Classified staff leave

Classified staff who work 50 percent or more of the pay period 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 it and, when possible, request approval in advance to use it. Employees support the institution’s timekeeping process by:

  • Submitting approved leave requests promptly to their timekeepers
  • Reviewing their leave advice statements on eServices/VCU Self Service every pay period for accuracy
  • Resolving leave discrepancies promptly with their timekeepers 
  • Classified employees hired or rehired to the state on and after 7/1/1999 should refer to the Virginia Sickness and Disability plan for sick leave.

Types of leave

Annual leave +

Employees use annual leave for vacation, personal business or after they have exhausted other types of leave. This leave is earned 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 dock status during a semi-monthly pay period do not accrue annual leave for that pay period. Following are the annual accrual rates, year-end annual leave carry-over limits and maximum payout amounts upon separation for full-time classified staff. 

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

 

Part-time classified employees who work 50 percent or more of the pay period 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 above chart for full-time employees. On January 9 each calendar year, employees forfeit all unused annual leave hours that exceed the carry-over limits indicated above.

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 five hours of sick leave semi-monthly. There is no limit to the number of sick leave hours that employees may accumulate. Please note: Employees who are in dock status during a semi-monthly pay period do not accrue sick leave for that pay period.

Following are the maximum payout amounts upon separation for classified staff.

Up to 5 years of service: none
More than 5 years of service: 25 percent of balance not to exceed $5,000

Family sick leave
An employee may use up to 48 hours (six days) from his/her existing sick leave balance for any illness, injury or death of an immediate family member (see family and medical leave for long-term and serious health conditions). The annual limit is 48 hours (six days) in a leave year, Jan. 10 through Jan. 9 of the following year.

Virginia Sickness and Disability Program (VSDP) +

Classified staff hired Jan. 1, 1999, and after are automatically enrolled in VSDP. Classified staff hired July 1, 2009, and after need to meet a one-year waiting period for non-work-related disability benefits.

This leave provides employees with:

  • Sick leave and personal and family leave
  • Short-term disability income replacement:
    • Less than five years of service income replacement is at 60 percent, if hired after July 1, 2009
    • More than five years of service income replacement is at 100 percent, 80 percent and 60 percent based on years of service for up to 25 weeks beginning with the eighth calendar day of disability
  • Long-term disability income replacement at 60 percent of salary beginning at the end of short-term disability and lasting to the end of the disability or normal retirement age (65)

Employees may use sick leave for short-term illness or toward the waiting period for short-term disability benefits.

Employees who enrolled in the VSDP during the initial enrollment period may have converted their existing sick leave balances to disability credits; they may use these credits to replace periods of less-than-100-percent income while on short-term disability.

Employees accrue leave based on length of service; leave accruals are credited at the beginning of the leave calendar year; balances do not carry forward to the next year and are not paid upon separation.

Following are accrual rates for current and new full-time and part-time classified staff.

Accrual rates for current employees:

Up to 5 years of service: 64 hours annually for full-time employees, 32 hours annually for part-time employees
5 to 10 years of service: 72 hours annually for full-time employees, 32 hours annually for part-time employees
More than 10 years of service: 80 hours annually for full-time employees, 40 hours annually for part-time employees

Accrual rates for new employees

Employment date Jan. 10-July 9: 64 hours for full-time employees, 32 hours for part-time employees
Employment date July 10-Jan. 9: 40 hours for full-time employees, 20 hours for part-time employees

Personal and family leave +

Employees may use personal and family leave for absences due to 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; balances do not carry forward to the next year and are not paid upon separation. Following are the accrual rates. 

Accrual rates for current full-time and part-time employees

Years of service

Accrual rate

Up to 10 years

32 hours annually

More than 10 years

40 hours annually

 

Accrual rates for new full-time and part-time employees

Employment date

Accrual Rate

Jan. 10 – July 9

32 hours

July 10 – Jan. 9

16 hours

 

Impact of status change on annual leave and sick leave +

When classified staff have a status change (e.g., full-time to part-time or part-time to full-time), they retain their annual and sick leave balances. The rate of accrual adjusts based on full-time or part-time status. For assistance, please refer to the “Status Changes and Effect on Leave” section of the Leave Types and Guidelines: A Resource for Faculty, Classified Employees and Timekeepers or contact HR at (804) 828-1712.

Administrative leave +

This leave covers paid absences for jury duty and court appearances (e.g., by summons or subpoena as a witness but not as a defendant), for state job interviews and for participation in the Employee Grievance Process. Documentation of the need for and length of the absence may be required.

Bone marrow and organ donor (BMOD) leave +

This leave provides eligible employees with up to 30 days of additional paid leave each calendar year when they donate bone marrow or organs. Medical certification is required prior to approval of BMOD leave. Please note: This leave does not count toward leave used under the Family and Medical Leave Act (FMLA) and it is not part of VSDP leave.

Community service leave (CSL)* +

This leave provides employees (with or without children) with paid leave each calendar leave year to meet with public or private school officials about their children, to attend school functions in which their children are participating, to perform school-approved volunteer work in a public school or to participate in volunteer community service organizations.

Effective July 1, 2009, CSL increased by eight hours for employees serving as volunteer firefighters and/or rescue service members. Although a “bank” of 24 hours (three days) was established for everyone, the additional eight hours are only available to volunteer firefighters and/or rescue service members.

  • The number of hours available for other types of volunteer service or for school assistance remains at 16 hours (two days) for full-time classified staff.
  • The leave is prorated for part-time staff.

Unused CSL does not carry over at the end of the calendar year. 

*called Community Service Leave (CSL) at VCU, from state policy 4.40: School assistance and volunteer service leave

Educational leave +

This leave is available to classified staff for educational pursuits at one-half pay or without pay, subject to approval by the department head, school/college dean and vice president.

Employees who take this leave at one-half pay sign a contract with a commitment to serve in university employment equal to twice the period of leave. Employees who do not return to university employment reimburse the salary received during the leave period with interest, regardless of source of funds. The university prorates the salary reimbursement and interest for employees who return for a portion of time.

Employees do not accrue annual, sick or holiday leave while on educational leave and the university holds their sick leave balances during this time. Annual and holiday leave balances may be paid or retained when employees take educational leave.