Recording leave: changes and clarifications

1. Vacation
    

1. Regular exempt staff
   
   All fiscal-year faculty, continuing lecturers, and administrative/professional staff members are eligible to take paid vacation leave upon completing three continuous months of service.

   Maximum paid benefit

   Full-time faculty, continuing lecturers, and management/professional staff will accrue up to 176 hours of vacation leave during each year of service up to a maximum of 352 hours.

   Full-time administrative/professional assistant and nonexempt operations assistant staff will accrue up to 120 hours of vacation leave during the first year of service and up to 176 hours in each subsequent continuous year of service up to a maximum of 352 hours.

   Part-time faculty and staff in the above categories will accrue prorated vacation time based on their capacity utilization level (CUL).

   Accrual schedule

   Vacation will accrue on a monthly basis from an employee's first day of employment as set forth in the following table.

   Full-time Employee Vacation Accrual Table
    

   Month	Eligible for 120 Hours	Eligible for 176 Hours
   July	8 Hours	16 Hours
   August	16 Hours	16 Hours
   September	8 Hours	8 Hours
   October	8 Hours	16 Hours
   November	8 Hours	16 Hours
   December	16 Hours	16 Hours
   January	8 Hours	16 Hours
   February	8 Hours	16 Hours
   March	8 Hours	8 Hours
   April	16 Hours	16 Hours
   May	8 Hours	16 Hours
   June	8 Hours	16 Hours

   * Part-time employees will accrue vacation in direct proportion to their CUL. For example, a 50 CUL employee will earn either 88 hours or 60 hours, and will accrue the vacation hours at 1/2 the rate of accrual for a full-time employee.

   Accrual limitations

   In an employee's first and last month of employment, s/he must be in pay status 15 or more calendar days to accrue the maximum number of vacation days for which s/he is eligible. If an employee is in pay status less than 15 calendar days during his/her first or last month of employment, s/he will accrue half of the regular accrual (prorated according to CUL if the employee is less than full time).

   An employee may not accrue more than 352 hours of vacation (or a prorated amount based on CUL if the employee is less than full time.) Once 352 hours (or the prorated amount) of vacation have accrued, additional vacation may not accrue until such time as the accrued, unused vacation falls below 352 hours (or the prorated amount.)  

   Scheduling and recording vacation use

   Accrued vacation may be taken at any time during the year; provided, however, that the vacation is approved by the employee's immediate supervisor.

   Exempt staff may take vacation hours equaling increments of no less than one-half the number of hours that would have been worked if vacation had not been scheduled.

   For example, if an employee would have normally worked 10 hours, 5 hours of vacation may be recorded for half a day and 10 hours for an entire day. If the employee would have normally worked 3 hours, 1.5 hours of vacation may be recorded for half a day and 3 hours for an entire day. If the employee would have normally worked 8 hours, 4 hours of vacation may be recorded for half a day and 8 hours for an entire day.

   
   

2. Graduate students

   Graduate students with academic-year appointments are not eligible for paid vacation. Graduate students with fiscal-year appointments are eligible for a maximum of 176 hours of vacation if they are 100 CUL. For part-time grad students, the hours are prorated based on CUL.

   Month	Eligible for 176 Hours
   July	16 Hours
   August	16 Hours
   September	8 Hours
   October	16 Hours
   November	16 Hours
   December	16 Hours
   January	16 Hours
   February	16 Hours
   March	8 Hours
   April	16 Hours
   May	16 Hours
   June	16 Hours

   Graduate students may take vacation hours equaling increments of no less than one-half the number of hours that would have been worked if vacation had not been scheduled.

   For example, if the graduate student would have normally worked 10 hours, 5 hours of vacation may be recorded for half a day and 10 hours for an entire day. If the grad would have normally worked 3 hours, 1.5 hours of vacation may be recorded for half a day and 3 hours for an entire day. If the grad would have normally worked 8 hours, 4 hours of vacation may be recorded for half a day and 8 hours for an entire day.

   
   

2. Paid personal business days

Purdue University provides paid personal business days for faculty, continuing lecturers, and administrative and professional staff. The purpose of this leave is to permit employees to conduct personal business that cannot be taken care of outside regular business hours (e.g., financial matters, legal matters, or critical family responsibilities).

Eligibility

All regular faculty, continuing lecturers, and management/professional, administrative/professional assistant and operations assistant staff are eligible for paid personal business leave upon their first day of employment.

Benefit amount

Full-time employees may take up to 24 hours of paid personal business leave without loss of benefits each fiscal year. For part-time employees, the number of hours is prorated based on CUL. For example, a half-time employee would receive 12 hours of paid personal business leave.

Supplementing leaves of absence

Personal business days may not be used to supplement vacation. They may, however, be used to supplement any other leave of absence if the employee has exhausted his/her accrued, unused leave under that policy.

Recording paid personal business leave

For all administrative/professional staff, personal business leave may not be taken in increments of less than one-half the number of hours that would have been worked if the personal business day had not been scheduled.

For example, if an employee would have normally worked 10 hours, 5 hours of personal business leave may be recorded for half a day and 10 hours for an entire day. If the employee would have normally worked 3 hours, 1.5 hours of personal business leave may be recorded for half a day and 3 hours for an entire day. If the employee would have normally worked 8 hours, 4 hours of personal business leave may be recorded for half a day and 8 hours for an entire day.




3. Sick time allocation

   1. Regular staff
      
      Management/professional, administrative/professional assistant, and operations assistant staff receive sick time on the following schedule:
      
      Less than one year of continuous service — 100% of the employee’s salary for 80 hours during a 12-month period.
      
      One year but less than two years of continuous service — 100% of the employee’s salary for 176 hours and 75% of his/her salary for 176 hours during a 12-month period.
      
      Two years but less than three years of continuous service — 100% of the employee’s salary for 352 hours and 75% of his/her salary for 352 hours during a 12-month period.
      
      Three or more years of continuous service — 100% of the employee’s salary for 528 hours and 75% of his/her salary for 528 hours during a 12-month period.
      
      Recording sick time use
      
      Exempt A/P staff may take sick time hours equaling increments of no less than one-half the number of hours that would have been worked if the employee had not been sick.

      For example, if an employee would have normally worked 10 hours, 5 hours of sick time may be recorded for half a day and 10 hours for an entire day If the employee would have normally worked 3 hours, 1.5 hours of sick time may be recorded for half a day and 3 hours for an entire day. If the employee would have normally worked 8 hours, 4 hours of sick time may be recorded for half a day and 8 hours for an entire day.

      Non-exempt A/P staff may take sick time hours in increments of one-tenth of an hour.
       

   2. Graduate students
      
      Graduate students are given an allotment of 80 hours of sick leave per year. They may take sick time hours equaling increments of no less than one-half the number of hours that would have been worked if the graduate student had not been sick.

      For example, if a graduate student would have normally worked 10 hours, 5 hours of sick time may be recorded for half a day and 10 hours for an entire day. If the graduate student would have normally worked 3 hours, 1.5 hours of sick time may be recorded for half a day and 3 hours for an entire day. If the graduate student would have normally worked 8 hours, 4 hours of sick time may be recorded for half a day and 8 hours for an entire day.

      
      

4. Part-time exempt staff, part-time graduate students, and hours of vacation, sick, and personal business leave
   
   In all cases above, part-time staff and graduate students (not eligible for personal business days) may find that the hours of leave available to them do not fit into half-day increments. For example, a person who works three 8-hour days a week (60 CUL) would receive 14.4 hours of Personal Business Leave. The employee can take three 4-hour increments, but will have 2.4 hours of personal business leave remaining.
   
   When the employee wishes to take another half-day increment, the 2.4 hours should be entered to use the allotment/accrual. Nonexempt staff must cover the additional time off with vacation or other leave.
    

5. Holidays

   Full-time exempt and non-exempt employees receive 11 8-hour holidays. Part-time exempt and non-exempt employees receive 11 holidays of hours prorated based on their CUL.

   For example, a 60 CUL employee receives eleven 4.8-hour holidays;
   A 75 CUL employee receives eleven 6 hour days;
   A 50 CUL employee receives eleven 4 hour days

   Part-time exempt and non-exempt employees should consider requesting permission to flex their work schedules during weeks with holidays. If the schedule is flexed properly, the employee can cover the holiday(s) with the prorated number of hours based on her/his CUL and still work the correct number of hours for the CUL by the end of the week in which the holiday occurs.

   Employee- 50 CUL	Monday	Tuesday	Wednesday	Thursday	Friday	Total Hours
   Regular Schedule		4 hours		8 hours	8 hours	20 hours
   				Holiday	Holiday
   Flexed Schedule	4 hours	8 hours		4 holiday hours	4 holiday hours	20 hours
   Alternate Flex	4 hours	4 hours	4 hours	4 holiday hours	4 holiday hours	20 hours

   If the schedule is not flexed and the employee is scheduled to work more hours on the holiday than the number of prorated holiday hours, non-exempt staff will need to cover the remaining scheduled time with vacation or another leave.

   If you have questions about these leaves or entering time for these leaves, please contact your Business Office. If you need additional assistance, please contact HR:

   Human Resource Services – Compensation	(765) 494-0097
   Human Resources Manager for Advancement	(765) 494-0542
   Human Resources Manager for IT	(765) 496-3879
   Housing and Food Services Human Resources Team	(765) 494-9418
   Physical Facilities Human Resources Team	(765) 494-1421