ADMINISTRATIVE RULE NO: 6125-01

RELATED TO POLICY SERIES NO: 6125

TITLE: PAID LEAVE

PURPOSETo illustrate eligibility for paid leave benefits, rates of accrual, carry over, pay out upon separation, and the administrative process for using paid leave benefits.

STATEMENT
BARGAINING UNIT EMPLOYEES
Paid leave benefits for employees who are subject to collective bargaining agreements shall be governed by those respective agreements; failing such provisions, Board Policies and Administrative Rules shall apply.

MANAGEMENT/EXEMPT and CONFIDENTIAL EMPLOYEES
For employees hired on or after July 1, 2011

  • Full-time (1.0 FTE) employees hired on or after July 1, 2011 will accrue 2 days (16 hours) of paid leave per month, carried over from one fiscal year to the next at a maximum of 25 days (200 hours).
  • Employees who are less than full-time will accrue on a pro-rata basis.
  • Upon any form of separation from the college, paid leave accruals for these employees will be paid out to a maximum of 35 days (280 hours).

For employees hired prior to July 1, 2011

  • An individual account (Paid Leave-Old) will be established, which will contain all leave accruals as of July 1, 2011. Paid Leave -Old (PL-O) will not be subject to additional accruals and will not be subject to annual carry over limits. 
  • Simultaneously, a new account to be called Paid Leave-New (PL-N) will be established.
  • For full-time employees, PL-N will be subject to an accrual rate of 2 days (16 hours) per month. Employees who are less than full-time (1.0 FTE) will accrue on a pro-rata basis. 
  • PL-N may be carried over from one fiscal year to the next at a maximum of 25 days (200 hours).
  • Within subsequent fiscal year periods, PL-O must be used prior to PL-N for at least the first ten (10) days (or 80 hours). Subsequent days may be, at the employee’s discretion, drawn from the paid leave bank of their choice. 

 In the event of extraordinary circumstances, individual requests for exceptions to the July 1st 200 hour annual carry over limit of PL-N may be submitted in writing to the appropriate Vice-President.  Such exceptions, if granted, may not extend beyond the last day of the summer academic term.  Such exceptions, if granted, will not impact the employee’s pay out limits upon separation. 

Any employee who is eligible to PERS retire, or eligible to “early retire” (as defined in Board Policy 6115) as of July 1, 2011 will be paid out to a maximum of 65 days (520 hours) upon retirement from the college, or a maximum of 35 days (280 hours) upon any other type of separation.  An employee who is not eligible to early retire as of July 1, 2011 will be paid out to a maximum of 35 days (280 hours) upon any form of separation from the college.  Totals will include both PL-O and PL-N.

REQUESTING, DOCUMENTING and USAGE OF PAID LEAVE

Requesting Paid Leave
Employees should engage with their direct supervisor to discern the most effective process to request and receive prior approval for paid leave in a manner that minimizes disruption to college services.  Exempt employees may make paid leave requests only in full day increments.  Employees paid on an hourly basis may request paid leave in hourly increments. 

 Documenting Paid Leave
Paid leave usage must be accurately documented by the employee on their monthly time sheets for the purpose of fiscal integrity. 

Employees may not elect to receive compensatory pay-outs in lieu of earned paid leave except upon separation from the college. Any exceptions to this Administrative Rule will only be made with expressed consent of President.

DATE OF ADOPTION: 8/13/84
DATE (S) OF REVISION(S): 5/12/11; 1/10/18
DATE OF LAST REVIEW: 05/12/11