Old Dominion University
Department Of Human Resources
LEAVE

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Leave policies and procedures for classified employees comply with the provisions of the Policies and Procedures Manual issued by the Commonwealth of Virginia Department of Human Resources Management. The leave policies allow classified employees to take paid and unpaid leave for several reasons, such as vacation, personal illness or family-related matters. These guidelines summarize the policies used to provide these types of leave, record keeping requirements and supervisor's responsibilities.

How Banner Applies Excess Leave Usage Leave Codes
Leave Record Keeping/Processing Part-Time Classified Employees
Provision of Leave Supervisor's Responsibilities


Provision of Leave

Classified employees accrue annual leave, which allows them to continue to receive full pay when they take time off from work. Classified employees have two different sick leave programs. Under the accrual system, they earn sick leave each pay period and under the Virginia Sickness and Disability Program, they are allotted a certain amount of sick leave and family/personal leave on January 10 of each year. Both types of sick leave will allow employees to continue to receive full pay when they take time off from work. Under certain conditions, classified employees may earn other paid leave, such as compensatory or overtime leave for extra hours worked. These leave balances also may be used to take time off from work with full pay. Employees who do not have adequate leave balances to cover necessary absences typically are placed on leave without pay. All leave except Recognition Leave Earned must be recorded on the Leave Activity Reporting Form.

All leave time must be earned or allotted before it can be used by the employee. Employees are credited with annual leave at the end of each completed pay period of service. Employees in the accrued sick leave program are also credited with sick leave at the end of each completed pay period of service. Pay periods are the 10th through the 24th and the 25th through the 9th of the following month.

All accrued sick and annual leave is not available for use until the first day of the following pay period. No leave of absence with pay shall be granted in anticipation of future leave accruals or allotments.

As far as practicable, a leave of absence with pay will be granted at the time requested by the employee. Leave shall be requested in advance and is subject to the needs of the department. Where the need for or time of an absence cannot be anticipated (i.e. illness) and where conditions warrant, the supervisor may approve leave after an absence.

Payment for leave is an expenditure of state funds and employee leave records are subject to audit. Each department shall maintain accurate and up-to-date leave records in sufficient detail for audit. No person shall receive pay for any leave taken in any pay period in which there was not sufficient accumulated leaves to cover the absence. Improper authorizations of leave may result in a financial obligation to the supervisor authorizing such leave.