Classified staff accrue leave at the end of each semi-monthly pay period in proportion to the number of hours they work. Employees earn leave before using leave. When possible, employees should request approval to use leave, in advance. Employees adhere to the institution’s timekeeping process by:
Annual Leave: Employees use annual leave for vacation, personal business or after they have exhausted other types of leave. This leave is accrued after each semi-monthly pay period when an employee works the entire pay period or has appropriate leave to cover an absence. Please note: Classified staff who are in a leave without pay status during a semi-monthly pay period do not accrue annual leave for that pay period.
Part-time classified employees accrue annual leave at a proportionate rate. The university pays part time staff for their unused annual leave balances up to the maximum allowed upon separation as shown in the chart for full time employees. On January 9th of each leave year, classified employees forfeit all unused annual leave hours that exceed the carry-over limits.
Years of service | Accrual rate (semi-monthly) | Maximum year-end carry-over | Maximum payout |
Up to 5 years | 4 hours | 192 hours | 192 hours |
5 to 10 years | 5 hours | 240 hours | 240 hours |
10 to 15 years | 6 hours | 288 hours | 288 hours |
15 to 20 years | 7 hours | 336 hours | 288 hours |
20 to 25 years | 8 hours | 384 hours | 336 hours |
More than 25 years | 9 hours | 432 hours | 336 hours |
Traditional Sick Leave Program (TSLP):
Personal sick leave - This leave is used for personal illness or injury and health-related appointments. Full-time classified staff accrue 5 hours of sick leave semi-monthly. There is no limit to the number of sick leave hours an employee may accumulate. Please note: Employees who are in a leave without pay status during a semi-monthly pay period do not accrue sick leave for that pay period. Sick leave is used to cover absences certified as medically necessary by a health care provider. Generally, after all sick leave is used additional time off for personal illness may be covered by personal and family leave, annual, or holiday leave balances, or take leave without pay. Unused traditional sick leave is payable at 25 percent of the balance not to exceed $5,000.
Family sick leave - An employee may use up to 48 hours (6 days) from their existing sick leave balance for any illness, injury or death of an immediate family member (See Family and Medical Leave for longer term and serious health conditions). The annual limit is 48 hours (6 days) in a leave year, Jan 10 through Jan 9 of the following year. Additional time taken for family illness that is eligible under FMLA may be covered by using sick leave (up to 33 percent of remaining balance), annual, or holiday leave balances, or take leave without pay. Annual, or holiday leave balances, or leave without pay must cover the additional time off for family illness that does not qualify for FMLA.
Maternity/paternity - For absences due to pregnancy, sick leave may be used by the childbearing parent to cover the period of time the employee is medically disabled (normally 6 weeks). Additional time may be taken by using sick leave (up to 33 percent of remaining balance), or annual, or holiday leave balances, or take leave without pay. (Refer to VCU’s FMLA policy.) Childbearing leave for the second parent is governed by the rules shown under the family sick leave section.
Adoption/foster care - Employees may use up to 33 percent of their existing sick leave balance for adoption or foster care. Annual, or holiday leave balances, or leave without pay may cover additional time off. In cases where the child has a medical condition, up to 3 days (24 hours) of family sick leave may be used before using other leave balances.
Virginia Sickness and Disability Program (VSDP): Classified staff hired Jan. 1, 1999 and after are automatically enrolled in VSDP.
This leave provides employees with:
To use this benefit, the employee must complete the following steps:
Sick Leave: Employees may use sick leave for their own short term illness or toward the waiting period for short term disability benefits. Employees may use up to 33 percent of their sick leave for a family illness covered by FMLA. Employees accrue sick leave based on length of service. Sick leave accruals are credited at the beginning of the leave calendar year, and balances do not carry forward to the next year, and are not paid upon separation. Classified employees receive a limited amount of sick leave each year which cannot be carried over. The amount of sick leave given is based on the employee’s years of service.
Following are accrual rates for current full-time and part-time classified staff.
Accrual rates for current full-time and part-time employees | ||
Up to 5 years of service | 64 hours annually for .75 FTE or greater | 32 hours annually for part time employees |
5 to 10 years of service | 72 hours annually for .75 FTE or greater | 32 hours annually for part time employees |
More than 10 years of service | 80 hours annually for .75 FTE or greater | 40 hours annually for part time employees |
Personal and Family Leave - Employees may use personal and family leave for absences due to family or personal illness, death of a family member, or for other personal needs. Employees accrue leave based on length of service. Leave accruals are credited at the beginning of the leave calendar year. Leave balances do not carry forward to the next year and are not paid upon separation.
Following are the accrual rates are for all classified employees:
Accrual rates for current full-time and part-time classified employees | |
Up to 10 years of service | 32 hours annually |
More than 10 years of service | 40 hours annually |
Parental Leave: Classified staff who have been employed by the Commonwealth for a minimum of twelve (12) consecutive months are eligible for parental leave.
Following the birth, adoption, or foster placement of a child younger than 18 years of age, an eligible employee will:
To use this benefit, the employee must complete the following steps.
Reporting Increments: The Commonwealth of Virginia requires Classified Staff to report leave in 15-minute increments. Link to Timekeeping Guidelines: https://hr.vcu.edu/current-employees/timekeeping/.