The information presented here is to provide a quick reference sheet 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 |
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.
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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 | | State Service | Personal Sick Leave Hours |
| Less than 60 | Less than 5 | 64 | | 60 - 119 | 5 - 10 | 72 | | 120 - more | 10 or more | 80 |
|
| PART-TIME | | State Service | Personal Sick Leave Hours |
| 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 | | Employment Begin Date | Personal Sick Leave Hours |
|
| PART-TIME | | Employment Begin Date | Personal Sick Leave Hours |
|
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 | | State Service | Family and Personal (VSDP) Leave Hours/Days |
| 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.
| FULL and PART-TIME | | Employment Begin Date | Family and Personal Leave Hours/Days |
| 1/10 - 7/9 | 32 (4 workdays) | | 7/10 - 1/9 | 16 (2 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.
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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.
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School Assistance & 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.
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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.
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Questions?
Contact Human Resources at lcruise@vt.edu or (540) 231-1237
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