Agenda Item No.
SUBJECT: Revision to Business and Financial Affairs Handbook: Leaves of Absence
DESCRIPTION: Under current policy, classified employees are paid bi-weekly, and in order to earn personal and sick leave, must have eight calendar days or more of active employment in a pay period. Less than eight calendar days in a pay period of active employment are disregarded. This creates difficulty in calculating leave earnings for partial pay periods for new, terminating, or part-time employees with irregular schedules.
It is proposed that leave be earned based on hours worked* per pay period. The State of Kansas also uses this formula for bi-weekly paid employees.
*Hours worked means hours in pay status, except that overtime worked and additional payment for holidays worked are not counted in determining leave earned.
Below is the proposed revision. That which is in bold is new, that which is italicied is to be deleted.
REVISE 188.8.131.52a: Eligible full-time wage and hour employees covered by these policies employed on a fiscal year appointment and paid on a bi-weekly basis shall accrue paid personal leave as follows:
Years of Service Pay Period Accrual Max. Annual Accrual Max. Accrual Allowed
Less than 5 4.62 Hours 120 Hours 160 Hours
Less than 10 5.54 Hours 144 Hours 184 Hours
Less than 15 6.46 Hours 168 Hours 208 Hours
More than 15 7.38 Hours 192 Hours 232 Hours
Hours Worked Hours Earned Per Pay Period Based on Years of Service
Per Pay Period*
Less than 5 Less than 10 Less than 15 15 or More
Accrual 120 Hours 144 Hours 168 Hours 192 Hours
Allowed 160 Hours 184 Hours 208 Hours 232 Hours
*Hours worked means hours in pay status except that overtime worked and additional payment for holidays worked are not counted in determining personal leave earned.
Less than full-time wage and hour employees shall accrue paid personal leave based upon the FTE of their appointment. For example, a .5 FTE appointment with less than 5 years of service would earn 2.31 hours per pay period. accrue no more than 60 hours of leave per year.
DELETE 184.108.40.206a: For Classified Employees, eight calendar days or more of active employment in a pay period will be considered a complete pay period in computing earned personal leave. Less than 8 calendar days in a pay period of active employment will be disregarded.
DELETE 220.127.116.11a: Classified Employees will not accrue personal paid leave during any pay period of which more than 8 calendar days are spent in leave without pay status.
REVISE 18.104.22.168(a): Full-time eligible Classified employees shall accrue 3.69 hours of sick leave per pay period sick leave as follows, regardless of longevity, with a maximum accumulation of 1040 hours:
Hours Worked Hours Earned
Per Pay Period* Per Pay Period
Employees who have basic annual contracts of 1,000 hours or more, exclusive of non-reoccurring overtime, overload or other extra work are eligible to accrue sick leave credits prorated in a ratio of their employment contract to full-time. As an illustration, part-time employees who have a contract for 1,000 hours would accrue sick leave at one-half of 3.69 hours per pay period for each pay period they are in a pay status. If their contract does not require employment for any pay period then no sick leave accrual would be earned. The maximum accrual of 1040 hours for full-time employees would be reduced for part-time employees in a ratio of their employment contract to full-time. When part-time employees who are eligible for this sick leave benefit are sick, they should record the sick leave on the Employee Personal/Sick Leave Record in the same manner as it is accrued, i.e., if sick leave is accrued on the basis of one-half time, sick leave used is recorded on the same basis, etc.
Less than full-time wage and hour employees shall accrue paid sick leave based upon the FTE of their appointment. For example, a .5 FTE appointment would earn 1.85 hours per pay period, with a maximum accrual of 520 hours.
DELETE 22.214.171.124a: Classified Employees who join or leave the employment of the University and work 8 calendar days in a pay period or more will be credited with a full pay period in computing earned sick leave. Less than 8 calendar days in a pay period of active employment will be disregarded. Employees will not accrue paid sick leave during any pay period in which more than 8 calendar days are spent in leave without pay status.
President Farley recommends the Board of Regents approve the proposed revisions to the Business and Financial Affairs Handbook.
(date) Jerry B. Farley, President