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Medical College of Georgia Administrative Policies
and Procedures
Office of Primary Responsibility: Human Resources Division
No. 1.4.24
Accrual and Use of Annual Leave
1.0 Purpose
To provide policies and procedures for the accrual and use of
Vacation/Annual Leave for all classified employees.
2.0 Policy
Regular, benefits eligible employees will be eligible to accrue and use
annual leave as outlined below.
3.0 Regular Classified Employees
A regular employee who works one-half time or more shall earn paid
vacation/annual leave. A full-time regular employee shall be entitled to
vacation/annual leave earned at the rate of:
3.1 One and one-fourth working days per month
(10 hours) for each of the first five years of continuous employment;
3.2 One and one-half working days per month
(12 hours) for each of the next five years of continuous employment; and
3.3 One and three-fourths working days per
month (14 hours) for each year after the completion of ten years of
continuous employment.
The accrual rate of vacation/annual leave for an hourly employee will
be based upon his/her standard work commitment. The use of approved
vacation/annual leave shall be recorded on institutional leave records.
A regular employee who works one-half time or more but less than
full-time shall accrue vacation/annual leave prorated on the basis of
full-time employment. An employee who is employed less than one-half time
shall not be eligible to accrue vacation/annual leave.
4.0 Temporary Employee
A temporary employee is not eligible to accrue vacation/annual leave.
5.0 Faculty and Administrative Officers
A full-time faculty member employed on a 12-month or fiscal year basis
shall be entitled to vacation/annual leave earned at the rate of one and
three-fourths working days (14 hours) per month. All working days during
the fiscal year shall be counted; absences during academic calendar breaks
shall be recorded as vacation; and all vacation days shall be recorded on
institutional leave records.
A full-time administrative officer employed on a 12-month or fiscal
year basis shall be entitled to vacation/annual leave earned at the rate
of one and three-fourths working days (14 hours) per month. The use of
approved vacation/annual leave shall be recorded on institutional leave
records.
The accrual rate of vacation/annual leave for a faculty member or for
an administrative officer will be based upon his/her contractual work
commitment.
A faculty member who changes from a fiscal year contract to an academic
year contract shall be paid his/her unused, accrued vacation/annual leave
subject to the 45-day (360-hour) maximum payment restriction upon
termination of the fiscal year contract.
A faculty member employed on an academic year (9- to 10- month) basis
does not earn vacation/annual leave. An academic year contracted faculty
member who teaches during Maymester and/or summer semester will not be
eligible to accrue vacation/annual leave for such service.
6.0 Accrual Effective Dates
Vacation/annual leave shall be accrued based on the initial employment
date of an employee. A new hire must be employed on or before the
fifteenth of a month to qualify for accrual of vacation/annual leave for
that month. No time will accrue for a month in which employment begins on
the 16th or later. For persons terminating before the 15th,
vacation/annual leave does not accrue for that month; it will accrue if
the employee’s last working day is on or after the 15th.
7.0 Use of Vacation/Annual Leave
Vacation/annual leave shall be taken at times mutually acceptable to
the employee and his/her supervisor. Vacation/annual leave should be
requested with as much advance notice as possible, except for unforeseen
emergencies. Vacation/annual leave may not be taken in excess of the
amount accrued.
8.0 Maximum Accrual
On December 31 of each calendar year, each employee’s leave record
shall be adjusted to reflect no more than 45 days (360 hours) of accrued
vacation/annual leave.
9.0 Vacation/Annual leave Compensation
upon Termination
All unused, accrued vacation/annual leave, not to exceed 45 days (360
hours), shall be paid to an employee upon his/her termination from
employment.
A regular employee who accrues vacation/annual leave while working on
sponsored research within the institution must take all vacation/annual
leave accrued prior to the expiration of the sponsored research. Any
vacation not taken will be forfeited.
Upon a move between University System institutions with no break in
service, an employee must transfer all accrued vacation/annual leave up to
20 days (160 hours). For employees with accrued vacation/annual leave of
greater than 20 days (160 hours), an employee may elect one of the
following options:
9.1 Transfer of the total accrued vacation
balance, not to exceed 45 days (360 hours); or
9.2 Payment by the institution from which the
employee is moving of accrued vacation leave in excess of 20 days (160
hours). The total accrued vacation leave for which the employee may be
paid shall not exceed 25 days (200 hours).
10.0 Departmental Leave Record
The leave status of all employees eligible for leave accrual is shown
on the computer-prepared reports titled "Leave Accrual Summary by
Department.”(MCGR026A) Employees are listed in each department by
employee ID number. The status of annual leave is shown as of the report
period ending date indicated on each report. These reports are distributed
to each department following the end of the month. The report shows a
leave balance which includes any accrual for the previous month but not
leave taken for the previous month. Supervisors must keep this delayed
reporting in mind as they consider requests for future leave.
11.0 Initial Use:
Annual leave may not be authorized for absence until the “Leave
Accrual Summary by Department” is issued showing an annual leave balance.
If an employee must be absent prior to that time, the hours absent must be
classified as leave without pay (LWOP).
12.0 Annual Leave Reporting:
The number of hours of annual leave used should be reported under the
applicable date on the time sheet or TimeWare (see
1.2.07 for recording methods). The
hours of annual leave reported on the time sheet must not exceed the
number of hours the employee is normally scheduled to work each day. If
the approved annual leave period includes a scheduled holiday, that day
will be considered holiday time rather than annual leave.
NOTE: The number of hours
reported for annual leave may not exceed the employee’s current annual
leave balance. Hours reported in excess of an employee’s balance in the
Payroll System will be converted to LWOP hours. If an employee’s LWOP
is expected to extend beyond the current bi-weekly pay period for
non-exempt employees, or a period of 10 working days for exempt
employees, a PAR to officially place the employee on LWOP must be
submitted to Human Resources. If the period of leave is less than
this, it should be reported via the TimeWare system for non-exempt
employees and via the Web Leave System and pre-payroll list for exempt
employees. Do not adjust the pre-payroll list unless you have confirmed
with the Payroll Office that the Payroll System does not show a balance.
13.0 Status Change
An employee eligible for annual leave who changes to temporary status
(less than half time) is no longer eligible to use annual leave for
authorized absences. Payment will normally be made for all accrued annual
leave (up to the maximum allowed) in the paycheck following processing of
the PAR.
Date: 1 February 1973 | Rev. No:
03-1 | Rev.
Date: 1 May 2003 | No. 1.4.24 |