The university recognizes that it is important for employees to have time away from work. Learn about leave accruals, rollovers, prorating, payouts, compensatory time, timesheets and leave records in the sections below.
|New Year's Day||Tuesday, January 1||Wednesday, January 1|
|Martin Luther King, Jr.'s Day||Monday, January 21||Monday, January 20|
|Memorial Day||Monday, May 27||Monday, May 25|
|Independence Day||Thursday, July 4||Friday, July 3|
|Labor Day||Monday, September 2||Monday, September 7|
|Thanksgiving||Wednesday-Friday November 27-29||
Wednesday-Friday November 25-27
|Winter Holiday||Monday-Thursday December 23-26||
Wednesday - Friday, Monday December 23-25, 28
|Extended Winter Break*||Friday, Monday, Tuesday December 27, 30 and 31||
Tuesday, Wednesday, Thursday December 29, 30, and 31
*Extended Winter Break days are not paid holidays. Employees who do not work on Extended Winter Break days will use vacation leave, bonus leave, or accrued compensatory time. Alternatively some employees may choose to work, as coordinated with their supervisors, and some employees are required to work during that time.
Holiday Schedule Notes:
The State of North Carolina authorizes 12 holidays each year, three of which must fall at Christmas. The campuses of the UNC system observe the same number of holidays as those provided to other state agencies; however, each campus sets its own specific holiday schedule based on institutional needs. For the 2018 and 2019 holiday schedules at UNC Asheville:
- The Good Friday holiday has been moved to the Thanksgiving holiday
- The Veterans' Day holiday has been moved to the Winter Holiday
Vacation Leave for SHRA Employees
Vacation leave is accrued by eligible employees who are working, on paid leave, or on Workers' Compensation leave and meet one of the criteria below.
Employees in regular, also called permanent, staff positions ("permanent employees") regularly scheduled to work at least 20 or more hours per week, and who are in pay status for at least one-half of the days in a month, are eligible to earn vacation leave. Full-time staff (40 hours per week) earn vacation and sick leave according to the charts below. Staff who work less than 40 hours per week earn leave on a pro-rated basis according to the number of scheduled work hours each week. Note: Leave is accrued on a monthly basis.
SHRA Vacation Leave Accrual Rates
|Years of Service||Maximum Annual Accrual||Monthly Accrual Rate|
|0-5||112 hours||9 hrs. & 20 min.|
|5-10||136 hours||11 hrs. & 20 min.|
|10-15||160 hours||13 hrs. & 20 min.|
|15-20||184 hours||15 hrs. & 20 min.|
|20+||208 hours||17 hrs. & 20 min.|
Vacation Leave Approval
Employees should submit a request for vacation leave to their supervisor; employee preference should be considered and schedules worked out bearing in mind individual departmental needs.
Using Vacation Leave
Vacation leave may be used for a variety of circumstances.
- Other periods of absence for personal reasons
- Absences due to adverse weather conditions
- Personal illness (in lieu of sick leave)
- Illness in the immediate family
- Time lost for late reporting; however, deductions should be made from the employee’s pay where excessive tardiness or absenteeism occurs.
- Donations to an employee who is an approved voluntary shared leave recipient.
Note: Although approval of the use of vacation leave is discretionary, requests by an employee to use vacation leave for cultural and/or ethnic-related events should be granted if the employee has accrued vacation leave and the granting of the leave will not result in undue hardship on the department or its employees.
Carrying Over Vacation Leave
On December 31 of each year, accumulated vacation leave time over 240 hours (pro-rated for part-time employees) is converted to sick leave so that only 240 hours are carried forward to January 1 of the next calendar year.
Vacation Leave Payouts
If the employee separates from service, accumulated vacation leave will be paid in a lump sum. However, payment for accumulated leave cannot exceed 240 hours (pro-rated for part-time employees).
If an employee separates and is overdrawn on leave, it will be necessary to make deductions from the final salary check.
For more details about vacation leave for SHRA employees, see the Vacation Leave Policy.
Vacation (Annual) Leave for EHRA Non-Faculty Employees
Annual Leave Accrual Rates
Full-time SAAO Tier I employees are eligible for 26 days per year (accrued on a monthly basis). The amount of annual leave is adjusted proportionately for part-time employees in covered positions who work half-time (50% FTE) or more.
Full-time SAAO Tier II and Instructional/Research/Information Technology (IRIT, formerly IRPS) employees are eligible for 24 days per year (accrued on a monthly basis). The amount of annual leave is adjusted proportionately for part-time employees in covered positions who work half-time (50% FTE) or more.
Annual leave is accrued by eligible employees who are working, on paid leave, or on Workers' Compensation leave.
Using Annual Leave
Annual leave may be used for a variety of circumstances, including:
Other periods of absence for personal reasons
Absences due to adverse weather conditions
Personal illness (in lieu of sick leave)
Illness in the immediate family
Donations to an employee who is an approved voluntary shared leave recipient.
Employees should submit a request for annual leave to their supervisor; employee preference should be considered and schedules worked out bearing in mind individual departmental needs. Employees whose positions are designated as exempt from the overtime provisions of the Fair Labor Standards Act (FLSA) record leave in either half- or full-day increments.
Although approval of the use of annual leave is discretionary, requests by an employee to use annual leave for cultural and/or ethnic-related events should be granted if the employee has accrued annual leave and the granting of the leave will not result in undue hardship on the department or its employees.
Carrying Over Annual Leave
On December 31 of each year, accumulated annual leave time over 30 days (pro-rated for part-time employees) is converted to sick leave so that only 30 days are carried forward to January 1 of the next calendar year.
Annual Leave Payouts
If the employee separates from service, accumulated annual leave that is not transferred will be paid in a lump sum. However, payment for accumulated leave cannot exceed 30 days (pro-rated for part-time employees). Also, there are special annual leave payout provisions for employees with less than 2 years of service.
If an employee separates and is overdrawn on leave, it will be necessary to make deductions from the final salary check.
Note: For more details on annual leave, including the payout provisions, see UNC Policy 300.1.1 (Section III.F.2) for SAAO Tier II, and UNC Policy 300.2.1 (Section VII.B) for Instructional/Research. Only employment in an SHRA or EHRA permanent position counts towards the 24 month leave payout rule for EHRA employees.
Sick leave provides time for an employee to recover from personal illness, injury, or disability that prevents performance of usual duties.
Full-time and part-time (20 hours or .5 FTE per week or more) employees in permanent SHRA (Subject to the State Human Resources Act) staff positions, including those in time-limited and probationary appointments, are eligible to accrue sick leave.
EHRA (Exempt from the Human Resources Act) staff with appointments that are .5 FTE or greater are subject to the same policies concerning sick leave as SHRA staff.
|Type of Appointment||Accrual Rate|
|Full-time 8 hours/month Permanent, probationary, trainee, or time-limited||8 hours per month (96 hours per year)|
|Part-time (half time or more) Permanent, probationary, trainee, or time-limited||Prorated Percentage of full-time amount|
|Temporary, intermittent, or part-time (less than half-time)||None|
Sick Leave accumulates indefinitely.
Note: Vacation leave in excess of 6 weeks (240 hours, prorated for part-time employees) on December 31 of each year will be converted to sick leave. At retirement a member of the Teachers and State Employees Retirement System (TSERS) with an earned sick leave balance receives an additional month of service credit for each 20 days or portion thereof. The additional service credit increases the retirement benefit of the retiree.
Advancement of Sick Leave
The department head may advance sick leave not to exceed the amount that the employee can accumulate during the current calendar year.
Using Sick Leave
Sick leave may be used for:
- Illness or injury,
- Medical appointments,
- Temporary disability due to childbirth
- Care for member of immediate family (including care for mother during temporary disability)
- Death in immediate family
- Donations to a member of the immediate family and non-family members who are approved to receive voluntary shared leave.
- Adoption of a child, limited to a maximum of 30 days for each parent (which is equivalent to a biological mother’s average period of disability)
Note: This is interpreted to mean at the time of physical possession of the child and have either adopted or are in the process of adoption.
Using Sick Leave for Family Members
Employees can donate sick leave to a member of their immediate family who is an approved Voluntary Shared Leave recipient, and may donate up to 5 days to a nonfamily member. See the Sick Leave Policy for guidelines and additional limitations on donating leave.
To avoid abuse of sick leave privileges, a statement other acceptable proof may be required. Evidence to support leave for adoption-related purposes may be required.
- If an employee does not have sufficient leave to cover a prolonged illness (of self or to care for a parent, child, spouse, or dependent living in the household who has a prolonged illness), the employee may qualify to receive Voluntary Shared Leave.
- Employees cannot have negative leave balances at the end of the calendar year (i.e., December 31).
Session Law 2018-5 (the 2018 Appropriations Act) granted a one-time additional 5 days (40 hours) of special annual bonus leave effective July 1, 2018, to eligible State employees. The amount of leave is pro-rated for eligible full-time employees who work less than 12 months per year and eligible part-time employees who work half-time or more.
The Special Annual Bonus Leave, which will appear as SPL2 on the leave records/reports, differs slighty from the types of bonus leave granted in previous years:
New Special Annual Leave Bonus
Special Bonus Leave
|What is the code on Leave Reports?||SPL2||SPLV||Bonus Leave|
|Does it expire?||Yes-only upon separation/retirement||Yes-only upon separation/retirement||No|
|Does it payout at separation?||No||No||Yes|
|Is it transferrable to another state agency that was eligible for the leave, if there is no break in service?||Yes||Yes||Yes|
|Can it be used before exhausting comp time?||Yes||Yes||No|
|Can you donate this leave as voluntary shared leave?||No||No||Yes|
|Does it carry over to the next year if not used?||Yes||Yes||Yes|
|If used, does it reduce amount of vacation over the cap at the end of the year that converts to sick leave?||
See information below
Information about how the new Special Annual Bonus Leave (SPL2) will affect vacation and sick leave
Annually, vacation leave amounts in excess of 30 days (240 hours)* are transferred to sick leave accrual on December 31.
Using SPL2 leave will reduce the amount of vacation over the 240-hour cap* that converts to sick leave at the end of the calendar year.
*The cap is pro-rated for part-time employees and employees with appointments of less than 12 months per year.
Example for a full-time employee:
Additional Questions and Answers
Who is eligible for the Special Annual Bonus Leave (SPL2)?
Employees must meet all of the following criteria:
- Full-time or part-time (half time or more) "leave-earning employees"
- Employed (in pay status) with the State of North Carolina on July 1, 2018
- Eligible to earn vacation leave on July 1, 2018
- Have an appointment to a permanent, probationary, or time-limited position
- Full-time employees who work less than 12 months (9-, 10-, or 11-month employees) shall receive a pro-rated amount of leave.
- Permanent part-time employees (half time or more) shall receive a pro-rated amount of leave.
- The leave is available for immediate use to employees on workers’ compensation leave or military leave for reserve active duty, effective July 1, 2018
- The leave bonus will be available to other employees in a leave without pay status upon return to work
What can I use the SPL2 to cover?
The SPL2 can be used for any purpose for which regular vacation leave is used, except it cannot be donated as voluntary shared leave.
When did the SPL2 become eligible to be used?
Session Law 2018-5 granted this leave to be effective on July 1, 2018.
Can the SPL2 leave be cashed out?
This leave has no cash value and is not eligible for cash-out. If not used prior to the time of separation or retirement, the SPL2 cannot be paid out and is lost.
Is SPL2 transferrable?
Yes, any balance of SPL2 will be transferred with an employee who transfers (without a break in service) to another state agency position eligible for this leave.
Can I use SPL2 to make up time lost due to adverse weather?
Yes, if the adverse weather leave occurred on or after July 1, 2018.
Does my supervisor have to approve my request to use the SPL2?
Yes, requests to use this leave are subject to your supervisor’s approval and must be entered in the University time keeping and leave system.
If I do not see my question here, whom can I contact for more information?
You can contact
- Christy Williams, Associate Director of Human Resources, at (828) 232-5116 or firstname.lastname@example.org for questions regarding the Special Annual Bonus Leave.
Community Service Leave (CSL)
CSL provides leave-eligible SHRA & EHRA employees paid time off to volunteer in NC schools, communities, institutions of higher education, NC State agencies, and not-for-profit organizations; as long as the employee is not receiving pay for the service. All CSL must be preapproved by supervisor prior to volunteer event.
How Do I Request to Use Community Service Leave?
- Submit a request for community service leave to their Supervisor. If the CSL is for Literacy CSL or Tutoring/Mentoring CSL then program documentation should be provided to the supervisor, and forwarded to Human Resources.
- Enter and track all leave in the OnePort Leave and Timekeeping system under the community service leave taken field.
Supervisors review the requests for community service leave and approve or disapprove the request.
Compensatory Time Off / Overtime
New policies were recently approved, with an effective date of January 1, 2018:
- Overtime and Compensatory Time Off Policy for FLSA Nonexempt Employees
- Compensatory Time Policy for SHRA Exempt Employees
- Expectations for Exempt Employees
- Summary of Compensatory Time Policy Changes
- FAQs on the Compensatory Policy Changes for FLSA Exempt Staff
The Fair Labor Standards Act (FLSA), also referred to as the federal Wage and Hour Law, regulates minimum wage, overtime, equal pay, recordkeeping, and child labor. Under the FLSA, positions are classified as either exempt or nonexempt from certain provisions, such as minimum wage, overtime, and recordkeeping.
Employees whose positions are designated as FLSA Nonexempt under the Federal Fair Labor Standards Act (FLSA) must record all hours worked and must receive extra compensation for hours worked in excess of their regular schedule. It is State and University policy to provide compensatory time off in lieu of monetary compensation unless an exception is approved. Employees in Nonexempt positions are required to maintain a timesheet to track hours worked and leave taken in a workweek. The Overtime and Compensatory Time Off Policy for FLSA Nonexempt Employees provides more details.
The FLSA does not require employers to provide compensation for extra hours worked to employees in positions designated as FLSA Exempt. However, UNC Asheville seeks to provide the opportunity for employees in exempt positions to balance their professional and personal commitments. See the Compensatory Time Policy for SHRA Exempt Employees Policy and the Expectations for Exempt Employees Policy for more details.
Leave Programs Available
In addition to holidays, vacation and sick leave, various other leave options are available to eligible employees including Family and Medical Leave, Family Illness Leave, Community Service Leave, Civil Leave, Military Leave, and Voluntary Shared Leave.
- Leave Policies for SHRA Staff (click on Leave and Holidays)
- Leave Policies for EHRA Staff (click on Leave and Holidays)
Special Bonus Leave Frequently Asked Questions - August 2017
Timesheets and Leave Reports
Resources for Employees Entering Leave
The Payroll Department offers resources for employees on timesheets and leave reports. Visit their website for tutorials, examples, and deadlines for submitting and approving timesheets and leave reports.