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Faculty/Staff Quick Guide

Faculty

The information presented here is to provide a quick reference on faculty leave benefits. For guidelines regarding each leave benefit, please refer to the specific policy and faculty handbook.

All leave types may be used in quarter hour increments.

Annual Leave

Faculty begin earning annual leave after the first full pay period worked. Annual leave is earned and available to use after the end of each pay period. In order to earn leave, all workdays within a pay period must be either worked or charged to applicable leave with pay. Annual leave is not earned during any pay period in which you have leave-without-pay, or after 90 consecutive calendar days of leave with pay. For part-time faculty, the amount of leave accrued is based on percentage of employment. Maximum carry over, and pay out limit is not reduced proportionately, but are based on total years of service.

Years of Service Per Pay Period Accrual Rate Maximum Carry Over* Maximum Payout Limit
Less than 20 8 hours 288 hours 288 hours
20 or more 9 hours 336 hours 336 hours

*The carry over balance is calculated prior to the annual leave earnings for the period of 12/25 - 1/9 being applied.

Note: Faculty in restricted appointments do not receive payment for annual leave balances upon separation of employment or change in status.

Academic Year Faculty

Administrative Professional (Regular)

Annual leave earned per pay period from 8/10-5/9. Accrual rate is based on table above.

Administrative Professional (Restricted)

Do not earn annual leave

Teaching and Research (Regular or Restricted)

Do not earn annual leave.

Sick Leave
12-Month Regular Faculty

(Hired after September 1, 1981 and those prior to that date who opted to participate in the 26 Weeks Sick Leave Plan)

Have immediate protection of 26 weeks (1040 hours) of sick leave. On return from sick leave, reaccrual to a maximum of 26 weeks is at the rate of one week of sick leave for each two weeks of full-time work. No sick leave is earned or reaccrued for any pay period during which sick leave has been charged.

12-Month Restricted Faculty

(Also includes regular faculty hired before September 1, 1981 who opted to continue the accrual plan)

Sick leave is earned at the rate of 5 hours per pay period. There are no maximum accrual limits.

Academic Year Regular Faculty

Have immediate protection of 26 weeks (1040 hours) of sick leave. On return from sick leave, reaccrual to a maximum of 26 weeks is at the rate of one week of sick leave for each two weeks of full-time work. No sick leave is earned or reaccrued for any pay period during which sick leave has been charged.

Academic Year Restricted Faculty

Sick leave is earned at the rate of 5 hours per pay period from 8/10-5/9.

Note: For part-time faculty the amount of sick leave allotment/accrual is based on percent appointment. Faculty do not receive payment for sick leave balances upon separation of employment.

Faculty Family Sick Leave

(does not apply to faculty enrolled in the VSDP)

Faculty may use a total of 10 days (80 hours) during the leave year for absence necessitated by illness or death of an immediate family member. Immediate family members include: parents, step-parents, spouse, children, step-children, siblings, step-siblings, or any other relative, by blood or marriage, living in your home. Part-time faculty are credited with family sick leave proportionate to percent employment.

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Faculty Family Leave

(applies to faculty on regular, salaried appointments)

Up to 10 days of paid family leave may be used by the parents at the birth of a child or at the time of adoption.

Virginia Sickness and Disability Program (VSDP)

(Applies to faculty enrolled in the VSDP)

On January 10th faculty enrolled in the VSDP are credited between 8-10 days of sick leave and 4-5 days of family and personal leave, depending on their months of state service. Please refer to the VSDP Member Handbook for specific guidelines regarding use and allotment of VSDP leave benefits.

Holidays

Faculty observe 7 holidays per year: New Years Day, Martin Luther King Jr. Day, Memorial Day, Independence Day, Thanksgiving Day and the day after Thanksgiving, Christmas, and other holidays designated by the Governor.

In order to earn a holiday, the employee must work or have accrued leave to cover the day before and any portion of the day after the holiday. Compensatory holiday leave must be used prior to the date the holiday next occurs.

Military Leave with Pay

Military leave with pay cannot exceed one (1) day for Selective Service Examinations and fifteen (15) work days per federal fiscal year for active assignments.

Staff

The information presented here is to provide a quick reference on staff (classified and university staff) leave benefits. For guidelines regarding each leave benefit, please refer to the specific policy.

All leave types may be used in quarter hour increments.

Annual Leave
Employees begin earning annual leave after the first full pay period worked. The accrual rate for annual leave and the maximum hours of accrued leave an employee may carry from one calendar year to the next or for maximum payment as applicable are:
Full-Time and Part-Time Calendar Year (12 month) Classified and University Staff
Years of Service Hours Earned Per Pay Period Hours Accrued Per Year Maximum Carry Over* Maximum Payout Limit
0 - 5 4 hours 96 hours 192 hours 192 hours
5 - 10 5 hours 120 hours 240 hours 240 hours
10 - 15 6 hours 144 hours 288 hours 288 hours
15 - 20 7 hours 168 hours 336 hours 288 hours
20 - 25 8 hours 192 hours 384 hours 336 hours
25 or more 9 hours 216 hours 432 hours 336 hours

*The carry over balance is calculated prior to the annual leave earnings for the period of 12/25 - 1/9 being applied.

Annual leave is earned and available to use after the end of each pay period. In order to earn leave, all workdays within a pay period must be either worked or charged to applicable leave with pay. Annual leave is not earned during any pay period in which you have leave-without-pay, or after 90 consecutive calendar days of leave with pay.

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Standard Sick Leave Plan

(Optional for classified employees hired before 1/1/99) - classified staff

Full-time classified staff employees earn 5 hours sick leave per pay period. There is no maximum accrual limit. In order to earn leave, all workdays within a pay period must be either worked or charged to applicable leave with pay. Accrued sick leave is available to use after the end of the pay period in which it is earned. Sick leave may be used for personal illness or medical appointments that cannot be scheduled during non-work hours.

Virginia Sickness and Disability Program (VSDP)

(Applies to staff employees hired on or after 1/1/99, and those employees hired prior to 1/1/99 who opted in to the program.)

Sick Leave

Current Employee Personal Sick Leave Credits

Effective January 10 of each year, employees participating in the VSDP are credited with 64 to 80 hours of sick leave based on total salaried, state employment. Employees who are receiving Short Term Disability benefits on January 10 of any year will be granted sick leave on the date they return to active employment. See Service Credit Table below to determine credit eligibility.

FULL-TIME Service Credit Tables
State Service Personal Sick Leave Hours
Months Years
Less than 60 Less than 5 64
60 - 119 5 - 10 72
120 - more 10 or more 80
PART-TIME Service Credit Tables
State Service Personal Sick Leave Hours
Months Years
Less than 120 Less than 10 32
120 or more 10 or more 40
New and Re-Employed Employees Personal Sick Leave Credits

Initial credits for new employees depends on whether they are full-time or part-time, (see the Service Credit Table above) and is based on their first date of employment.

FULL-TIME Prorated Leave Credit
Employment Begin Date Personal Sick Leave Hours
1/10 - 7/9 64
7/10 - 1/9 40
PART-TIME Prorated Leave Credit
Employment Begin Date Personal Sick Leave Hours>
1/10 - 7/9 32
7/10 - 1/9 20

Unused sick leave will not be carried forward from one year to the next, and unused leave will not be paid when employment is ended.

VSDP - Family and Personal Leave

Current Employees Family and Personal Leave Credits

VSDP employees are credited with family and personal leave on January 10 of each calendar year. The amount of leave credited is based on the length of state service as shown in the following tables. Employees who are receiving short-term disability benefits on 1/10 will be granted family personal leave on the date they return to active employment.

FULL and PART-TIME Service Credit Table
State Service Family and Personal (VSDP) Leave Hours/Days
Months Years
Less than 120 Less than 10 32 (4 workdays)
120 or more 10 or more 40 (5 workdays)
New and Re-Employed Employees Family and Personal Leave Credit

Newly employed full-time and part-time employees will receive an annual amount of family and personal leave based on their first day of employment, as shown in the Prorated Leave Credit table that follows. In subsequent years, leave will be credited on January 10 according to the above Service Credit Table.

*Beginning January 10, 2011, newly hired university staff will receive four days of family personal leave, regardless of their date of hire, to cover time off during the winter break when the university is closed.

FULL and PART-TIME Leave Credit
Employment Begin Date Family and Personal Leave Hours/Days
1/10 - 1/9 32 (4 workdays)

Unused family and personal leave will not be carried forward from one year to the next, and unused leave will not be paid when employment is ended.

Holidays

Staff Holidays Are:

  • New Year's Day - January 1
  • Lee-Jackson- Day - Friday Preceding the Third Monday in January
  • Martin Luther King Day - Third Monday in January
  • Presidents' Day - Third Monday in February
  • Memorial Day - Last Monday in May
  • Independence Day - July 4
  • Labor Day - First Monday in September
  • Columbus Day - Second Monday in October
  • Veteran's Day - November 11
  • Thanksgiving Day - Fourth Thursday in November
  • The day after Thanksgiving
  • Christmas Day - December 25

In order to earn a holiday, the employee must work or have accrued leave to cover the day before and any portion of the day after the holiday. Compensatory holiday leave must be used prior to the date the holiday next occurs.

School Assistance and Volunteer Leave

School Assistance and Volunteer Service Leave provides paid leave for employees to provide voluntary services within their communities. Service may be provided through school assistance or as a volunteer of a community service organization as defined in DHRM Policy 4.40.

Full-time employees are provided up to sixteen hours of paid leave per leave year. Part-time employees are provided leave proportionate to the percentage of hours they work. Leave is credited to current employees on January 10 of each year. Newly eligible employees are credited School Assistance and Volunteer Service Leave immediately upon employment.

Military Leave with Pay

Military leave with pay cannot exceed one (1) day for Selective Service Examinations and fifteen (15) work days per federal fiscal year for active assignments.

All leave taken must have prior approval by the supervisor. Leave must be earned before it can be used. Leave will not accrue for services less than a pay period or during periods of leave-without-pay.


Contact Us

HR Service Center
Hours: 8 a.m.-5 p.m.
Telephone: 540-231-9331
Fax: 540-231-3830
Email: HRServiceCenter@vt.edu