Leave and Holidays

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.

Holidays

Holiday 2018 2019
New Year's Day Monday, January 1 Tuesday, January 1
Martin Luther King, Jr.'s Day Monday, January 15 Monday, January 21
Memorial Day Monday, May 28 Monday, May 27
Independence Day Wednesday, July 4 Thursday, July 4
Labor Day Monday, September 3 Monday, September 2
Thanksgiving Wednesday-Friday November 21-23

Wednesday-Friday November 27-29

Winter Holiday Monday-Thursday December 24-27 Monday-Thursday December 23-26
 Extended Winter Break* Friday and Monday December 28 and 31

Friday, Monday, Tuesday December 27, 30, and 31

New - 2020 Holiday Schedule

*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.



 

 

 

 

 

 

 

Prorated Vacation Leave Accrual Rates

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.

  • Vacation
  • 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/Public Service (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' Compenstion leave.

Using Annual Leave

Annual leave may be used for a variety of circumstances, including:

        Vacation
        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 as SHRA/EHRA staff in permanent positions counts towards the 24 month leave payout rule for EHRA employees.

Sick Leave

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
Sick Leave Accrual Rates
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.

Notes:

  • 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). 

 

Bonus Leave

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:

 

Bonus Leave Summary
Common Questions

New Special Annual Leave Bonus

FY 2018-2019

Special Bonus Leave

FY 2017-2018

Bonus Leave

Prior Years

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?

Yes (NEW)

See information below

No No

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:

Step 1

 300 hours of vacation leave balance as of Dec. 31
-240 hour cap on vacation leave eligiblity for carry over to next year
__________________________________________________________
60 hours normally eligible for conversion to sick leave
 
Step 2
 60 hours normally eligible for conversion to sick leave
-40 hours used for Special Annual Bonus Leave (SPL2)
__________________________________________________________
20 hours that will be converted to sick leave for carry over to next year
 
Please note:  Leave will be pro-rated based on FTE and months per year

 

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

Notes:

  •     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 I change vacation and/or bonus requests (SPLV or Bonus Leave) already submitted/exhausted to reflect the SPL2 instead?
Yes, but only vacation and SPLV or Bonus Leave used beginning July 1, 2018 may be submitted for change. No change can be made to leave taken prior to July 1, 2018.

Retroactive adjustments will only be allowed for those submitted and approved in the University time keeping and leave system  by July 31.  Requests for adjustments must be emailed to Joy Duran Gevedon by Monday, August 13, and your supervisor must be copied on the email.

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 cwilliam@unca.edu for questions regarding the new Special Annual Bonus Leave.
  • Joy Duran Gevedon for one-time requests to change vacation/bonus leave recorded in July to SPL2. Requests must be emailed to jduran@unca.edu by Monday, August 13, 2018, and the supervisor must be copied on the email.


Other Resources:

    FY 2018-2019_Special_Annual Leave Bonus_Provisions.pdf

    Vacation 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.

Community Service Leave Policy

Community Service Leave - Literacy, Tutoring & Mentoring Policy

How Do I Request to Use Community Service Leave?

Employees should:

  • 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.

 

Hurricane Florence Storm-Related Volunteer Work

Governor Roy Cooper is encouraging state employees to use Community Service Leave (CSL) to help with Hurricane Florence storm recovery efforts across North Carolina.  To aid in the response effort, an additional 16 hours (pro-rated for part-time employees) of CSL is now available to staff in permanent positions through December 31, 2018, for the express purpose of helping North Carolina neighbors devastated by the record-shattering floods and other damage. 


For more information about how you might help, visit the state’s Volunteer Opportunities website.  Please note that the additional 16 hours of CSL can only be used for storm-related volunteer work in North Carolina.

If you plan to use CSL, be sure to obtain supervisor approval prior to your activity.  The temporary expansions to Community Service Leave are:

Eligible Organizations

A temporary expansion of eligible organizations has been approved that allows state employees to volunteer for organized efforts coordinated by a local government (county or municipality) entity to address Hurricane Florence recovery activities in addition to regular coverage for activities provided by established nonprofits.

For more information about how you can use Community Service Leave, view the policy here (note, scroll down on the page for specific information on Hurricane Florence Leave Options).

Additional 16-hours of CSL

Eligible employees will also be awarded an additional 16 hours (prorated for those eligible employees who are less than full-time) of paid Community Service Leave, exclusively for storm-related volunteer activities.  This increases the maximum amount of paid CSL leave from 24 hours to 40 hours for the remainder of 2018 – but remember, the additional 16 hours can only be used for Florence-related volunteer activities, and the hours will expire on December 31, 2018. 

Employees should obtain prior approval from their supervisor and are responsible for providing documentation that additional hours used are storm-related.  The approving supervisor should notify HR immediately via email (jduran@unca.edu) of the additional CSL hours approved so that HR can add the approved hours to the employee’s available CSL leave balance prior to the deadline to complete the leave report. 

Compensatory Time Off / Overtime

New policies were recently approved, with an effective date of January 1, 2018:

Other Resources:

 

Overview:

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.

Other Leave

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. For more information http://hr.unca.edu/policies.

Special Bonus Leave Frequently Asked Questions - August 2017

 

Timesheets and Leave Reports

Resources for Employees Entering Leave

SmartTime Examples - for FLSA Nonexempt Employees

Leave Reporting Examples - for FLSA Exempt Employees