Leave Policies
Leave Policies
At least 112 hours (14 days) of vacation leave is provided yearly to permanent, probationary, trainee and provisional employees. As length of service increases, the amount of leave earned increases. Leave is prorated for part-time employees. The Vacation Leave Policy is prorated for part-time employees.
A permanent full-time employee (1.00 FTE) in a position covered by this regulation shall be entitled to accrue twenty-six (26) workdays of Personal Leave per year. This amount it prorated if the employee is less than 1.00 FTE.
The Sick Leave Policy allots 96 Hours (12 days yearly) of sick leave. This leave is provided to permanent, probationary, and trainee employees. Leave is prorated for part-time employees.
State employees receive 12 paid holidays annually. They are set by the State Human Resources Commission. Employees receive Holiday Premium Pay and equal time off for holiday work. Each year the State publishes a holiday schedule.
In recognition of the state's diverse needs for volunteers to support schools, communities, citizens and non-profit organizations, UNCW community service leave is designed to recognize the commitment of state employees to engage in volunteer service. Paid time up to 24 hours per year may be granted for certain situations.
- Involvement in a child's school
- Tutoring and mentoring in schools (36 hours per year)
- Volunteer activity in the schools or a community service organization
- Volunteering in a state public university, community college system or state agency provided that it is outside of the employee's normal duties
This policy specifically applies to permanent SHRA and EHRA non-faculty employees and does not affect temporary staff members. Learn more by clicking the policy link below!
08.214 COMMUNITY SERVICE LEAVE POLICY
08.180 VOLUNTARY SERVICE ON CAMPUS POLICY
Staff Community Engagment
HR's Employee Leadership, Learning & Engagement team is excited to offer regularly staff community service opportunities. Visit their website to learn more!
The FMLA Policy is available to permanent employees with at least one year of current service (permanent or temporary) who are regularly scheduled to work 20 hours or more each week (half time) are eligible to apply for up to 12 weeks of family medical leave in any given 12 month period.
The FMLA Policy is available to permanent employees with at least one year of current service (permanent or temporary) who are regularly scheduled to work 20 hours or more each week (half time) are eligible to apply for up to 12 weeks of family medical leave in any given 12 month period.
The Military Leave Policy states that up to a maximum of 120 hours may be granted annually to eligible employees.
State employees may donate leave to another employee who has been approved to receive voluntary shared leave under the Voluntary Shared Leave Policy. Voluntary Shared Leave may be used for a medical condition of the employee or of a member of the employee's immediate family.Employees may donate sick leave, vacation leave or bonus leave. There is a limit of five sick days to any one recipient. The recipient can only receive up to 160 hours of sick leave.
UNCW employees are entitled to civil leave (with pay) when serving on a jury or when subpoenaed as witnesses.
Who is eligible for Civil Leave?
Full-time and part-time (more than half-time) SHRA and EHRA employees, persons in time-limited appointments and trainees are covered by this policy.
Employees with a temporary, intermittent or part-time (less than half-time) appointments are not eligible for non-job-related civil leave, but are eligible for job-related civil leave and other job-related proceedings.
How do I use my Civil Leave?
To take Civil Leave, you need to:
- Notify your supervisor when jury duty is scheduled or subpoenaed as a witness
- Enter your leave taken in the "civil leave" row of your leave keeping system (SmartTime, MoveTime, or LawTime)
Employees are not permitted to use work time for voting.
Why not?
Since the polls are open approximately two weeks for early voting (including weekends) and 12 hours or more on Election Day, employees must use their own time to vote. In some instances, employees may be able to vote during their scheduled meal periods.
Can I use flex scheduling to vote?
Management, with reasonable notice provided by the employee, has the discretion to allow flexible work scheduling to accommodate voting, or allow employees to utilize comp time, vacation, bonus leave or other accrued paid time off for the absence.
What if I want to volunteer?
Community Service Leave may be used if you are serving inside a polling facility to assist voters with the voting process as long as you are not receiving pay for the service.
Vacation leave must be used if you are receiving pay for "inside" poll work or if you are distributing brochures, transporting voters or conducting other partisan campaigning outside of the polls.
This policy provides uniform guidance for the accrual, use, and disposition of Bonus Leave.
This policy provides uniform guidelines for the accrual, use, and payment of compensatory time.
It is the intent of this policy to permit flexible work schedules for university employees subject to work requirements of the employee's department/office. As such, supervisors and managers are responsible for arranging work schedules that meet the needs of their respective departments and, at the same time, accommodate where possible the employee's choice of a daily work schedule.
This policy offers guidelines on time keeping categories that are not otherwise covered in separate policies.
This policy provides uniform and consistent standards for time keeping, administration of leave programs, and payment of extra time.
UNCW offers Paid Parental Leave to promote physical and mental health for employee families, increase worker retention, and improve worker productivity and morale. Paid Parental Leave provides four weeks of paid leave to parents for the bonding period (“Paid Parental Bonding Leave” or “Bonding Leave”) with a child due to birth, adoption, or foster care placement.
The birth mother may receive an additional four weeks of paid leave for recuperation from the period of disability following the birth (“Paid Parental Recuperation Leave” or “Recuperation Leave”).
- Eight hours of paid leave (prorated for part time) is available to SHRA and EHRA leave-earning employees annually on a calendar-year basis.
- The leave can be used for any single day of personal significance, which includes, but is not limited to, days of cultural or religious importance.
- Probationary, time-limited, and permanent employees are eligible for this leave; however, temporary employees are not eligible.
- New employees hired after the date of implementation of this policy are also eligible.
- Leave must be used in one work shift.
- This leave may not be used for the same purposes as sick leave.
- Consistent with other types of leave, supervisory approval is needed before employees may use the leave; supervisors are encouraged to accommodate employees.
- If this leave is not used, it expires at the end of the calendar year and is not paid out.
- This leave is not paid out upon separation.
- If an employee moves from one institution to another or to a participating state agency, this leave transfers with them.
- Employees will record this leave under Personal Observance Leave Taken on the leave report.
Leave Accrual Rules
| Leave Type | Accrual Rules | Can It Payout? | Can It Transfer? |
|---|---|---|---|
| Annual Leave | SHRA and EHRA accrue hours at different rates. Hours are pro-rated if work week is less than 40 hours per week (full-time) and prorated based on appointment length. | Yes, up to a maximum of 240 hours | Yes, if the receiving agency will accept it |
| Sick Leave | 8 hours per month. Hours are pro-rated if work week is less than 40 hours per week (full-time) and prorated appointment length. | No | |
| Personal Observance Leave (POL) | Eight hours of paid leave (prorated for part time) is available to SHRA and EHRA leave-earning employees annually on a calendar-year basis. | No | No |
| 2022 Booster Incentive Leave | 8 hours of paid leave (prorated for part time) is available to SHRA and EHRA leave-earning employees who receive their COVID-19 booster shot on or before August 31, 2022. The leave will expire as of March 31, 2023. | No | No |
| 2018 Special Annual Bonus Leave | 40 hours were issued for those in leave earning positions on July 1, 2018. Hours were pro-rated if work week was less than 40 hours/week and pro-rated if less than a 12 month appointment. | No | Yes |
| 2017 Special Bonus Leave | 24 hours were issued for those in leave earning positions on July 1, 2017. Hours were pro-rated if work week was less than 40 hours/week and pro-rated if less than a 12 month appointment. | No | Yes |
| 2014 Bonus Leave | 40 hours were issued for those in leave earning positions on September 1 2014. Hours were pro-rated if work week was less than 40 hours/week and pro-rated if less than a 12 month appointment. | Yes | Yes, if the receiving agency will accept it |
| 2013 Bonus Leave | 40 hours were issued for those in leave earning positions on July 1, 2013. Hours were pro-rated if work week was less than 40 hours/week and pro-rated if less than a 12 month appointment. Expires if not used by 6/30/2014. | No | Expired |
| 2012 Bonus Leave | 40 hours were issued for those in leave earning positions on July 1, 2012. Hours were pro-rated if work week was less than 40 hours/week and pro-rated if less than a 12 month appointment. Expires if not used by 6/30/2013. | No | Expired |
| 2005 Bonus Leave | 40 hours were issued for those in leave earning positions on September 30, 2002. Hours were pro-rated if work week was less than 40 hours/week and pro-rated if less than a 12 month appointment. | Yes | Yes, if the receiving agency will accept it |
| 2003 Bonus Leave | 40 hours were issued for those in leave earning positions on September 30, 2002. Hours were pro-rated if work week was less than 40 hours/week and pro-rated if less than a 12 month appointment. | Yes | Yes, if the receiving agency will accept it |
| 2002 Bonus Leave | 80 hours were issued for those in leave earning positions on September 30, 2002. Hours were pro-rated if work week was less than 40 hours/week and pro-rated if less than a 12 month appointment. | Yes | Yes, if the receiving agency will accept it |
Contact Us
UNCW Human Resources
Phone: (910) 962-3160
Fax: (910) 962-2911
Hours:
Monday-Friday, 8 a.m.-5 p.m.