NUMBER: HR 1.03
SECTION: Human Resources
SUBJECT: Annual Leave
DATE: August 1988
REVISED: July 1, 1995
Policy for: All Campuses
Procedure for: All Campuses
Authorized by: Jane M. Jameson
Issued by: Division of Human Resources
________________________________________________________________
I. Policy
A. This document sets forth the Annual Leave Policy for
all employees of the University of South Carolina except
temporary and student employees and faculty serving on a basis of
less than 12 months. This policy is in accordance with
regulations of the South Carolina Office of Human Resources.
B. Responsibility for Administration
1. Subject to State regulations, academic and
administrative department chairs are responsible for annual leave
authorization and for ensuring that leave and attendance are
recorded accurately.
2. The Division of Human Resources is responsible for
leave computation, leave adjustment, and leave policy
interpretation.
3. Annual leave regulations will be applied in an
equitable manner to all employees. Annual leave abuse or
violation of policy may lead to disciplinary actions in
accordance with the University policy on Disciplinary Action and
Termination for Cause.
4. Additional permanent employees may not be hired to
replace employees who are on annual leave.
5. The University maintains leave records for each
employee covered under the Annual Leave Act. Leave records are
subject to audit by the State Budget and Control Board.
6. The leave balance of each covered employee is
shown on the employee's pay check or automatic bank deposit
statement.
C. Annual Leave Eligibility and Earnings
1. Eligibility
Annual leave is accrued by and granted to
a. permanent and probationary full-time
employees; and
b. permanent and probationary part-time
employees who are scheduled to work at least one-half the work
week of the University on a 12-month basis or who are scheduled
to work the equivalent of one-half of the work week on a 12-month
basis during the full academic year of nine months or more.
Faculty on less than a 12-month basis are not eligible to accrue
or use annual leave.
2. Earnings
a. Full-Time Employees - Ten Years or Less Full-time employees on a five-day work week
with State service of less than ten years, earn annual leave
dating from the date of employment at the rate of one and
one-fourth days per full calendar month of service in each
calendar year. (See charts 1 and 2 below.)
b. Part-Time Employees - Ten Years or Less Permanent part-time employees earn annual
leave dating from the date of employment on a pro-rata basis that
produces the equivalent earnings of full-time employees on a
five-day work week schedule.
c. Full-Time Employees - Continuous Service
After Ten Years
Full-time employees on a five-day work week
with State service of more than ten years earn a bonus of one and
one-fourth working days of annual leave for each year up to 22
years of continuous service. (See Charts 1 and 2 below.)
d. Part-Time Employees - Continuous Service
After Ten Years
Permanent part-time employees earn bonus
leave days on a pro-rata basis consistent with the method in
which regular annual leave is credited for permanent full-time
employees.
Chart 1
Five Day Work Week - 37.5 Hours per Work Week
Earnings Rate
Years of Service Days Per Year Hours Per Month
1 - 10 15.00 9.38
11 16.25 10.16
12 17.50 10.94
13 18.75 11.72
14 20.00 12.50
15 21.25 13.28
16 22.50 14.06
17 23.75 14.84
18 25.00 15.63
19 26.25 16.41
20 27.50 17.19
21 28.75 17.97
22 and over 30.00 18.75
Chart 2
Five Day Work Week - 40.0 Hours per Work Week
Earnings Rate
Years of Service Days Per Year Hours Per Month
1 - 10 15.00 10.00
11 16.25 10.83
12 17.50 11.67
13 18.75 12.50
14 20.00 13.33
15 21.25 14.17
16 22.50 15.00
17 23.75 15.83
18 25.00 16.67
19 26.25 17.50
20 27.50 18.33
21 28.75 19.17
22 and over 30.00 20.00
D. Maximum Carry-Over of Annual Leave
1. Full-Time Employees
Full-time employees will be permitted to carry
over, from one calendar year to the next, any unused annual leave
up to a total of 45 days. Employees on more than a five-day work
week will be permitted to carry over on a pro-rata basis that
amount of leave which produces the equivalent maximum carry-over
of full-time five-day work week employees.
2. Permanent Part-Time Employees
Permanent part-time employees will be permitted to
carry over from one calendar year to the next, any unused annual
leave up to a total accumulation that, on a pro-rata basis,
produces the equivalent maximum carry-over of full-time
employees.
3. Maximum Prior to June 2, 1972
Employees of any state agency which, prior to June
2, 1972 permitted a maximum carry-over in excess of 45 days will
not lose the excess, but will retain this amount of leave as
their maximum carry-over. If the employee subsequently reduces
the amount of leave carried over, the reduced amount, if in
excess of 45 days, will become the new maximum. Once the leave
has been reduced to 45 days or less, the maximum set forth in
Sections 1 or 2 above will apply.
E. Earned Annual Leave in Excess of Maximum Accumulation
All eligible employees are entitled to bring into any
calendar year the maximum carry-over as authorized in Section D
above. Any eligible employee who brings the maximum carry-over
into a calendar year will also be entitled to earn and use annual
leave up to the maximums authorized in this policy, during that
calendar year. However, only the maximum carry-over as
authorized in Section D above may be carried into the next
calendar year.
F. Crediting and Charging Annual Leave
1. Crediting Annual Leave
a. Employees who are in a pay status one-half or
more of the working days of the month will be credited with leave
earnings for the full month.
b. Employees in pay status for less than
one-half of the working days of the month will not accrue annual
leave for that month.
2. Credited Service
a. Employees Hired Prior to June 2, 1972
Employees hired prior to June 2, 1972, will
carry forward all service as a State employee earned prior to
June 2, 1972, for purposes of determining annual leave earnings.
b. Cumulative Service
Subsequent to June 2, 1972, employees who
terminate employment with the State and who are rehired following
a break-in-service will be given credit for the period of service
prior to termination to a maximum of ten years. No credit will
be given for the period between termination and reemployment.
c. Crediting Leave for Service Over Ten Years
Increased leave earnings based upon service
of over ten years will be granted to employees on a monthly basis
beginning the month after their adjusted anniversary dates.
d. Leave Credit Earned While in Leave-With or
Leave-Without-Pay Status
(1) Leave-With-Pay Status: Annual leave
will accrue to the credit of an employee who is in leave with pay
status such as annual, sick and military leave with pay, provided
the employee is in a pay status at least half the working days of
the month.
(2) Leave-Without-Pay Status: Employees will
not earn annual leave while on leave without pay.
(3) Faculty on a 12-month basis will not
earn annual leave during periods of sabbatical leave.
e. Anniversary Date (Leave Base Date)
An employee's anniversary date (leave base
date) will be adjusted for the total length of periods of
leave-without-pay of over ten consecutive working days and for
breaks-in-service.
3. Charging Annual Leave
a. An employee will be charged annual leave for
the actual time the employee is away from the job; however, leave
will not be charged in units of less than one-quarter hour.
b. Unauthorized absences such as tardiness,
etc., may be charged as annual leave or unauthorized leave
without pay at the discretion of the department chair or
authorized supervisor.
c. If an employee is absent for tardiness, etc.
for a period of less than one-quarter hour, the annual leave or
the unauthorized leave without pay will be one-quarter hour
unless suspension is invoked, in accordance with the policy on
Disciplinary Action and Termination for Cause.
d. When a holiday is observed by the University
while an employee is scheduled to be on annual leave, that day
will not be charged as a day of annual leave.
G. Using Annual Leave
1. The maximum number of accumulated working days of
annual leave that may be used in any one calendar year will not
exceed 30 working days for full-time employees. For part-time
employees, accumulated annual leave that may be used is the pro-rata
portion of the 30 working days maximum that is applicable to
full-time employees.
2. Any time taken which is not covered under other
types of paid leave and which is in excess of 30 days in a
calendar year will be charged to leave without pay. Exception:
The maximums stated above that may be used in one year may be
exceeded under emergency or extreme hardship conditions. An
employee who has used all accumulated sick leave and the maximum
annual leave days per year, may, with the approval of the Vice
President of Human Resources or the Vice President's designee,
use any remaining accumulated annual leave. Denial of the use of
annual leave as provided herein will be grounds for review by the
State Office of Human Resources upon request of the employee.
H. Disposition of Annual Leave
1. Transfer
a. Organizational Transfer
When an employee is transferred without a
break-in-service from one campus or organizational unit of the
University to another, accumulated annual leave will be
transferred with the employee.
b. Position Transfer
(1) Permanent employees who are transferred
or reassigned from one full-time position to another are entitled
to retain their total amount of accrued annual leave.
(2) Permanent full-time employees who are
transferred or reassigned to a permanent part-time position and
are scheduled to work at least one-half the work week are
entitled to retain their total amount of accrued annual leave;
however, the employee may not earn in excess of the pro-rata
maximum share of annual leave after the effective date of the
transfer or reassignment. If the total amount of accrued annual
leave is in excess of the pro-rata maximum at the time of the
transfer or reassignment, annual leave taken will be deducted
from the total until the balance is reduced to the pro-rata
maximum, or less, after which the employee will be eligible to
accrue annual leave but not to exceed the pro-rata maximum share
allowable.
(3) Permanent full-time employees who are
transferred or reassigned to less than half-time positions are
entitled to retain their total amount of accrued annual leave;
however, after the effective date of the transfer or
reassignment, those employees may not accrue additional annual
leave. Annual leave taken will be deducted from the total amount
of annual leave applicable as of the date of transfer or
reassignment until the leave has been used.
c. Transfer From One State Agency to Another
(1) Upon transfer of an employee without a
break-in-service from one State agency to another, all
accumulated annual leave will be transferred with the employee
from the losing agency to the gaining agency. Leave credit will
be adjusted to the scheduled work week of the gaining agency. In
the new position, the employee will continue to earn and be
eligible to use annual leave in accordance with other provisions
of this policy. Exception: When an employee transfers from a
position in which both annual and sick leave are earned to a
teaching position of academic rank in the University, the
employee will be paid by the losing agency for accrued annual
leave.
(2) When an employee transfers from an
agency which has a permissible maximum accumulation in excess of
that currently authorized by the gaining agency, the excess will
be transferred to the receiving agency and carried on the records
of that agency.
2. Change in Basis
a. Annual leave accumulated by unclassified
employees on a 12-month basis will, whenever possible, be taken
before commencing an assignment with a basis of less than 12
months.
b. When it is not possible to take accumulated
annual leave before changing from a 12-month basis, the employee
will be paid for accrued annual leave at the time of the basis
change, in accordance with Section I, H, 4 of this policy,
entitled "Termination of Employment".
3. Break-in-Service
a. When an employee experiences a
break-in-service as defined in the Separation policy, the
employee will be paid for unused annual leave. The amount paid
may not exceed the maximum amount allowable.
4. Termination of Employment
a. Upon termination of employment with the
University for reasons other than retirement or death, employees
will be paid in a lump sum for their unused annual leave up to 45
days, unless a higher amount is authorized under Section I. D. 3
of this policy, except that:
(1) the total number of annual leave days
used by an employee in that calendar year;
(2) plus the total number of annual leave
days paid in lump sum to such employee will not exceed the
maximum allowable number of annual leave days that may be carried
over.
b. Leave credit is determinable as of the last
day of work or approved leave with pay. No additional leave may
be earned for the period of time represented by the lump sum
payment and service credits are not given for that period.
5. Retirement or Death of Employee
a. Upon retirement from State employment or upon
the death of an employee while in active service, a lump sum
payment will be made for accumulated annual leave up to 45 days,
unless a higher amount is authorized regardless of the amount of
annual leave taken during the calendar year in which the employee
retires or dies.
b. Upon death of an employee while in active
service, the legal designee of the deceased will be entitled to a
lump sum payment for accumulated annual leave up to 45 days,
unless a higher amount is authorized under Section I. D. 3 of
this policy.
II. Procedure
A. Scheduling Annual Leave
1. Academic and administrative department chairs may
develop procedures by which employees request and schedule annual
leave.
2. To the degree possible, employee requests for
specific periods of annual leave will be granted; however,
consideration of workloads, work distribution and similar factors
may necessitate change. In such cases, requested leave may be
denied in favor of a time more conducive to department
activities.
3. Approval by the department chair or authorized
supervisor is required for the specific periods the employee will
be on annual leave and for the number of consecutive working days
in any one leave period.
4. University employees working on grants and
contracts and earning annual leave may be required to use all
accumulated annual leave prior to the end of the grant or
contract.
B. Leave Computation
1. Records on annual leave taken will be converted to
the quarter-hour equivalent.
2. To compute the annual leave taken in a day,
timekeepers should subtract the total hours worked in that day
from the total number of hours of the employee's regular work day
(normally 7.5 hours). The remainder is the amount of leave that
should be charged to annual leave.
C. Record Corrections
Requests by employees for corrections to their leave
records must be made in writing to the employee's department
chair and then to the Payroll department within one month of
issue of the pay check or automatic bank deposit statement in
question.
To obtain an official copy of this policy please contact the USC
Division of Human Resources.
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Jane M. Jameson
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