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2,670: Annual Leave Policy for Faculty

Last Revised: August 2012

Annual and Terminal Leave for Full-time (1.0 FTE) Faculty

General Provisions:

All faculty members on a full-time 12-month appointment ("A" contract) earn annual leave at the rate of two working days for each full calendar month of service. Annual leave is accrued for the first half of the month (granted on 15th day) and the additional day is accrued for the second half of the month (granted on the last day of the month). Leave may not be taken until it is granted. Prorated credit is earned for partial months of service.

Faculty on an academic year ("B" contract) appointment do not earn annual leave.

Annual leave may be cumulative from year to year, not to exceed 48 days as of the first day of each fiscal year, and any annual leave in excess of 48 days is forfeited on that date. No compensation will be authorized for unused or excess leave at the end of each fiscal year. Earned annual leave shall be taken at a time approved or directed by the supervisor or other appropriate administrative officer. Insofar as possible, approval to use annual leave must be secured in advance, in accordance with the provisions contained in the Board of Regents Handbook, Title 4, Chapter 3, Section 19.2.

Employees shall be given an opportunity to use accumulated annual leave in excess of 48 working days prior to the last day of the fiscal year provided a request for leave is given by the employee no later than April 1 to the supervisor or other appropriate administrative officer.

Annual leave for full-time faculty is used in increments of a half-day or a full-day (see BOR Title 4, Chapter 3, Section 18). Annual leave and personal time away from work duties must be approved in advance by the faculty member's supervisor. The supervisor has sole discretion for approving any time away from work and annual leave. If a period shorter than one-half work day is requested, the supervisor can require a half-day increment of annual leave be requested, taken and deducted from the leave balance.

If while on annual leave a faculty member becomes ill or injured, the employee remains on annual leave for the duration of the original request. Annual leave cannot be converted to sick leave after the annual leave has commenced, unless an illness or injury is approved as FMLA leave.

Faculty on an "A" contract appointment who resign or retire shall be entitled to be paid for unused accrued annual leave up to a maximum of 48 days, unless the supervisor or other appropriate administrative officer directs the employee, in writing, to use all or a portion of the accumulated leave prior to the final date of employment.

Faculty whose contract is being changed from a 12-month ("A" contract) appointment to an academic year ("B" contract) appointment shall be entitled to be paid for unused accumulated leave up to the maximum of 48 days, unless the supervisor or other appropriate administrative officer directs the employee, in writing, to use all or a portion of the accumulated leave prior to the final date of the "A" contract.

Faculty on a 12-month "A" contract appointment who take an approved leave of absence without pay shall be entitled to use accumulated annual leave, with prior approval of the supervisor or other appropriate administrative officer, before going into unpaid status; however, the faculty member shall not be paid for any unused accumulated annual leave before going into unpaid status. Annual leave cannot be earned while on leave without pay.

Faculty on "A" contracts who are on approved sabbatical or professional development leave can accrue annual leave.

VPAF 100 leave request forms are completed for annual leave requests.

Part-time (.50-.99) Faculty Leave Accrual and Usage

Annual leave for faculty members who are less than 1.0 FTE (part-time) is converted from days to hours for accrual, tracking and usage. This policy and procedure explains how to calculate and charge leave for part-time faculty. In addition, the procedure for determining full and half day increments for leave is demonstrated. Because many part-time faculty work varied schedules (different hours on different days) the length of the work day varies. This policy provides a standard method that shall be used consistently across the institution.

Faculty who are part-time must have an established work schedule.

To calculate leave accrual for part-time faculty:

Part-time Faculty Leave calculation: (16 hrs x FTE = Accrual [in hours])
Example: .60 FTE 16 x .60 = 9.6 hours earned per month of annual and sick leave.
The leave calculation should only be carried to one decimal place.

Accrued leave for faculty who are part-time is reported in half day or full day increments depending on the scheduled work day. Leave is reported in half and full day increments (per Board of Regents policy) and then converted to hourly increments for tracking and usage.

To calculate leave for part-time faculty:

  1. Determine the standard work schedule.
  2. Determine the scheduled hours for the leave day. Divide the scheduled hours for that day by 2. The result is the number of hours in half a work day.
  3. Examine the request and determine if a half day or full day should be charged.
  4. Deduct the appropriate number of hours from the faculty member's leave balance.

Part-time Faculty Leave Accrual Maximums

Effective July 1, 2008, the maximum leave accrual for part-time faculty will be prorated based on the faculty member's FTE. The prorating will be based on the maximums for full-time faculty members.

The formula for the prorating is as follows:

Annual Leave: Part-time Faculty Maximum Leave Calculation
(48 days x FTE x 8 hrs = maximum accrual [in hours])
(48 days x .60 x 8 hrs = 230.4 maximum accrual [in hours])

For part-time faculty leave payout will be prorated based on FTE.

Examples for calculating leave:

A part-time (.50 FTE) faculty member is scheduled to work M-F 8-12 (4 hours) and leaves for 2 hours for personal business. A leave slip for 2 hours would be submitted because 2 hours is half of the scheduled work day.

A part-time (.70 FTE) faculty member is scheduled to work M-8; T-8; W-8; Th-4.

  • On a Thursday she wants to take annual leave so she would submit a leave request for a full day. This would be recorded and tracked as 4 hours since Thursday is scheduled for 4 hours.
  • If she went to her child's school play on a Tuesday for 2 hours, a leave slip would not be completed because it is less than half of her scheduled day.
  • If she went to her child's school play on a Thursday for 2 hours, a leave slip (for ½ day) would be completed because it is half of her scheduled day. This would be recorded and tracked as 2 hours.

On June 30 a part-time (.75 FTE) faculty member has 312 hours of annual leave. This amount exceeds the allowable annual leave carry over (48 days x .75 x 8 hrs = 288 hours). The annual leave must be adjusted to 288 hours on July 1st.

Limitation on Transfer of Accrued Annual Leave

Persons employed by the University in positions that earn annual leave may not transfer any earned leave to another university position supported from a different source of funds. Any compensation for accrued leave comes from the same funding source as the salary paid while earning annual leave and must be taken during the employment covered by the funding source.

A faculty member transferring from another NSHE institution in a position that earns annual and sick leave may not transfer any earned leave to a UNR position supported from a different source of funds.

Faculty who transfer from a faculty position to a classified position may transfer remaining annual leave to the classified position subject to the classified maximum accrual limitation of 30 days at the beginning of the calendar year.

Classified staff who transfer from a classified position to a faculty position may transfer all accrued unused annual leave to the faculty appointment subject to the same funding limitations noted above and are subject to faculty accrual limitations which does not allow for more than 48 days to be carried over from one fiscal year to another.

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