LEAVES. 1. Purpose. To promulgate procedures in conformance with the following vacation and sick leave references:

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Wilfrid Cole
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1 Prepared by the Personnel Management Offfice. This replaces Administrative Procedure No. A9.380 dated July September 1990 LEAVES Page 1 A9.380 VACATION AND SICK LEAVE SYSTEM 1. Purpose. To promulgate procedures in conformance with the following vacation and sick leave references: 2. Objective. To establish a reporting and accounting system for vacation and sick leave earned and used by eligible University personnel. 3. Applicability/Responsibility. (a) This instruction applies to all University organizations and to individuals who are eligible to earn vacation and sick leave credits. (b) Vice Presidents, Chancellors, Secretary of the Board of Regents, Associate Vice President, State Director for Vocational Education, Deans at M noa, the University Librarian at M noa or their designees are responsible for the accounting of vacation and sick leave of eligible personnel within their respective jursidictions through utilization and maintenance of the Application for Leave of Absence document (UH Form 1) and the monthly Leave Status Report. 4. Procedure. Leaves taken by University personnel on the accrural system are to be reported in the following manner: a. Employee: All leaves taken or to be taken, including vacation and sick leave, require completion by the employee of the form, Application for Leave of Absence, UH Form 1 (PERS) (See Attachment B), and submitted to the department or unit supervisor for approval. Instructions for completing the UH Form 1 are included in Attachment B. b. Divisional Offices:

2 1) Upon approval by the departmental or unit supervisor, the UH Form 1 is to be distributed as follows:. By the 20th of each month, originals and a completed batch submission sheet (See Attachment C) are to be sent to Personnel Management Office for forwarding to Data Entry Unit (Management Systems Office).. Employee s copy is to be returned to employee.. Division copy is to be retained in departmental or supervisor s office files. 2) The division copy of the Leave of Absence form is to be checked against the monthly Leave Status Report to insure that the original Leave of Absence form has been processed and entered into the leave accounting system. Any corrections or changes should be made according to the instructions provided in Attachments D and E. 5. Special Instructions. a. Employment of Personnel Under Research Grants and Contracts. Employees hired under research grants and contracts are subject to the leave accrual policy administered by the Office of Contracts and Grants (See Attachment A) b. Lump Sum Payment of Accumulated Vacation. When an employee is to be paid lump sum payment of accumulated vacation, the Administrative Officer is to process the necessary documents in accordance with Administrative Procedure A9.350, Application for Transfer of Vacation and Sick Leave Credit or Payment in Lieu of Vacation. c. Acting or Interim Executive/Managerial Personnel. Personnel classified in the Executive and Managerial plan who are appointed in an Acting or Interim capacity, earn vacation and sick leave credits in the following manner: A9.380 Page 2

3 A9.380 Page 3. If the appointment is for three (3) months or more the individual is entitled to earn and accumulate vacation and sick leave credits.. If the appointment is for less than three (3) months, the employee is entitled to the leave rules of the employee s regular classification. d. Unit 07 Faculty Sick Leave Policy (See Attachment F).

4 A9.380 Page 4 Attachment A VACATION AND SICK LEAVE SYSTEM BOARD OF REGENTS POLICY Approved October 20, 1966 EMPLOYMENT OF PERSONNEL UNDER RESEARCH GRANTS AND CONTRACTS "Persons appointed specifically on a research grant or contract will be appointed for one year or less, renewal being subject to the needs of the program and availability of funds. The beginning and ending dates of heir annual employment contracts will coincide with anniversary dates of the reasearch grant or contract from which they are paid. Vacations and sick leaves will be comparable to those granted to regular faculty members. However, approval to carry over vacation credit beyond the anniversary date of the contract will require recommendation of the pricipal investigator, who will certify that this action is in the best interest of his project and that funds are available to cover the accumulated vacation. In the case of sick leave if the employee's contract is not renewed, the unused credit shall be void. Neither vacation nor sick leave will be granted for any period extending beyond the expiration date of the contract or grant providing the funds from which the employee is paid." In answer to a query from Regent Nakamura as to whether this rule was designed for Board of Regents' personnel, Vice President Hiatt stated that it was, since we have very few Civil Service employees connected with contract projects.