Leave Accrual
Excerpt from P&P 200-01
LEAVE ACCRUAL RECORDS
Vacation and sick leaves are accrued based on the leave accrual codes established on the Personnel Action Form (PAF). Leave code is established by the department when an appointment is initially set up. For staff employees thereafter, the Payroll/Personnel system will re-derive the leave code on the appointment.
The Payroll/Personnel system re-derives the leave code for all staff employees during month-begin periodic maintenance that is usually done on the third working day of every month. The Payroll/Personnel system does not re-derive the leave codes for Academic employees.
Re-derivation of leave codes for staff employees is done once a month based on the employee service credit (ESC) and prior service months recorded on the employee database (EDB). 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.
The following indicates the rate at which vacation and sick leaves are accrued by the employee for an appointment.
LEAVE ACCRUAL CODES INTERPRETATION
| Leave Code | VacationHours/Month | Vacation Maximum | Sick Hours/Month | Sick Maximum |
| A and G | 10 | 240 | 8 | Unlimited |
| B and H | 12 | 288 | 8 | Unlimited |
| C and J | 14 | 336 | 8 | Unlimited |
| D and K | 16 | 384 | 8 | Unlimited |
| E | 16 | 384 | None | None |
| F | None | None | 8 | Unlimited |
| N | None | None | None | None |
A full-time employee shall not accrue vacation in excess of an amount specified for his/her leave code on the chart above. 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.
ASSIGNMENT OF LEAVE ACRUAL CODES FOR STAFF EMPLOYEES
NOTE: Non-represented staff (99), HX, IX, LX, NX, RX, and TX starts accruing vacation leave at zero percent (0%) threshold if eligible. Sick Leave accrual starts at 50% for all employees if eligible.
Represented staff covered by CX, EX, K5, PA, and SX have to work 50% in a month before vacation and sick leave can be accrued if eligible.
| Personnel Program | Appt. Type | Duration of Appt. | Percent of Appt. | Years of Service | Leave Code |
| Management | All | => 6 months | => 50% | 0-4 | B |
| And Senior | All | => 6 months | => 50% | 5-9 | C |
| Professionals (MSP) | All | => 6 months | => 50% | 10 or more | D |
| All | => 6 months | < 50% | All | F | |
| All | < 6 months | 1% to 100% | All | F | |
| Former Executives(2) | All | => 6 months | =>50% | All | K |
| Professional | All | => 6 months | => 50% | 0-9 | A |
| And Support | All | => 6 months | => 50% | 10-14 | B |
| Staff(PSS) | All | => 6 months | => 50% | 15-19 | C |
| All | => 6 months | => 50% | 20 or more | D | |
| All | => 6 months | < 50% | All | F | |
| All | < 6 months | 1% to 100% | All | F | |
| Per Diem | Any | 1% to 100% | All | N | |
| Former Admin & | All | => 6 months | => 50% | 0-4 | G |
| Prof. Staff (A&PS) | All | => 6 months | => 50% | 5-9 | H |
| (2) | All | => 6 months | => 50% | 10-14 | J |
| All | => 6 months | => 50% | 15 or more | K |
- 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.
- Former Executives, Administrative and Professional Staff (A&PS) with hire dates prior to 7/1/96 grandfathered with new leave accrual codes.
ASSIGNMENT OF LEAVE ACCRUAL CODES FOR ACADEMIC EMPLOYEES
Note: Academic Employees vacation and sick leave accrual starts at 50% threshold.
| TITLE | PAY BASIS | SICK | VACATION | LEAVE CODE |
| Nine Month Titles (Academic Year) | 9 | NO | NO | N |
| Eleven Month Titles (Fiscal Year) | 11 | NO | YES | E |
| Research Series | 11 | YES | YES | D |
| Academic Administrator | 11 | YES | YES | D |
| Academic Coordinator | 11 | YES | YES | D |
| Specialist Series | 11 | YES | YES | D |
| Assoc. Univ. Librarian | 11 | YES | YES | D |
| Asst. Univ. Librarian | 11 | YES | YES | D |
| Librarian | 11 | YES | YES | D |
| Cont. Educ. Specialist | 11 | YES | YES | D |
| Coop Ext. Service Appt. | 11 | YES | YES | D |