Leave Benefits for University Staff and 12-Month Faculty


The University provides vacation and sick leave for officers, University Staff, and 12-Month Faculty who are paid on a monthly compensation frequency. Guidelines are provided in Regent Policy 11E and Vacation and Sick Leave - University Staff and Others. Faculty appointed on an academic year basis with a contract pay frequency do not accrue vacation and sick hours. However, they may be eligible for a sick leave benefit. For more information on faculty accrual eligibility, contact the chairperson or head of your department. In addition, employees and payroll liaisons may review faculty vacation and sick leave benefit eligibility, based on job code, on the Employee Services website in the section entitled Benefits Eligibility Matrix. The following information is from Employee Service's Procedures Guide on Vacation and Sick Leave:

Vacation Accruals:

Full-time Appointment (100%)*
Maximum Accrual**
22 days per year (14.67 hours per month) 44 days (352 hours)


*If the employee’s appointment is less than full-time, the amount of vacation leave accrued is pro-rated based on the total number of hours worked each month.

**Some campus departments may have a reduced maximum accrual provision. Please check with your department chair, dean or director.

Sick Accruals:

Full-time Appointment (100%)
Maximum Accrual
15 days per year (10 hours per month) No maximum accrual


Full-time employees who work or are on paid leave (approved usage of vacation or sick) for 100% of the month, receive 100% accrual for vacation and sick leave.  For employees who work or are on paid leave (approved usage of vacation or sick) less than a full month*, leave accrual is calculated by dividing the number of hours the employee worked or was on paid leave by total number of work hours in month.  (See FORMULA below.) 

*The total physical work time plus vacation and sick usage is less than 100% of time for the month.  These employees are considered to be part time, but they must be regular employees, not temporary employees.

Hours Worked (including paid leave) during the month divided by total number of work hours in month

EXAMPLE FOR APRIL 2015 (22 working days in the month):

140 Hours Worked
Divided by 176 total work hours in month (22 X 8)
= .795454 (pro-ration factor)

In this example, an employee whose vacation leave accrual rate is 14.67 hours would earn 11.67 hours of vacation for the month. The same employee, whose sick leave accrual rate is 10 hours would earn 7.95 hours of sick leave for the month (14.67 X .795454 = 11.67 vacation hours and 10 X .795454 = 7.95 sick hours).