Last Revised: 29 April 2020

Refer Questions to: Executive Director, Human Resources

Scope

This policy applies to regular and extended temporary staff in all offices and divisions of Gallaudet University and the Clerc Center, unless specifically covered by collective bargaining agreements made between Gallaudet University and certified bargaining agents.

Policy

Paid annual leave provides eligible employees with time off for rest and relaxation and to conduct personal business. Eligible employees earn annual leave, beginning from the first day of employment, according to the following schedule:

AMOUNT OF ANNUAL LEAVE EARNED PER 2-WEEK PAY PERIOD

Number of Paid Hours Per Pay Period

Less Than 3 Years Cumulative Service

3 Years but Less Than 15 Years Cumulative Service

15 Years Service or More Cumulative Service

80

4 hours

6 hours

8 hours

60 – 79

3 hours

4 1/2 hours

6 hours

40 – 59

2 hours

3 hours

4 hours

20 – 39

1 hours

1 1/2 hours

2 hours

1 – 19

0 hours

0 hours

0 hours

The University does not recognize prior employment at Federal or District agencies, or any other employer, in determining length of service for annual leave accrual rates. It does recognize prior regular or extended temporary employment at Gallaudet. Annual leave may not be borrowed in advance. Except in emergency situations, annual leave must be requested and approved in advance by the supervisor.

Faculty members or teachers who have not accrued annual leave and who are transferred to staff status within their division are credited with a bank account of two days of annual leave for every full year of continuous service at Gallaudet up to a maximum of 30 days. Prior service is not recognized when establishing the bank of annual leave.

Approved by: Gallaudet University Board of Trustees

Procedures

  1. Persons appointed to certain administrative level positions earn annual leave at the rate of six hours per 80 hour pay period as soon as they start employment.
  2. Employees are limited in the amount of unused annual leave that may be carried over from fiscal year to fiscal year. Employees may carry over a maximum of 240 hours of unused annual leave from fiscal year 2020 to 2021. Employees may carry over a maximum of 200 hours of unused annual leave from fiscal year 2021 to 2022. Employees may carry over a maximum of 160 hours of unused annual leave from fiscal year 2022 to 2023, and in future fiscal years.
  3. Unused annual leave in excess of the maximum balance as indicated in procedure #2 is forfeited at the end of the fiscal (leave) year.
  4. Separating employees receive a lump sum payment for unused annual leave up to the maximum year end balances outlined in Procedure #2. Unused annual leave is paid by the department from which the employee is separating and is paid at the rate it was last earned.
  5. Beginning on January 1, 2020, the maximum amount received in a lump sum payment for unused annual leave may not exceed $15,000 (regardless of the number of unused annual leave hours paid out).
  6. If a staff transfers to faculty or teacher status, the unused annual leave up to the maximum year end balances outlined in Procedure #2 will be paid out around the time of transfer. Beginning on January 1, 2020, the maximum amount that will be paid out is $15,000.
  7. If an approved holiday occurs during an employee's vacation, those hours are not charged against annual leave.
  8. Consideration is given to all requests for annual leave and the employee's preference is respected whenever practicable. However, the University reserves the right to deny requests for leave, particularly when the absence would negatively affect departmental or unit operations.

Employees who are on paid annual leave continue to accrue leave in the usual manner. Employees do not accrue annual leave during unpaid leave.