December 5, 2018

Leave policies, practices updated in preparation for transition to SuccessFactors

To prepare for the upcoming transition to SAP SuccessFactors as part of the Human Capital Management Transformation Project, Purdue’s leave policies and practices have been updated, effective Jan. 1, 2019.

No changes have been made to the amount of leave employees earn.

Leave policies currently organized by employee classification (i.e., administrative, professional, clerical, service, etc.) will be updated to reflect the new job family structure classification.

Exempt sick leave

For benefits-eligible exempt or salaried paid staff, changes to sick leave include the following:

* Removal of the rolling calendar.

* Removal of the 100 percent and 75 percent buckets.

* Sick leave will be an annual allotment. Each January, sick leave will replenish. Sick leave is based on length of service and not use during the prior year. New employees will have prorated sick leave hours during the first year of employment. The length of service and sick hours allotted are as follows:

-- Upon hire: 80 hours (prorated based on hire month).
-- First January after hire date: 308 hours.
-- Second January after hire date: 616 hours.
-- Third January after hire date: 924 hours.

All benefits-eligible employees will be able to view their sick and vacation leave balances in SuccessFactors. All sick leave and time-off requests will be processed through SuccessFactors. The upgrade to an automated leave or time-off request process does not replace the employee and supervisor conversation that often took place when seeking a formal signature. Managers and employees are responsible for reviewing work assignments when planning absences.

Family sick leave

Today’s policy states, “Employees may use up to 10 of their available sick leave days per fiscal year for family illness.” Starting in January 2019, the 10-day family sick time maximum per fiscal year will be removed. Employees may use their available sick leave for the employee or family, as needed. Absences greater than 10 consecutive days will require a medical statement. For reporting purposes, the employee will continue to differentiate when requesting sick leave for self or family in SuccessFactors.

Personal holiday

Clerical and service staff currently receive one personal holiday each fiscal year that cannot be carried forward. They either "use it" or "lose it." Starting in 2019, the personal holiday will be distributed each July as an additional eight hours of vacation time, allowing it to be carried over.

With the deployment of SuccessFactors on Jan. 1, staff with unused personal holiday hours will have additional vacation hours. Staff who have used their personal holiday (distributed July 1, 2018) will not have additional vacation hours until July 2019.

The first biweekly pay period in SuccessFactors is Dec. 24 through Jan. 6. Employees working over the winter recess will be able to log their time on the new timesheet, if applicable, and will see accurate/available sick and vacation leave balances. On July 1, 2019, clerical and service staff will be allotted an additional eight hours of vacation.

Other changes

* Holiday pay will be based on an employee’s work schedule and will be paid if an employee is in active status. Employees with an unpaid status for more than 22 days will not receive holiday pay.

* New employees can use accrued vacation time within their first 90 days with supervisor approval.

The updated policy merges three current leave policies -- Leave of Absence Policies for Clerical and Service Staff (C-45), Leave of Absences for Faculty, Continuing Lecturers and Administrative and Professional (C-46) and Leaves for all Leave for Faculty, Continuing Lecturers, and Administrative, Professional, Clerical and Service Staff (VI.E.2) -- into one new policy. The official University policy website will be updated Dec. 21 to reflect the changes.


Any questions about leaves can be directed to Human Resources - Benefits at 765-494-2222, toll free at 877-725-0222 or via email at

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