rth Carolina A&T Permanent Employee LEAVE COMPARISON CHART Type of Leave Employee Class Description Accrual? Carry Forward Regular Hours Worked Regularly scheduled hours that the employee physically worked in a work week. As a part of Banner HR/Payroll implementation, NCA&T work week will become Monday morning at 12:01 am to Sunday midnight. Governed by the Fair Labor Standards Act (FLSA)., paid for time worked Extra Hours Worked (40 or less) Extra Hours Worked (over 40 hrs) Vacation Lv (known as Annual Leave for employees) Hours that the employee physically worked outside of those that were regularly scheduled when the total hours physically worked in the work week did not exceed 40 hours. Example: employee is schedule to work M-F 8 am to 5pm. On the week of Labor Day, the employee is paid for the Labor Day Holiday (Monday), and then works Tuesday Thursday, 8 hours each day for a total of 24 hours physically worked. On Friday, the employee works 10 hours (total hours physically worked in work week is 34 32 as Regular Hours). The employee would code the two extra hours worked on Friday as Extra Hours Worked (40 or less). Governed by the Fair Labor Standards Act (FLSA). Hours that the employee physically worked outside of those that were regularly scheduled when the total hours physically worked in the work week exceed 40 hours. Employee will be compensated at the rate of 1.5 of regular wage. Governed by the Fair Labor Standards Act (FLSA). See HR Leave Comp Time under Leave Administration on HR website. Vacation leave (called annual leave for employees) is intended to encourage and allow employees to engage in recreational and restful activity to ensure high work performance. An employee must get supervisor s advance approval prior to taking vacation leave. Employees may use Form PD-109 (available on HR website under HR Forms ) to request leave. See SPA Vacation Leave Policy and Employment Policies for n-faculty Policy, section 9B, Holiday and Leave Entitlement. Yes Yes Yes, according to years of service for SPA and according to leave policy for (if in pay status for half or more of the month) for full time employees. Pro-rated for employees: For SPA employees at.5 FTE to 1.0 FTE For employees at.75 FTE to 1.0 FTE Through year from earned, then paid out Through year from earned, then paid out Yes, up to 240 hours (SPA) or 30 days () in calendar year. Hours over 240 (days over 30) as of 12/31 will be credited to sick leave 1
Sick Lv Bonus Leave Comp Time Comp Time Earned 1.0x Sick leave is given for personal illness, injury, and disability. In addition, employees may use sick leave for the adoption of a child (up to 240 hours), medical and dental appointments for employee or immediate family member, illness or injury of immediate family member, absence due to death of immediate family member, or donations to shared leave for immediate family member. See SPA Sick Leave Policy and/or Employment Policies for n-faculty Policy, section 9C, Sick Leave. Bonus leave is leave that was given by acts of the rth Carolina General Assembly to those employees who were employed for NC at the time of the legislation. Like Vacation or Annual leave, employees may use bonus leave for most reasons and must receive supervisory advance approval. Comp Time or Compensatory time is time that an employee accrued for working over 40 hours in a work week. Earned Comp time must be used before vacation or sick leave. See HR Leave Comp Time under Leave Administration on HR website. Where a department has a practice of permitting employees to accrue comp time or compensatory time, the employees will enter the hours worked over 40. Yes, 8 hours of leave accrued for every month of service (if in pay status for half or more of the month) for full time employee. Pro-rated for employees at.5 FTE to 1.0 FTE.. Yes, indefinitely through employment Yes, indefinitely through employment As earned Yes, ONLY through 6 months from earned then lost Paid Holiday Holiday Hours Worked Civil Leave NCA&T has established paid holidays for all leave accruing employees. See the current year University holiday schedule for exact dates. Some employees may be required to work a holiday. In those cases, employees get paid at.5 of hours worked PLUS equal time off. For example, John Smith was required to work the Labor Day Holiday. He worked 6 hours on that Monday. He was paid 8 hours of Paid Holiday PLUS 3 hours for the 6 hours he worked. In addition, he was given 6 hours of Comp time. See Holiday Pay policy. Civil leave is provided to employees when summoned for jury duty and/or when subpoenaed to serve as a witness in a court proceeding. If an employee is required to participate in a workrelated legal proceeding, then the time is considered work time, not civil leave. See Civil Leave Policy and/or Employment Policies for n-faculty Policy, section 9E, Family and Medical Leave, Family Illness Leave, Civil Leave, Military Leave, Community Service Leave and Special Annual Leave Bonus Leave., paid out, available as required by court 2
Comm Serv Lv Administrative Leave Leave Without Pay (LWOP) Military Resrv Trn Lv Adverse Weather Adverse Weather Makeup Employees are provided 24 hours (3 business days) of Community Service Leave on January 1 of each year. Employees may use the leave for 1) parent involvement in child s school (excluding athletic activity), 2) participating in a community service organization (501)(c) (3) (not for events that promote religious beliefs), and/or 3) tutoring or mentoring in schools (1 hr per week up to 36 hours annually). As leave is taken, the hours are debited from the annual credit. See Community Service Leave Policy and/or Employment Policies for n-faculty Policy, section 9E, Family and Medical Leave, Family Illness Leave, Civil Leave, Military Leave, Community Service Leave and Special Annual Leave Bonus Leave. Administrative leave is provided when situation arises that makes it hazardous for employees to work. The Director of ARISA (Administrative Risk, Insurance and Safety Affairs) must approve the use of Administrative leave. See Adverse Weather and Emergency Closing SPA Policy and Adverse Weather and Emergency Closing Policy. An employee may be in a leave without pay (LWOP) situation when all other leave has been exhausted. Employees MAY NOT code LWOP unless all other leave has been exhausted. Leave with pay for up to 120 hours each Federal fiscal year available for uniformed personnel as ordered to participate in training, etc. See Military Leave Policy for SPA and n-faculty Employees. Adverse Weather Leave may be taken when conditions prohibit an employee from reporting to work even though the University remains open. Conditions such as closing of day care or schools where employee s child attends, poor travel conditions, or bad weather are all conditions that may trigger the use of Adverse Weather Leave. See Adverse Weather and Emergency Closings for SPA Policy and/or Adverse Weather and Emergency Closing for Policy. Time must be made up within one calendar year NOT to create a 1.5 overtime situation. Example: An employee uses 8 hours of Adverse Weather leave during the winter months when the road conditions are icy. At that time, the employee codes 8 hours Adverse Weather. During the Spring semester, the employee s department has an unusually heavy workload, and during the week of Good Friday, 24 hours of Community Service Leave are credited to each employee on January 1 of each year. Only available when ALL other accrual leaves have been exhausted Up to 120 hours each Federal fiscal year (10/1-9/30).. Adverse weather is debited as taken. Time must be made up within one calendar year NOT to create an 1.5 overtime situation. SPA, n-exempt: Time worked in a work week when employee has physically worked less than 40 hours to prevent an overtime liability. Any time convenient for University and Within Federal fiscal year Yes, through 12 months from taken and then vacation or bonus leave will be debited. 3
University Closing Worked Family Medical Leave Act (FMLA) Family Illness Leave SP, exempt the employee works 8 additional hours during the week, Monday through Thursday. On Friday, the employee observes the Good Friday holiday. The employee codes the 8 additional hours of work as Adverse Weather Make-up. See Adverse Weather and Emergency Closings SPA Policy and/or Adverse Weather and Emergency Closing Policy. Employees are designated as emergency employees when they are notified by their manager that they are required to report for work to provide critical services during adverse conditions. When an emergency employee works during a University closing, this is considered University Closing Worked and the employee will be granted paid time off on an hour for hour basis for all hours worked. See Adverse Weather and Emergency Closings SPA Policy and/or Adverse Weather and Emergency Closing Policy. Enacted in 1993,the Family Medical Leave Act (FMLA) attempts to balance the demands of the workplace with the needs of the employee s family. Under this policy, eligible employees are entitled to up to twelve weeks of leave during any year for childbirth, adoption, or a serious health condition of an employee or an employee s spouse, child, parent, or parent-in-law. The policy protects the employee s job and benefits during periods of family and medical leave. In 2008, the FMLA was amended to allow any spouse, son daughter, parent, or next of kin to take up to 26 work weeks of FMLA leave to care for a member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness. See Family and Medical Leave and Military Family and Medical Leave Policy and/or Employment Policies for n-faculty Policy, section 9E, Family and Medical Leave, Family Illness Leave, Civil Leave, Military Leave, Community Service Leave and Special Annual Leave Bonus Leave. Fifty-two weeks of LWOP in a five year period is provided to employees who have at least 12 months total state service and have been employed at least 1040 hours in last 12 months for the purpose of caring for an employee s child, parent or spouse where that child, spouse or parent has a serious health condition. It is NOT SPA, exempt or employee When an employee works on a day when the University is closed, the time (up to 8 hours) is credited to Comp Time. Yes, ONLY through 12 months from earned then lost Balance of 52 weeks in a five year period. 4
Voluntary Shared Leave Disability Worker s Comp (Worker s Compensation) provided for the employee s illness. See Family Illness Leave Policy and/or Employment Policies for n-faculty Policy, section 9E, Family and Medical Leave, Family Illness Leave, Civil Leave, Military Leave, Community Service Leave and Special Annual Leave Bonus Leave. The Voluntary Shared Leave program allows an employee to donate or receive leave for a serious medical condition of the employee or family member. See Voluntary Shared Leave Policy and/or Employment Policies for n-faculty Policy, section 9G, Voluntary Shared Leave. Employees are eligible for short and long term disability depending on the enrollee s years of service. Employees with 1 year (12 months) participation in a retirement system are eligible for Short Term Disability. Employees with 5 years (60 months) participation in a retirement system are eligible for Long Term Disability. Worker s Compensation is an entitlement that provides income and medical insurance for employees who are hurt on the job. See the Staff Benefit page of the HR website for more information. Donations may be used for the approved absence. Unused donations are returned to the donor. 5