Pol-Annual Leave

procedure modified Wed Mar 04 2020 09:28:34 GMT-0500 (Eastern Standard Time)

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University of Louisville

OFFICIAL
UNIVERSITY
ADMINISTRATIVE
POLICY

POLICY NAME

Annual Leave

EFFECTIVE DATE

May 1, 1992

POLICY NUMBER

PER-4.04

POLICY APPLICABILITY

This policy applies to University Administrators and Staff.

POLICY STATEMENT

The University of Louisville provides paid annual leave to eligible employees.

  1. Classified full-time employees accrue 10 annual leave days during the first year of employment and one additional day per year thereafter -- to a maximum of 22 days. 
  2. Professional/administrative full-time employees accrue 15 annual leave days during the first year of employment and one additional day per year thereafter -- to a maximum of 22 days.
  3. Administrators are granted one-month’s annual leave.        For the purpose of this policy, one month is equivalent to 22 working days per year, prorated at 1.83 days per month.  Unused vacation leave may be accrued, but may not exceed 44 days without an exception from the President or his/her designee.
  4. Annual leave accrues proportionally for employees employed on any other fixed part-time basis of at least 40 percent of the normal working hours of the unit in which he or she is employed. Employees working at least 40 percent on May 1, 1992, will continue to accrue annual leave on a proportional basis as long as they remain on at least a 40 percent FTE. 
  5. Employees will accrue annual leave based on the percentage of time in pay status for each pay period. 
  6. Annual leave accrues on a pay-period basis and shall be credited to the employee's leave balance on the first day of the following pay period or, in the case of separation, on the last day of active employment. 
  7. Annual leave may be accumulated up to three times the amount which the employee is currently eligible to accrue during a 12-month period; provided, however, that the maximum leave balance shall be two times the amount which the employee is currently eligible to accrue upon (1) carry forward from June 30 to July 1 each year, (2) transfer from one department to another department (unless the hiring department accepts the transfer of additional leave), and (3) payment upon separation from employment.
  8. Regular (classified and professional/administrative) staff members must submit a request to use annual leave in writing to their supervisor and/or unit head in advance of the leave time requested. The request should indicate the times and dates when the leave begins and the return from leave. The Request for Leave Form is an available option.
  9. The supervisor and/or unit head may authorize annual leave at times convenient to the efficient operation of the department as determined by the department head. 
  10. Annual leave shall not be authorized for use prior to the time it is earned and credited to the employee. 
  11. All annual leave must be used prior to beginning a leave of absence without pay. 
  12. Whenever an employee moves from one unit to another without a break in continuous service, unused annual leave shall be transferred to the new unit for future use, subject to the transfer provisions of Paragraph G. 
  13. Personnel with at least six months of continuous and creditable service who separate from employment for any reason shall be paid for unused annual leave in the earliest pay period possible after separation at the employee's current pay rate, subject to the limitations of Paragraph G.
  14. Upon separation, annual leave will not accrue following the last day worked. 



RELATED INFORMATION

Leave Accrual Rate Values
Annual Leave

Classified Hourly Employees


Professional/Administrative Salaried Employees

After months of Service     

Hours of Leave Earned per Hour of Service

               After months of Service

      Hours of Leave Earned per Hour of Service

0

0.038500

0

0.057693

12

0.042250

12

0.061559

24

0.046125

24

0.065367

36

0.050000

36

0.069232

48

0.053875

48

0.073098

60

0.057750

60

0.076905

72

0.061500

72

0.080770

84

0.065375

84

0.084636

96

0.069250



108

0.073125



120

0.076875



132

0.080750



144

0.084625



FORMS/ONLINE PROCESSES
ADMINISTRATIVE AUTHORITY

Associate Vice President for Human Resources

RESPONSIBLE UNIVERSITY DEPARTMENT/DIVISION

Human Resources
1980 Arthur Street
Phone:  502-852-6258
Email: hrhelp@louisville.edu

HISTORY

July 14, 2017 addition regarding administrators is consistent with the 1972 Board of Trustee action regarding administrator leave, as stated in the most recent presidential guidance letters dated January 19, 1995 and August 6, 1998.

1/30/2020 – minor revision to reflect policy change approved and implemented in university processes on January 1, 2019.

Revision Date(s):  January 30,2020, December 2, 2010, July 14, 2017 (effective November 30, 2017)

Reviewed Date(s):  March 8, 2016, July 14, 2017

The University Policy and Procedure Library is updated regularly. In order to ensure a printed copy of this document is current, please access it online at http://louisville.edu/policies.