UCR

Accounting



Leave Accrual


LEAVE ACCRUAL RECORDS

Vacation and sick leaves are accrued based on the leave accrual codes established on the Payroll Personnel System (PPS). Leave code is established by the department when an appointment is initially set up. For staff employees thereafter, the PPS will re-derive the leave code on the appointment during month-begin periodic maintenance. The PPS does not re-derive the leave codes for Academic employees.

Re-derivation of leave codes for staff employees is based on the Employment Service Credit (ESC) and prior service months recorded on PPS. ESC is recorded on the EDB once a month based on the hours on pay status. To earn 1 month ESC, an employee has to be paid 50 percent or more.

LEAVE ACCRUAL CODES

A full-time employee shall not accrue vacation in excess of an amount specified for his/her leave code on the chart below unless an exceptional approval has been granted. Vacation hours earned above the maximum is lost and should not be re-instated. Leave taken is always subtracted first before leave accruals are credited. There is no maximum on the amount of sick leave that may be accrued by the employee.  Under qualifying exceptional circumstances, which must be documented and approved by the employees' supervisor and department/division head, the University provides employees up to an additional four months to take vacation leave in order to bring their accrual below the maximum limit. During these four months employees continue to accrue vacation. Qualifying exceptional circumstances should be rare.

ASSIGNMENT OF LEAVE ACCRUAL CODES

Professional and Support Staff (PSS)
Leave Code Appt. Type Duration of Appt. Percent of Appt. Years of Service Average Vacation Accruals per Month Maximum Vacation Accruals** Average Sick Hours/Month
A,
G*
Career, Limited, Contract => 6 months => 50% 0-9
0-4*
10 240 8
B,
H*
Career, Limited, Contract => 6 months => 50% 10-14
5-9*
12 288 8
C,
J*
Career, Limited, Contract => 6 months => 50% 15-19
10-14*
14 336 8
D,
K*
Career, Limited, Contract => 6 months => 50% 20 or more
15 or more*
16 384 8
F All => 6 months
< 6 months
< 50%
1% to 100%
All
All
None None 8
N Per Diem Any 1% to 100% All None None None
 Note: Casual Restricted appointments are not eligible to earn and/or take vacation
Management and Senior Professionals (MSP)
Leave Code Appt. Type Duration of Appt. Percent of Appt. Years of Service Average Vacation Accruals per Month Maximum Vacation Accruals Average Sick Hours Per Month
B Career, Limited, Contract => 6 months => 50% 0-4 12 288 8
C Career, Limited, Contract => 6 months => 50% 5-9 14 336 8
D,
K*
Career, Limited, Contract => 6 months => 50%

10 or more
0 or more

16 384 8
F All => 6 months
< 6 months
< 50%
1% to 100%
All None None 8
N  Per Diem  Any 1% to 100%   All  None None None

*Former Executives, Administrative and Professional Staff (A&PS) with hire dates prior to 7/1/96 grandfathered with new leave accrual codes.
**Check applicable policies and bargaining units for conditions which permit employees to accrue vacation above the maximum. 

NOTES:
A. Career, Limited and Contract non-represented staff (99) and represented staff in HX, IX, LX, NX, RX, and TX accrue vacation leave starting at one percent (1%) time on pay status and 50 percent for sick leave.  Note: Casual Restricted employees are not eligible to earn vacation.

B. Career, Limited and Contract represented staff covered by CX, EX, K5, PA, and SX have to be on pay status for 50% in a month or quadri-weekly cycle before vacation and sick leave can be accrued.

C. Service includes staff and academic service at the University. Service for the State of California (including Hastings College of Law), the Department of Energy Laboratories and the California State University; and military leave from the same institutions.  The Employee Service Credit Verification Guidelines are provided to assist employees in the verification and transferring of employment service credit among these institutions.

Academic Employees - For a detailed chart, click here

Leave Code Title Pay Basis Vacation Hours/Month (Maximum)  Maximum Vacation Accruals** Sick Accruals per Month
N Nine Month Titles (Academic Year) 9 None None None
E Eleven Month Titles (Fiscal Year) 11 16 384 None
D,
F*
Research Series,
Academic Administrator,
Academic Coordinator,
Specialist Series,
Assoc. Univ. Librarian,
Asst. Univ. Librarian,
Librarian,
Cont. Educ. Specialist,
Coop. Ext. Service Appt.
11

D=16,
F=0

D=384,
F=0

8 (with unlimited maximum accruals)

*F code (sick leave only) should be assigned to FY academic employees per APM 710-14 appointed for 50 percent or more at less than six months.

Note: The minimum threshold to accrue vacation and sick leave in a month is 50 percent. Please refer to the following Academic Personnel Manual (APM) policies governing Vacation and Sick Leave Accruals:

LEAVE ACCRUAL FACTORS AND MONTHLY EQUIVALENTS

Leave Accrual Code*

Average Vacation Accruals: Per Month

Maximum Vacation Accruals 

Average Sick Accruals: Per Month

Vacation Accrual Factor: Per Hour

Sick Accrual Factor: Per Hour

Hours/Days: Per Month

Vacation Accrual: Monthly Equivalent

Sick Accrual: Monthly Equivalent

A,G

10

240 

 

 

 

8

.057692

.046154

160-hour/20-day month

9.230720

7.384640

168-hour/21-day month

9.692256

7.753872

176-hour/22-day month

10.153792

8.123104

184-hour/23-day month

10.615328

8.492336

B,H

12

288 

 

 

 

8

.069231

.046154

160-hour/20-day month

11.076960

7.384640

168-hour/21-day month

11.630808

7.753872

176-hour/22-day month

12.184656

8.123104

184-hour/23-day month

12.738504

8.492336

C,J

14

336 

 

 

 

8

.080769

.046154

160-hour/20-day month

12.923040

7.384640

168-hour/21-day month

13.569192

7.753872

176-hour/22-day month

14.215344

8.123104

184-hour/23-day month

14.861496

8.492336

D,K

16

384 

 

 

 

8

.092308

.046154

160-hour/20-day month

14.769280

7.384640

168-hour/21-day month

15.507744

7.753872

176-hour/22-day month

16.246208

8.123104

184-hour/23-day month

16.984672

8.492336

E

16

384 

 

 

 

0

.092308

0

160-hour/20-day month

14.769280

 

168-hour/21-day month

15.507744

 

176-hour/22-day month

16.246208

 

184-hour/23-day month

16.984672

 

F

0

 

 

 

8

0

.046154

160-hour/20-day month

 

7.384640

168-hour/21-day month

 

7.753872

176-hour/22-day month

 

8.123104

184-hour/23-day month

 

8.492336

N

0

0

0

0

N/A

N/A

N/A

* Leave codes G,H,J,K apply only to former A&PS and Executive employees hired prior to July 1, 1996.
**Check applicable policies and bargaining units for conditions which permit employees to accrue vacation above the maximum.

updated 2/12/2013 

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