Paid leave is available to all staff employees as set forth below.
Accrual and Accrual Rate
All eligible staff employees accrue paid leave according to
the designated leave schedule based on position, length of service and
number of hours worked.
Paid leave is accrued on a biweekly basis for biweekly paid staff employees and monthly for monthly paid staff employees.
Paid Leave Accrual Schedule
|Category of Leave
||Days Earned First Year
||Days Earned After First Year
|Senior Level Executives and Senior Level Professionals who are full-time employees
||22 days plus one additional day for each year of service thereafter, up to a maximum of 26 days
|Full-time staff employees who are
Non-Senior Level Executives or Non-Senior Level Professionals
||17 days plus one additional day for each year of service thereafter, up to a maximum of 26 days
|Part-time staff who work at least 16 hours per week
||Based on prorated portion of one of the above
||Based on a prorated portion of one of the above
|All other staff employees not covered by one of the schedules above
||Based on an accrual schedule of 1 hour of paid leave for every 30 hours of actual work
USE OF LEAVE
Scheduled leave is any paid leave that is requested and
approved in advance. Supervisors must schedule paid leave according to
the operating requirements of the department, with attention to length
of service and other relevant factors and when possible, to accommodate
the employee's request.
Leave for Religious Observances
Staff employees may request paid leave for religious
observances that are not part of the holiday schedule. Staff employees
should provide supervisors with adequate notice of such a request. In
compliance with District of Columbia law, employees may use paid leave
for a nonscheduled religious holiday; or the employee may be permitted
to work outside of his/her regularly scheduled hours to make up for the
time off. Employees may be denied leave only when the absence from work
would create an undue hardship in the workplace.
Unscheduled leave is any paid leave that is not approved in
advance and is normally for a short period of time. For example,
unexpected illness or a personal emergency would require use of
unscheduled paid leave. To qualify for unscheduled paid leave, an
employee must follow the department's established call-in procedure.
If an employee fails to follow the department's established procedure, the absence is treated as unauthorized and unpaid leave.
Department heads and supervisors will monitor unscheduled
leave use to identify possible abuse of leave. Abusive use of
unscheduled leave, whether paid or unpaid, may result in disciplinary
Sick and Safe Leave
In compliance with the D.C. Accrued Sick and Safe Leave Act of 2008 ("Sick and Safe Act") and amendments thereto, staff employees may use unscheduled paid leave
for absences due to the employee's, or a family member's, illness or to seek legal protection from domestic violence or sexual abuse, as required by law. Managers may not deny
requests for leave when the leave is being used consistent with the Sick
and Safe Act. Unscheduled leave will be paid if the need for leave is
unforeseeable and the employee has given verbal notice at the start of
the work shift for which paid leave is requested or, if the employee has
an emergency, within twenty four hours of the onset of the emergency.
Departmental call in procedures must allow for notification of this
type. Questions regarding the scope of the law should be directed to
In order to meet the business needs of the department,
department heads may establish more specific regulations related to paid
leave usage, as long as the regulations comply with applicable law.
Staff employees may be required to present documentation
for certain absences. For example, if the employee uses more than three
consecutive days of leave related to medical reasons,
the supervisor may require the employee to present a physician's
certificate. Similarly, if a supervisor identifies a pattern of leave
use related to medical reasons, a physician's certificate may be
required for absences of less than three days. When a physician's
certificate is required and the employee fails to provide the
certificate, the employee will not be paid for leave. Appropriate
documentation for absences due to other reasons may also be required.
Paid Leave Calculation
Paid leave is calculated according to the employee's base
rate and is exclusive of shift differential and overtime premiums.
Maximum Leave Accrual
The maximum accrual level of paid leave is 288 hours for
employees who are regularly scheduled to work at least 16 hours per
week. The maximum accrual level of paid leave is 112 hours for
non-regularly scheduled employees. If an employee reaches the maximum
accrual, leave accrual ceases until the employee uses paid leave hours
and the accrual drops below the maximum limit.
- Paid leave will not accrue during any full pay period for which an employee is not paid.
- Paid leave will not accrue when an employee is receiving University Short-Term or Long-Term Disability benefits.
- To allow for proper orientation, a department may
restrict an employee's use of paid leave during the first ninety days of
employment. However, a department may not restrict an employee's use of
paid leave when it is requested for a reason that is covered under the
Sick and Safe Act, provided proper notice is given. Departments may not
restrict an employee's use of paid leave following the transfer to
- An employee can not be restricted in his/her
election to substitute paid leave for unpaid Family and Medical Leave
under Human Resources Policy 603, if applicable.
PAYMENT OF LEAVE
With Regular Earnings
Paid leave is paid with the employee's regular earnings. The University will not pay leave in advance.
Prior to June 30,
2015, upon termination of employment, accrued but unused paid leave will be
paid to an employee in a lump sum.
Effective June 30, 2015, upon termination of employment, leave that has been accrued under this policy and that remains unused will be paid in a lump sum up to a maximum payment of $15,000; however, employees whose base salary is $200,000 or more annually are not eligible to receive any payment for unused accrued leave.
Non-regularly scheduled employees who transfer to an
employment category in which they are regularly scheduled will carry
over their leave. Regularly scheduled employees who transfer to
non-regularly scheduled, will carry over up to 56 hours of accrued paid
leave. The employee will be paid in a lump sum for accrued unused paid
leave in excess of 56 hours.