Office of Human Resources

Vacation Accrual Rates

Vacation time is earned at the following rate for full-time employees. Employees working less than full-time earn vacation time on a pro-rata basis.

Vacation Accrual Maximums

Based on an employee's length of service and bargaining unit, the following vacation accrual maximums are currently in effect:

Holidays and the Personal Holiday
The University observes approximately 13 paid holidays per year, with a campus schedule of holidays being issued each calendar year. Most offices of the University are closed on holidays except when those holidays fall on days in which classes are in session. In addition, each employee shall be entitled to one (1) Personal Holiday per calendar year. The employee must take the Personal Holiday before the end of the year or it will be forfeited.

Sick Leave
Full-time employees are granted one day of sick leave credit following completion of each qualifying pay period of state service. In the same manner, part-time employees are allowed sick leave credit on a pro-rata basis. There is no limit on the amount of sick leave credit that an employee may accumulate. While no payment is made for unused sick leave upon leaving the University's employment, under certain conditions it is transferable to other state agencies and can be credited towards years of service for retirement purposes. The appropriate collective bargaining agreement should be consulted for specific guidelines relative to sick leave usage and accrual. Sick leave may be taken under the following conditions:

• Illness or injury.
• Exposure to contagious disease.
• Dental, eye, other physical or medical examinations or treatment by a licensed practitioner.
• Illness or injury in the immediate family when family care is primarily for emergency situations. Up to five days of accrued sick leave credit may be used for family care during any one calendar year, with additional time subject to supervisory approval and contractual provisions.
• Death of a person in the immediate family (up to five days in each instance).
• Childbirth or disability related to pregnancy.
  

Personal Leave Without Pay
A probationary or permanent staff member may request a leave of absence for up to one year. A leave may be extended for one additional year upon appropriate approval. This is a privilege and can only be granted when supported by documentation from the employee, is recommended and approved by the supervisor, and approved by the University President.

In most instances before granting a leave of absence, an employee must have completed one year of full-time employment. The leave of absence will not normally begin until all vacation credits and CTO have been depleted. In the case of a leave for illness, all sick leave credit accumulated must also be depleted. The appropriate collective bargaining agreement should be consulted for specific guidelines relative to leaves without pay.

While on a leave of absence, it will be the responsibility of the employee to make arrangements for direct payment of any payroll deductions they might have (e.g., medical insurance, credit union). Vacation and sick leave credit cannot be accrued while on leave status. Time on leave status will not count toward an employee's merit salary adjustment, length of service for vacation accrual, seniority credit, probation period or service credit for retirement.

Family and Medical Leave
Following the completion of at least one academic year or 12 months of service, an unpaid family-medical leave (FML) may be granted for the following purposes:

• The birth of a child;
• The placement of a child with an employee for adoption or foster care;
• To care for the employee's spouse, child or parent who has a serious health condition; or
• Because of a serious health condition that prevents the employee from performing one or more of the essential functions of his/her position.

FML is limited to 12 work weeks in a 12-month period. This type of leave guarantees the employee time off from work and a right to return to the same/comparable position. If such leaves are foreseeable, the employee must provide reasonable advance notice of the need for such a leave. In the case of a leave due to a serious health condition (either the employee, employee's spouse, parent or child) employees may be required to provide medical certification.

During the period of unpaid FML, the CSU will continue to pay its portion of your medical, dental and vision premiums. An accounts receivable will be established for any employee premiums required during this 12-week period. Employees will be required to utilize all accumulated vacation and CTO leave credits prior to the commencement of unpaid leave, unless otherwise stated in a collective bargaining agreement. Accumulated sick leave credits may be used as mutually agreed upon by the employee and the appropriate administrator. Other than for pregnancy/childbirth, FML will run concurrently with other types of leaves or disability programs. Further information is available in the Office of Human Resources.

Pregnancy Disability Leave (Government Code Sec. 12945)
Employees who are disabled due to pregnancy, childbirth or related medical conditions, are eligible for up to four (4) months of unpaid pregnancy disability leave, depending on the period of actual disability. This type of leave guarantees the employee time off from work and a right to return to the same/comparable position. If such a leave is foreseeable, the employee must provide advance notice of the need for such a leave. Employees are not required to take a leave of absence at a predetermined time prior to the anticipated delivery date so long as the employee is capable of performing the required job tasks. Employees on Pregnancy Disability Leave will be eligible to continue their medical/dental/vision insurance coverage(s) under the same terms and conditions as would apply to any other personal leave without pay program. Sick leave credits may be utilized during this period of incapacity. Pregnancy Disability Leave will run concurrently with other types of leave or disability programs, excluding Family-Medical Leave. Further information is available in the Office of Human Resources.

Maternity/Paternity/Adoption Leave (Education Code Sec. 89519)
Permanent employees are eligible for up to 12 months of unpaid leave, upon written request for the purpose of preparing for the arrival of a new infant and/or for the care of a new infant. This leave shall run concurrently with other types of leave or disability programs. Some types of paid maternity/paternity (as defined in the Memorandum of Understanding) leaves are also available. The appropriate collective bargaining agreement should be consulted for specific guidelines relative to maternity/paternity/adoption leave programs.

Bereavement Leave
Upon request to the University President, an employee shall be granted a leave of absence with pay for each death of a significantly close relative. Please refer to the appropriate benefit summary booklet (summary link) and/or Memoranum of Understanding (bargaining agreement link) for the number of days allowed for bereavement leave.  The term "significantly close relative" shall only mean a spouse, and the employee's or his/her spouse's mother, father, grandmother, grandfather, grandchild, son, son-in-law, daughter, daughter-in-law, brother, sister or relative living in the immediate household of the employee.

Catastrophic Leave Donation Program
This program allows any employee who accrues vacation or sick leave credits to voluntarily donate either of those credits to another employee on the same campus. To qualify, the recipient employee shall have exhausted all accrued leave credits, i.e., vacation, sick, CTO and personal holiday, due to a catastrophic injury or illness that has totally incapacitated the employee from work. Donated leave credits may be used to supplement Industrial Disability Leave, Nonindustrial Disability Leave or Temporary Disability payments from the State Compensation Insurance Fund upon the application for such benefit(s) by an eligible employee.

The total amount of leave credits donated and used may not exceed an amount sufficient to ensure the continuance of the employee's regular monthly rate of compensation. In accordance with provisions in the appropriate collective bargaining agreement, employees may voluntarily donate the maximum amount of leave credits per fiscal year in increments of one hour or more. Please refer to the appropriate benefit summary booklet (summary link) and/or Memoranum of Understanding (bargaining agreement link) for the number of hours that an employee may donate.   Further information is available in the Office of Human Resources.

Military Leave
Emergency, temporary or indefinite military leave shall be granted to eligible employees in accordance with state and federal law. The original or a Photostat copy of the military orders must accompany the leave request for an employee to obtain military leave. If the employee has been employed continuously in a full-time position with the State for over one year, he/she can receive his/her regular pay for the first 30 days of his/her military service. Further information is available in the Office of Human Resources.

Jury Duty
Time off with pay is granted to an employee absent from work for jury duty if the employee reimburses the State by the amount received for the jury duty. If the employee elects to retain the jury fee, time off for jury duty is not compensated and the employee's vacation or overtime balance must be reduced by the number of work hours of the absence or the time off is without pay. An employee who is scheduled for jury duty should notify the supervisor in advance. Time off for jury duty is recorded on the Absence and Additional Time Worked Report, and an extra copy of the report must be submitted to the Payroll Office for University accounting records. Upon receipt by the employee, the check for jury duty must be turned in to the Cashier in the Accounting Office.