn 26 vacation days per year (17.333 hours per month). Tier II SAAOs and EPA non-faculty earn 24 days vacation days per year (16 hours per month). An exception is that EPA employees earning 26 days vacation leave per year as of July 1, 2001, will continue to earn 26 days vacation leave per year. Accrual rates are prorated for employees whose appointments are for less than 40 hours per week. Less than 12 month per year permanent EPA and SPA employees accrue leave during the months worked. (Example: Ten month employees accrue leave from August through May only.)

Vacation Leave Accumulation

Vacation leave may accumulate to any amount during the calendar year; however, only 240 hours (prorated for less than 1.00 FTE) may be carried forward on January 1. Accumulated vacation leave exceeding the maximum carry forward allowed as of December 31 is converted to sick leave.

Use of Vacation Leave

All vacation leave requires supervisory approval. Approved vacation leave may be used for any reason, including:

1. Vacations or other absences for personal reasons

 

2. Absences due to adverse weather conditions

 

3. Personal illness (in lieu of sick leave) and illness of family members

 

4. Donations to an employee within the same agency or to an immediate family member in another agency who is an approved voluntary shared leave recipient. (See guidelines in Policy 08.220.)

 

5. Employees are required to take two to three vacation days over winter break when the university is closed, unless the employee is required to be at work. Managers may approve advanced comp time (resulting in a negative comp time balance) for new employees who do not have sufficient vacation or bonus leave or accrued comp time to cover the required absence. When negative comp time is allowed, make-up time must be scheduled and worked in a timely manner.

Advancement of Vacation Leave

Supervisors or department heads may advance vacation leave to an employee on an individual basis, not to exceed the amount the employee can accumulate during the remainder of the current calendar year.

Separation from Employment

On separation from employment from the state, the employee is paid regular pay through the last day actually worked, and in addition is paid accumulated vacation leave in a lump sum not to exceed 240 hours (prorated for part-time employees). The following exceptions may apply:

1. EPA Tier II SAAOs and EPA non-faculty employees hired on or after July 1, 2001, with less than 24 months total state service, are eligible for a maximum payout equal to one day for each month worked, less the total number of days of vacation leave taken during the employment period with UNCW.

2. If the employee is overdrawn on vacation leave when separating from employment, deductions are made from the final salary check.

 

3. In the event of a deceased employee, payments are made to the estate.

 

Transfers

1. When an SPA employee transfers between state agencies, unused vacation leave is transferred. When an employee transfers to UNCW from another state university or agency, Human Resources must receive verification of hours of leave being transferred and creditable service time. Once verified, Human Resources will notify the employing department and adjust the leave accrual rate as well as the leave balance in the Banner HR system.

 

2. When an SPA employee transfers to an EPA position within the university, unused vacation leave is transferred if leave earnings are the same. If transferring to a status that does not earn leave, the employee is paid in a lump sum not to exceed 240 hours (prorated for part-time employees).

 

3. If an EPA is transferring to an agency that is willing to accept it, vacation leave may be transferred. If the agency is not willing to accept the leave, it is paid in a lump sum not to exceed 240 hours (prorated for part-time employees.

Retirement

1. An employee may elect to exhaust vacation leave and continue to accrue benefits prior to retiring.

2. Vacation leave paid in a lump sum amount will be included in the average final compensation calculation for employees retiring in the Teachers’ and Employees’ Retirement System (TSERS)

Record Keeping

Vacation leave is requested/recorded and records are maintained according to guidelines in Policy 08.210. Departments are responsible for maintaining vacation leave records for each employee for four years. Department records are subject to audit at any time by Human Resources, Internal Audit, or State Auditors.