4.11 Annual Leave

Last Revised: April 2, 2021

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

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 who have not accrued annual leave and who are transferred to staff status within their division are credited with a bank account of one day of annual leave for every full year of continuous service at Gallaudet up the maximum allowable annual leave carryover limit. Prior service is not recognized when establishing the bank of annual leave.

Approved by: Gallaudet University Board of Trustees

Procedures

1. Persons appointed to a senior administrator or administrative officer position 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 calendar year to calendar year.
3. Employees may carry over a maximum of 240 hours of unused annual leave into the beginning of fiscal year 2022 (October 1, 2021)
4. Employees may carry over a maximum of 160 hours of unused annual leave into the new calendar year on January 1, 2023, and in future calendar years.
5. Unused annual leave in excess of the maximum balance as indicated in procedure #2 is forfeited at the end of the calendar (leave) year.
6. Separating employees whose last day is on December 31, 2021 or earlier will receive a lump sum payment for unused annual leave of up to 200 hours. Separating employees whose last day is on January 1, 2022 or later will receive a lump sum payment for unused annual leave of up to 160 hours. Unused annual leave is paid by the department from which the employee is separating and is paid at the rate it was last earned.
7. 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).
8. If a staff transfers to faculty or teacher status, the unused annual leave up to the maximum year end balances outlined in Procedure #6 will be paid out around the time of transfer. The maximum amount that will be paid out is $15,000.
9. If an approved holiday occurs during an employee’s vacation, those hours are not charged against annual leave.
10. Employee on academic year or flex-year appointments only accrue annual leave during their appointment period.
11. 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. This includes certain days designated as critical times when employees are expected to be in attendance (all hands on deck.)

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