Annual Leave
Annual leave and personal holiday information is listed below. Annual leave is accrued by university staff. If you are a faculty member, please review the Faculty Time Off page.
Benefit-Eligible (non-faculty)
Regular, non-faculty, full-time and part-time employees who work at least 20 hours
a week earn annual leave. Accrual rates are proportional to an employees full-time
equivalency (FTE). There is no waiting period for new employees - annual leave begins
accruing immediately. If an employee is not in paid status (i.e receiving a $0.00 paycheck) during a single
pay period, the employee will not receive annual leave accrual for that pay period.
Benefit-Eligible (faculty)
Faculty do not accrue annual leave but are also eligible for time off under provisions
of applicable collective bargaining agreements.
Temporary Employees
Temporary employees are not eligible to receive annual leave.
Biweekly Accrual
Eligible university employees accrue annual leave on a biweekly basis. The amount
an employee earns depends on (1) the number of years employed and (2) the number of
hours worked (not including overtime). Examples of the annual leave accrual for a
full-time employee working a maximum of 80 hours per pay period (40 hours per week)
and a part-time employee working 40 hours per pay period (20 hours per week) is listed
below.
Accrual Rate Basis
The basis of accrual rates is the number of years an employee has worked consecutively
at the university in a position specifically eligible for annual leave. This means if an employee was previously a a faculty member who is eligible for
FTO for 6 years, and moved to benefit-eligible staff position, the accrual rate for
annual leave would begin at 1-5 years (5.54 hours per pay period) not 6-10 years (6.46
hours per pay period).
| Hours worked per pay period | Number of years employed at UA in a position eligible for annual leave | Number of hours accrued per pay period | Maximum accrual amount |
|---|---|---|---|
| Maximum of 80 hours | 1-5 years | 5.54 hours per pay period | 240 hours maximum |
| Maximum of 80 hours | 6-10 years | 6.46 hours per pay period | 240 hours maximum |
| Maximum of 80 hours | 10+ years | 7.38 hours per pay period | 240 hours maximum |
| 40 hours (part time, 50% FTE) | 1-5 years | 2.77 hours per pay period | 240 maximum hours |
| 40 hours (part time, 50% FTE) | 6-10 years | 3.23 hours per pay period | 240 hours maximum |
| 40 hours (part time, 50% FTE) | 10+ years | 3.69 hours per pay period | 240 hours maximum |
Benefit-Eligible, Non-Represented Employees
After satisfying the six-month probation period, each benefit-eligible non-represented
employee may select a personal holiday which must be approved by the immediate supervisor.
The personal holiday cannot be used during the pay period in which July 1 falls.
Use it or Lose it
The personal holiday does not accrue or carry over into future fiscal years. It must
be used in the fiscal year it is awared in.
Supervisor Approval
The employee's immediate supervisor must approve all annual leave and personal holiday
leave requested.
When Annual Leave and Personal Holiday Can be Used
Annual leave and personal holiday cannot be taken when an employee is off-contract
or while they are otherwise in an unpaid status.
Time Sheets
When filling out time sheets, employees must use the correct earnings code to denote
which hours they were absent from work due to an annual leave or personal holiday
request.
Review the information below based on your circumstances to see what will happen to any unused annual leave and personal holiday.
Annual Leave - 240 Hour Cap
Any unused leave in excess of 240 hours will be forfeited at the end of the pay period
in which June 30 falls. Only a balance of 240 hours can be carried into a new fiscal
year.
Annual Leave Cash-in
You may have an opportunity to participate in the annual leave cash-in program if
you have hours in excess of 240 that you will not use prior to the end of the fiscal
year. Please review the annual leave cash-in drop down below.
Personal Holiday - Use it or Lose it
The personal holiday does not accrue or carry over into future fiscal years. It must
be used in the fiscal year it is awarded in.
Annual Leave Balance Paid Out - Up to 240 Hours
An employee who transfers from a position that provides annual leave to one that does
not provide annual leave, the employee's annual leave balance will be paid out up
to a maximum of 240 hours.
Personal Holiday - No Monetary Value
The personal holiday is not paid out.
Annual Leave Balance Paid Out - Up to 240 Hours
Employees who are separating or retiring will see their annual leave balance paid
out up to a maximum of 240 hours.
Personal Holiday - No Monetary Value
The personal holiday is not paid out.
Up to 40 Hours of Annual Leave
The annual leave cash-in program allows eligible employees to cash in up to 40 hours
of their annual leave one time per fiscal year. This allows employees to receive the monetary value of their annual leave hours
if they are close to the 240 cap at the end of the fiscal year, or are otherwise unable
to use their annual leave hours during certain times of the year. UA HR always recommends
employees use their annual leave, rather than cashing-in, when they are able.
How the Program Works
Employees must have 40 hours remaining in their annual leave bank after the cash-in
hours are deducted and a cash-in request cannot be completed during the pay period
in which June 30 falls. Annual leave cash-in requests will not go toward retirement
and will not increase the accrual rate for annual leave or sick leave. When requested,
it is paid out in the next available pay period. You cannot cash-in your personal
holiday. Review the drop down menus below to understand how the cash-in program works
for you.
- All Local 6070 employees in an annual leave eligible position are eligible to participate in the annual leave cash-in program.
- The annual leave cash-in can only occur if the employee is working in a job that is annual leave eligible in that pay period.
- The employee's job must be in active status (i.e., not in off-contract status or in a leave without pay status) in the requested pay period.
- Eligible employees may request to cash-in up to 40 hours of their annual leave in any pay period during each fiscal year.
- There is no limit on the number of requests made during each fiscal year. The fiscal year period for the program is defined as any pay period in which the pay check/deposit is issued between July 1 and June 30.
- Employees must have 40 hours remaining in their annual leave bank after the cash-in hours are deducted.
- The prior payroll period's annual leave balance will be used to determine the minimum 40 hour requirement and the maximum hours allowed to be cashed-in.
An eligible Local 6070 employee can make a request to cash-in their annual leave effective January 1, 2004.
To request annual cash-in hours, employees must record the total hours requested on their time sheet on a non-work day using earnings code 515 (L-Annual Leave Cash-In). Hours should not be entered on days where other work time is recorded or in daily increments.
- To view your current annual leave hours balance, log into UAOnline, select Employee Services, and then Time Off Current Balances and History. Your annual leave hours are listed as "Vacation Leave." The current number of hours is listed under the "Available Balance as of ...." column.
- To view cash-in hours paid in the current pay period, log into UAOnline, select Employee Services, Pay Information, and then Pay Stub. Select the appropriate calendar year, then Display, and then the appropriate Pay Stub Date. The cash-in hours will be listed under the Earnings section as "L- Annual Leave Cash-In."
- To view hours paid in a previous pay period, log into UAOnline, select Employee Services, Pay Information, and then Earnings History. Select the appropriate fiscal year period (July of one calendar year to June of the next calendar year) and click Display. The cash-in hours will be listed under "L- Annual Leave Cash-In." Select this text to view the month in which the hours were paid.
- Employees will not accrue additional leave on the cashed-in hours.
- The cash-in hours are not eligible for PERS, TRS, ORP, or UA Pension benefits.
- The cash-in requests are to be processed in regular payroll runs only.
- Requests for cash-in hours cannot be submitted for a payroll period that has already been processed or through a revised timesheet submission.
- Cash-in hours that have already been processed and paid cannot be revoked.
- All regular and term-funded UA employees in a non-union, annual leave eligible position can participate in the annual leave cash-in program.
- The annual leave cash-in can only occur in the requested pay period if the employee is working in a job that is annual leave eligible in that pay period.
- The employee's job must be in active status (i.e., not in an off-contract or a leave without pay status) in the requested pay period.
- Eligible employees may request to cash-in up to 40 hours of their annual leave once per fiscal year (the fiscal year period for the program is defined as any pay period in which the payroll check/deposit is issued between July 1 and June 30).
- The only pay period not available for cash-in is the pay period that includes June 30.
- Employees must have 40 hours remaining in their annual leave bank after the cash-in hours are deducted.
- The prior payroll period's annual leave balance will be used to determine the minimum 40 hour requirement and the maximum hours allowed to be cashed-in.
- To request annual cash-in hours, complete an Annual Leave Cash-In Request Form online and submit the completed form no later than 5 p.m. on the last Friday of the pay period (pay day Friday).
- Annual leave cash-in requests cannot be submitted via your web time sheet or via a paper time sheet.
- Your cashed-in leave should be included in your pay on the next regularly scheduled pay day (usually within two weeks).
- To view cash-in hours paid in the current pay period, log into UAOnline, select Employee Services, Pay Information, and then Pay Stub. Select the appropriate calendar year, then Display, and then the appropriate Pay Stub Date. The cash-in hours will be listed under the Earnings section as "L- Annual Leave Cash-In."
- To view hours paid in a previous fiscal year, log into UAOnline, select Employee Services, Pay Information, and then Earnings History. Select the appropriate fiscal year period (July of one calendar year to June of the next calendar year) and click Display. The cash-in hours will be listed under "L- Annual Leave Cash-In." Select this text to view the month in which the hours were paid.
- Employees will not accrue additional leave (annual leave or sick leave) on the cashed-in hours.
- Cash-in hours are not eligible for PERS, TRS, ORP, or UA Pension benefits.
- Cash-in requests will only be processed in regular payroll runs.
- Requests for annual leave cash-in cannot be submitted for a payroll period that has already been processed, a payroll adjustment run, or the pay period in which June 30 falls (usually the R14 pay period).
- Cash-in hours that have already been processed and paid cannot be revoked.
- If you have any questions related to these guidelines, contact UA Human Resources.