UAMS ADMINISTRATIVE GUIDE

NUMBER: 4.6.04
DATE: 03/01/2000
REVISION: 08/15/2006

SECTION: HUMAN RESOURCES
AREA: TIME OFF
SUBJECT: ANNUAL LEAVE (VACATION)

Changes 8-15-2006: policy clarifies SAP treatment of accrual during partial months.

PURPOSE

The State of Arkansas and the University of Arkansas for Medical Sciences (UAMS), in conformance with Act 1077 of 1979, Uniform Attendance and Leave Policy, and the University of Arkansas Board of Trustees' University-wide Administrative Memorandum 435.3, Leave Policy for Classified Employees (including Patient Care Personnel), have established uniform procedures under which annual leave (vacation) may be granted and taken. The purpose of this policy is to inform all departments within UAMS of these procedures so that uniformity can be established throughout the campus.

PROCEDURE

1. All regular, non-temporary employees, including part-time employees who work 20 hours or more per week, shall accrue annual leave. Annual leave must be earned before it can be authorized, and may not be borrowed from future credits or advanced beyond actual accrual, regardless of length of service.

2. Full-time Classified and Non-Classified Patient Care employees, including Classified managers, shall accrue annual leave in accordance with the following schedule:

Length of Employment

Through 3 years
3 to 5 years
5 to 12 years
12 to 20 years
Over 20 years

Monthly Accrual

1 day
1 day, 2 hours
1 day, 4 hours
1 day, 6 hours
1 day, 7 hours

Annual Accrual

12 days
15 days
18 days
21 days
22 days, 4 hours

3. Years of service are calculated using all periods of state employment where a “proof of prior service” document is received from the previous agencies and institutions.

4. All Non-Classified Administrative and Faculty employees shall accrue annual leave at the rate of 22.5 days per calendar year (1 Day, 7 Hours per Month), regardless of length of service. Faculty on 9 or 10 Month contracts who abide by the student time-off schedule shall not accrue annual leave.

5. Employees who work less than full-time, but more than 20 hours per week, shall accrue annual leave in the same proportion to the time worked. Annual leave is cumulative; however, no employee may have accrued annual leave in excess of 30 days on December 31 of each year. Accrued annual leave may exceed 30 days during the calendar year, but days accrued in excess of 30 will be lost if they are not used before December 31 of each year, or they may be donated to Catastrophic Leave Bank.

6. Accruals are posted in SAP at the end of each month. Partial months of employment (due to hire, termination or dates of leave without pay) are treated as:


• If the employee is active at the end of the month, sick and vacation are prorated from the date of hire or LOA, according to number of calendar days in an active status.
• If the employee is LOA or terminated at the end of the month, no vacation is accrued.

7. Annual leave may not be accrued during a period of Leave Without Pay when such leave is for ten or more days within a calendar month. (BG: or is it split between half months?)

8. Employees may request the use of accrued annual leave at any time. Department directors and other appropriate department heads shall grant requests for annual leave when it will least interfere with the efficient operation of the department. Department directors/heads may, at their discretion, deny the use of annual leave to absent employees who have exhausted all sick leave if abuse of sick leave is suspected

9. Annual leave shall be granted on a basis of work days rather than calendar days, and shall be deducted from the employee's accrued leave in increments of not less than one-quarter hour (.25). Timekeepers will post annual leave in Accutime (Kronos) as

• VAC for normal vacation
• VACF, if counted toward Family Medical Leave allotment

10. Non-work days such as weekends and holidays falling within a period of annual leave will not be charged as annual leave.

11. Upon termination, resignation, death or other action by which an active employee leaves the employment of the University, the amount due the employee or their estate from accrued annual leave shall be included in the final pay to the employee. Timekeepers may post this in Accutime (Kronos) as

• VAC posted to the number of days accrued, to be paid out over time
• TERMVA posted as a lump sum payment not to exceed 30 days.

12. No employee receiving such additional compensation shall return to University employment until the number of days for which he/she received additional compensation has expired. Employees transferring to another State agency or institution may transfer all accrued annual leave.