For a full explanation of vacation leave practices see HR Policy 4-200: Leave Practices- K
Probationary, Regular, Provisional, Permanent Part Time and Time Limited Appointed accrue vacation according to the following schedule.
|Service date through end of 2nd year||Regular hours worked x 0.046154 (Full-time 12 days)|
|3rd year through end of 5th year||Regular hours worked x 0.057692 (Full-time 15 days)|
|6th year through end of 10th year||Regular hours worked x 0.069231 (Full-time 18 days)|
|11th year through end of 15th year||Regular hours worked x 0.080769 (Full-time 21 days)|
|16th year and on||Regular hours worked x 0.092308 (Full-time 24 days)|
Employees must request approval to use accrued vacation from their supervisor prior to scheduling.
Use or Lose
No more than 40 days (320 hours) of unused accrued vacation will be carried from one year to the succeeding year. Any unused hours over 320 will be forefeited.
When an employee transfers from one agency to another, accrued vacation will be transferred to the new agency.
Vacation accrued at the time an employee terminates will be paid in accordance with HR Policies 2-800 Resignation and Exit Interviews; 4-300 Insurance and Retirement Programs; and 4-900 Retirement Policy.
For a full explanation of Sick Leave practices see HR Policy 4-200: Leave Practices- J
Probationary, Regular, Provisional, Permanent Part Time and Time Limited Appointed accrue vacation according to the below formula. For full time employees this equates to 12 days a year. There is no limit on the amount of sick leave that may be accrued and carried forward to succeeding years.
Accrual = regular hours worked x (times) .04615
Using Sick Leave
Sick leave may be used absences due to illness, injury, medical appointments and to care for an ill or injured immediate family member. Absences should be reported at the beginning of the work day or by specific agency procedures.
- Administrators are responsible for approving or denying sick leave requests and may require medical clarification of illness.
- Employees using five or more consecutive days of sick leave will be required to provide a note from a health care provider documenting the medical need for the absence.
Conversion of Sick to Vacation
Employees who use little or no accrued sick leave during the calendar year will automatically have a portion of the unused sick leave converted to vacation in January of each year according to the following formula:
Accrued Credit - (minus) Used Credit - (minus) 64 Hours = Converted Credit
Employees may waive conversion of sick leave by submitting a written request to the Human Resources Division no later than December 15 of each year.
For a full explanation of Holiday Leave practices see HR Policy 4-200: Leave Practices- D
Probationary, Regular, Provisional, and Time Limited Appointed employees are eligible for paid leave on holidays. Part –time provisional and permanent part time employees are eligible form pro-rated paid leave based on their normally scheduled hours (i.e. 20 hours per week = 4 hours paid leave; 30 hours per week = 6 hours paid leave)
A holiday that falls on a Sunday will be observed on the following Monday. A holiday that falls on a Saturday will be observed on the preceding Friday.
Working on a Holiday
Employees required to work on holidays are paid in accordance with HR Policy 5-100 Pay Practices.
As holidays occur, the eligible employee will receive either a cash payment based on the Full Time Equivalency (FTE) held or leave added to their holiday bank based on the FTE held.
- When employees record holiday on their time card, the hours will be deducted from the holiday bank.
- Employees may accrue up to 24 hours of holiday leave. Holiday leave will be audited annually in July. Holiday leave exceeding 24 hours will be forfeited on August 1 of each year.
- Hours remaining in the holiday bank will be cashed out upon separation.
For a full explanation of Holiday Leave - Sworn practices see HR Policy 4-200: Leave Practices- E
Probationary and Regular employees are eligible for 96 paid leave on holidays per calendar year. The 96 hours of holiday leave is in lieu of the holidays listed in 4-200-II-D-6 and the personal preference holiday.
Employees may accrue up to 24 hours of holiday leave. Holiday leave will be audited annually at the conclusion of each employee’s last full work cycle in July. Holiday leave exceeding 24 hours will be forfeited on August 1 of each year.
Using Holiday Leave
The 96 hours of holiday leave will be divided equally between the 12 calendar months of the year. Employees are eligible to use eight hours of holiday leave at the beginning of each month. Supervisors should allow for the scheduling of eight holiday hours off per month.
Working on Holidays
Employees who work on holidays will be paid at straight time unless the requirements for overtime are met.
For a full explanation of Family and Medical Leave practices see HR Policy 4-600: Leave Practices
Family Medical Leave Act
For an overview of eligibility requirements, definitions for immediate family, length of leave, benefits, protections and other relevant information on the Family and Medical Leave Act, please review to the FMLA Fact Sheet
Eligible employees are entitled to:
- Twelve workweeks of leave in a 12-month period for:
- The birth of a child and to care for the newborn child within one year of birth;
- The placement with the employee of a child for adoption or foster care and to care for the newly placed child within one year of placement;
- To care for the employee’s spouse, child, or parent who has a serious health condition;
- A serious health condition that makes the employee unable to perform the essential functions of his or her job;
- Any qualifying exigency arising out of the fact that the employee’s spouse, son, daughter, or parent is a covered military member on “covered active duty;”
- Twenty-six workweeks of leave during a single 12-month period:
- To care for a covered service member with a serious injury or illness if the eligible employee is the service member’s spouse, son, daughter, parent, or next of kin (military caregiver leave)
These forms must be completed by the health care provider and the employee.
- Employee's Serious Health Condition Certification of Health Care Provider
- Family's Serious Health Condition Certification of Health Care Provider
- Qualifying Exigency for Military Family Leave Certification Form
- Serious Injury or Illness of Covered Service Member Certification of Health Care Provider
Employee’s Leave Request Forms
This form must be completed by the employee.
These forms must be completed by the employee’s Administrator and provided to the employee.
For a full explanation of funeral leave practices see HR Policy 4-200: Leave Practices- C
Regular, Probationary, Provisional, Permanent part-time with benefits, and Time Limited Appointed are eligible for funeral leave. At the discretion of the administrator, funeral leave may be granted to make funeral arrangements, settle family affairs, attend the funeral or memorial service and for bereavement.
The amount of funeral leave granted is at the discretion of the administrator based upon the employee’s individual circumstances and the needs of the agency. The maximum time off for funeral leave is as follows:
- Up to 40 work hours for immediate family which includes spouse, adult designee, child, ward, dependent child of an adult designee, parent, legal guardian, brother, sister, grandparent, grandchild, mother-in-law, father-in-law and step-relatives of the same order.
- Up to 24 work hours that may be extended to 40 work hours for other family members who include uncle, aunt, nephew, niece, brother-in-law, sister-in-law, son-in–law and daughter-in-law.
- Up to ten hours per calendar year for other relatives and friends Hours not used in the calendar year will not to be carried forward to the next year.
For a full explanation of Military leave practices see HR Policy 4-200: Leave Practices- I
Regular, Probationary, Provisional, Permanent part-time with benefits, and Time Limited Appointed are eligible for a paid leave of absence for military duty.
- The employee may be granted up to a maximum of 15 working; days (120 hours) per calendar year. If additional time off is required, the employee may use vacation or leave without pay.
- A copy of the military orders supporting the leave request will be submitted to the employee’s Administrator before beginning leave.
- Employees activated for military duty under the Uniformed Services Employment and Re- Employment Rights Act (USERRA) may be absent from employment for the period required by the official orders and as prescribed in the Act.
- An employee returning from active duty will be reinstated in accordance with Uniformed Services Employment and Re-Employment Rights Act (USERRA) and HR Policy 4-300 Insurance and Retirement Programs and HR Policy 4-900 Retirement Policy.
For a full explanation of Jury and Witness leave practices see HR Policy 4-200: Leave Practices- G
Regular, Probationary, Provisional, Permanent part-time with benefits, Part-time, and Time Limited Appointed are eligible for a paid leave of absence for jury. Witness duty in response to a subpoena or directive by the Federal Government, State of Utah or its political subdivisions, may be an approved absence if related to employment.
- An employee may keep income received from jury duty.
An employee subpoenaed for private litigation or by a party other than the Federal Government, State of Utah or its political subdivisions, to testify as an individual and not in a work-related official capacity, may request to use vacation or leave without pay.