Leave

Virginia Tech offers an array of leave benefits to allow time off from work to meet various needs of employees. The information presented below provides a quick reference on faculty and staff leave benefits.

Faculty

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 are 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 Dec. 25-Jan. 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.

12-Month Regular Faculty

Individuals hired after Sept. 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 (1,040 hours) of sick leave. On return from sick leave, accrual 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 accrued for any pay period during which sick leave has been charged.

12-Month Restricted Faculty

Also includes regular faculty hired before Sept. 1, 1981 who opted to continue the accrual plan.

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

Academic Year Regular Faculty

Have immediate protection of 26 weeks (1,040 hours) of sick leave. On return from sick leave, accrual 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 accrued for any pay period during which sick leave has been charged.

Academic Year Restricted Faculty

Sick leave is earned at the rate of five hours per pay period from Aug. 10-May 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.

Does not apply to faculty enrolled in the Virginia Sickness and Disability Program (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.

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.

Applies to faculty enrolled in the Virginia Sickness and Disability Program (VSDP).

On Jan. 10 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. Refer to the VSDP Member Handbook for specific guidelines regarding use and allotment of VSDP leave benefits.

Faculty observe seven holidays per year: New Year's 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.

Refer to University Policy 4314: Guidelines on Holidays for more information.

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

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.

Salaried employees (in faculty and staff positions) are eligible for paid parental leave to bond with children in the event of a birth, adoption, foster or custodial placement of a child under the age of eighteen (18). Full time employees are allowed up to eight (8) weeks (320 hours) of paid parental leave to be used within six (6) months of the birth or placement. Parental leave must be used in full day increments based on employment percentage. The total number of parental leave hours available is prorated based on the percentage of hours corresponding to the employee’s normal work schedule. 

Eligibility Criteria

Employees who become parents via birth, adoption, or foster or custodial care and meet the following criteria:

  • Employee is in a benefits eligible full- or part-time faculty (regular and restricted) or staff (classified and university) position.
  • Employee is eligible for leave under the Family and Medical Leave Act (FMLA), which requires that individuals must be employed by the Commonwealth for a minimum of twelve (12) consecutive months AND must have worked for at least 1,250 hours in the previous 12-month period.

Eligibility determinations are made as of the date that the child is born or placed via adoption, foster or custodial care. An employee who is not eligible for parental leave on the date of birth or placement may become eligible during the following six (6) months and access parental leave once eligibility requirements are met. 

If both parents work for the university and meet the eligibility criteria, each is entitled to up to 320 hours of parental leave which may be taken concurrently, consecutively, or at different times.

The leave can be used for any of the following reasons:

  • To give birth, to care for, and bond with a newborn child.
  • To care for and bond with a child placed with the employee through adoption or foster care or a legal custodial arrangement.
  • To supplement reduced income replacement disability benefits following the birth of an infant.

Additional Information

  • Leave shall only be taken once in a 12-month period and only once per event.
  • Leave shall be provided at 100 percent of the eligible employee’s regular salary.
  • Leave shall not be counted against an eligible employee’s annual or sick leave.
  • Holidays shall not be counted against parental leave.
  • Leave shall run concurrently with leave provided under the Family and Medical Leave Act, if the employee is eligible. 
  • Parental leave may run concurrently or sequentially with VSDP, if the employee is eligible for VSDP.
  • Employees should complete the Paid Parental Leave Eligibility Form and submit to hrleave@vt.edu for eligibility determination.

Staff

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 a full or part-time, calendar year (12-month), classified or university staff employee may carry from one calendar year to the next or for maximum payment as applicable are:

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 Dec. 25-Jan. 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.

Optional for classified employees hired before Jan. 1, 1999 (classified staff).  

Full-time classified staff employees earn five 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.

Applies to staff employees hired on or after Jan. 1, 1999 and those employees hired prior to Jan. 1, 1999 who opted in to the program.

Sick leave

Current employee personal sick leave credits

Effective Jan. 10 of each year, employees participating in the Virginia Sickness and Disability Program (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 Employees Service Credit
State Service Personal Sick Leave
Months Years Hours
Less than 60 Less than 5 64
60-119 5-10 72
120-more 10 or more 80
Part-time Employees Service Credit
State Service Personal Sick Leave
Months Years 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 tables above) and is based on their first date of employment.

Full-time Employees Prorated Leave Credit
Employment Begin Date Personal Sick Leave Hours
Jan. 10-July 9 64
July 10-Jan. 9 40
Part-time Employees Prorated Leave Credit
Employment Begin Date Personal Sick Leave Hours
Jan. 10-July 9 32
July 10-Jan. 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.

Virginia Sickness and Disability Program (VSDP) family and personal leave

Current employees family and personal leave Credits

VSDP employees are credited with family and personal leave on Jan. 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 Jan. 10 will be granted family personal leave on the date they return to active employment.

Full and Part-time Employees Service Credit
State Service Family and Personal (VSDP)
Months Years Leave Hours/Days
Less than 120 Less than 10 32 (four workdays)
120 or more 10 or more 40 (five 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 Jan. 10 according to the above service credit table.

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 Employees Leave Credit
Employment Begin Date Family and Personal Leave Hours/Days
Jan. 10-Jan. 9   32 (four 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.

Staff holidays are:

  • New Year's Day - Jan. 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 - Nov. 11
  • Thanksgiving Day - Fourth Thursday in November
  • The day after Thanksgiving
  • Christmas Day - Dec. 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.

Refer to University Policy 4314: Guidelines on Holidays for more information.

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 Department of Human Resources Management Policy 4.40: School Assistance and Volunteer Service Leave.

Full-time employees are provided up to 16 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 Jan. 10 of each year. Newly eligible employees are credited School Assistance and Volunteer Service Leave immediately upon employment.

Military leave with pay cannot exceed one  day for Selective Service Examinations and 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.

Salaried employees (in faculty and staff positions) are eligible for paid parental leave to bond with children in the event of a birth, adoption, foster or custodial placement of a child under the age of eighteen (18). Full time employees are allowed up to eight (8) weeks (320 hours) of paid parental leave to be used within six (6) months of the birth or placement. Parental leave must be used in full day increments based on employment percentage. The total number of parental leave hours available is prorated based on the percentage of hours corresponding to the employee’s normal work schedule. 

Eligibility Criteria

Employees who become parents via birth, adoption, or foster or custodial care and meet the following criteria:

  • Employee is in a benefits eligible full- or part-time faculty (regular and restricted) or staff (classified and university) position.
  • Employee is eligible for leave under the Family and Medical Leave Act (FMLA), which requires that individuals must be employed by the Commonwealth for a minimum of twelve (12) consecutive months AND must have worked for at least 1,250 hours in the previous 12-month period.

Eligibility determinations are made as of the date that the child is born or placed via adoption, foster or custodial care. An employee who is not eligible for parental leave on the date of birth or placement may become eligible during the following six (6) months and access parental leave once eligibility requirements are met. 

If both parents work for the university and meet the eligibility criteria, each is entitled to up to 320 hours of parental leave which may be taken concurrently, consecutively, or at different times.

The leave can be used for any of the following reasons:

  • To give birth, to care for, and bond with a newborn child.
  • To care for and bond with a child placed with the employee through adoption or foster care or a legal custodial arrangement.
  • To supplement reduced income replacement disability benefits following the birth of an infant.

Additional Information

  • Leave shall only be taken once in a 12-month period and only once per event.
  • Leave shall be provided at 100 percent of the eligible employee’s regular salary.
  • Leave shall not be counted against an eligible employee’s annual or sick leave.
  • Holidays shall not be counted against parental leave.
  • Leave shall run concurrently with leave provided under the Family and Medical Leave Act, if the employee is eligible. 
  • Parental leave may run concurrently or sequentially with VSDP, if the employee is eligible for VSDP.
  • Employees should complete the Paid Parental Leave Eligibility Form and submit to hrleave@vt.edu for eligibility determination.