All regular full and part time monthly paid employees document annual leave
(vacation) on their monthly time sheet. The leave record of bi-weekly employees
is maintained on the bi-weekly time reports. Any annual leave taken by a monthly
employee should be documented and brought up to date monthly.
The anniversary date for employees with a break in service (two
or more
periods of employment or leave without pay) is computed for the
purpose of annual
leave accrual as follows:
- Determine the total number of days for which pay was earned as
a regular
full time employee of The University of Tennessee, state
agencies, state colleges,
state universities and the Tennessee public school system.
- Subtract the total (to the nearest month) from the current
appointment
date.
The result is the constructed date of employment to be used as
the anniversary
date to determine the rate of annual leave accrual.
Prior service as a student or temporary employee cannot be
counted because
such employees are not eligible for the accrual of annual leave.
Annual leave may not be taken until earned. If it is necessary
for any
employee to be absent prior to or in excess of the accrued annual
leave, the
absences must be deducted from the employee's pay. This is
accomplished for
bi-weekly employees by reporting the actual number of hours
worked on the bi-
weekly time report. For monthly-paid employees, the deduction
must be authorized
by the supervisor through the approval of the Authorization for
Extra Service/
Salary Reduction for Budgeted Personnel Paid on the Monthly
Payroll, prepared by
the Personnel Office.
A change in the annual leave accrual rate for monthly-paid
employees shall
be noted on the Leave Record Form (Per 12) indicating the
beginning month the
employee becomes eligible for a change. To initiate a change for
bi-weekly
employees, the Personnel Office will submit a Personnel Action
Form. The
employee's record will then be updated making the increase
effective on the first
day of the first pay period in the month in which the employee's
constructed annual
leave date occurs.
To aid in work scheduling and in the maintenance of leave records
a Leave
Request (UTSIPO Form 9) should be completed prior to taking
annual leave, if
possible, and should be retained by the person maintaining the
leave records.
If a staff exempt or staff non-exempt employee has accrued more
annual
leave at the start of the calendar year than may be carried
forward, the excess
is transferred to sick leave. This should be accomplished on the
Leave Record forms (Per 12) for monthly employees, and through the submission
of Form HRPA6
for bi-weekly employees. The HRPA6 is prepared in the Personnel
Office.
Return to UTSI Human Resources Procedures