Annual or Vacation Leave: Non-represented Employees

For more specific information, please refer to the Management Directive 505.7, Personnel Rules / Sub-Chapter B, Leave with Pay.

Why would I use Annual Leave?

Annual leave is to be used for absences for vacation purposes. Annual leave must be scheduled in advance and shall be granted subject to management's responsibility to maintain efficient operations. The leave calendar year is defined as the first full pay period in January through the pay period that includes December 31.

How is annual leave earned/accrued?
Years of service  Rate  Hours per pay period 
First year  4% 
1-15  6%  4.5 
16-25  8% 
26+  10%  7.5 

Management employees earn annual leave on a biweekly basis as a percentage of regular hours paid.

  • Employees must be permanent or, if temporary, must have worked at least 750 hours in the leave calendar year.
    • The leave calendar year is defined as the first full pay period in January through the pay period that includes December 31.
    • Temporary employees who meet the 750-hour threshold will be notified in writing at the time eligibility is met.
  • The percentage of annual hours earned per biweekly pay depends on the employee's leave service credit and most recent date of hire.
    • Leave service credit includes all periods of service in an active pay status (paid at least one hour in a pay period) as a State System and/or Commonwealth Employee. 
How do I request and use annual leave?

Requests are made through Employee Self-Service (ESS).

  • Employees must have at least 30 calendar days of service before annual leave can be used.
  • Employees may request to use annual leave that is expected to be earned in the current leave calendar year.
What happens if I don't use all of my annual leave in the same calendar year?
  • Unused annual leave may be carried over from one leave calendar year to the next up to a maximum of 45 days.
  • Annual leave in excess of 45 days that is not used within the first seven pay periods of the new leave calendar year is converted to sick leave.
What happens to my unused annual leave if I end employment or retire?

Employees who retire, resign or otherwise separate from the university are entitled to receive a payout of unused annual leave. The payout is based on the number of days available on the last day of employment and the employee's salary at the time of separation.