��«����Ƶ

All classified employees are eligible for administrative leave. In all cases, the appointing authority is responsible and accountable for leave approval decisions made within his/her department(s).

Employees with questions may be referred to:

Discretionary Administrative Leave: Appointing authorities may grant paid time to employees for reasons determined to be for the good of the state.

State rule 5-15. Administrative leave may be used to grant paid time when the appointing authority wishes to release employees from their official duties for the good of the state. In determining what is for the good of the state, an appointing authority must consider prudent use of taxpayer and personal services dollars and the business needs of the department.

• Administrative leave that exceeds 20 consecutive working days must be reported to the department head and the Director. 
• Activities performed in an official employment capacity are work time and not administrative leave.
• Administrative leave is not intended to be a substitute for corrective or disciplinary action or other benefits and leave.
• An appointing authority may grant administrative leave up to five days for local or 15 days for national emergencies per fiscal year to employees who are certified disaster service volunteers of the American Red Cross.
• If a department head adopts a policy granting one period of administrative leave for the initial call up to active military service in the war against terrorism, it shall not exceed 90 days and applies after exhaustion of paid military leave.
• Departments may adopt a policy to address whether or not to grant administrative leave for employee participation in community or school volunteer activities.
• Appointing authorities must work with Human Resources before granting an employee administrative leave in excess of 20 consecutive working days.

Required Administrative Leave (5-16): Appointing authorities are required to grant paid time to employees in the instances described below:

Administrative leave must be granted for the following:

• Two hours to participate in general elections if the employee does not have three hours of unscheduled work time during the hours the polls are open.
• Up to two days per fiscal year for organ, tissue, or bone donation for transplants.
• To serve as an uncompensated election judge unless a supervisor determines that the employee’s attendance on Election Day is essential. The employee must provide evidence of service.
• Up to 15 days in a fiscal year when qualified volunteers or members of the Civil Air Patrol are directed to serve during a declared local disaster, provided the employee returns the next scheduled workday once relieved from the volunteer service.

Additional Uses for Administrative Leave

Administrative Leave for State Tests and Interviews

The granting of administrative leave for participation in tests and interviews for state positions is a long-standing practice that has benefited employees and appointing authorities alike. Although granting leave for participation in tests and interviews is no longer required, the ��«����Ƶ Campus continues to support the granting of administrative leave for these purposes.

• Tests and interviews for state positions are not limited to the ��«����Ƶ Campus.
• Employees who seek employment through transfer, demotion or promotional opportunities at other state agencies are eligible for administrative leave.
• In cases where a state agency is in another part of the state requiring extensive travel time (e.g. Durango or Grand Junction), the appointing authority shall use discretion in the amount of administrative leave to be granted. In these cases, the use of a combination of administrative leave and annual leave would be appropriate.
• Administrative leave for the purpose of participating in state tests and interviews should be requested and approved in advance. Notice of at least 24 hours is preferred unless special circumstances prevent such notice.

Administrative Leave for School or Volunteer Activities

The Colorado Department of Personnel and Administration believes that school and volunteer leave sends a message of support for the education of our children and for building better communities. Although granting leave for school or volunteer activities is discretionary, the ��«����Ƶ campus continues to support the granting of administrative leave for these purposes as long as the business needs of the department are not compromised.

• School/volunteer leave does not accrue, cannot be carried over from one year to the next, and cannot be "given" to another employee. (An appointing authority may grant additional hours of school/volunteer leave in special, documented circumstances.)

Parental Academic Leave (5-18): Provides up to 18 hours (pro-rated for part time) in an academic year for parents or legal guardians to participate in academic-related activities.

• Those activities are parent-teacher conferences or meetings related to special education services, response to interventions, dropout prevention, attendance, truancy, and disciplinary issues.
• Pursuant to State Personnel Board Rule 5-18, employees may request to use up to 16 hours of school/volunteer administrative leave in order to receive pay while on unpaid parental academic leave.
• The remaining two hours of parental academic leave are leave without pay unless the employee chooses to use annual leave.

Your Role

• Requesting administrative leave for school/volunteer activity must be mutually agreed upon by the supervisor and employee.
• Discretionary administrative leave requests will be treated like personal leave. A leave request form and supervisor approval is required, with leave permitted based upon the needs of the work unit.
• You must ensure adequate coverage of the work unit prior to granting approval of administrative leave. If an unforeseen event prevents the completion of regular job duties, then approval can be retracted at your discretion.
• Supervisors and appointing authorities must track the hours of school/volunteer leave used by employees.
• You may require documentation of the event for which leave is requested.

• University staff and faculty on 12-month appointments may receive up to five working days of paid leave for each death to arrange for and attend the funeral and other affairs of a member of the employee's immediate family when they would otherwise have to work.
• Bereavement leave is not intended to be used for end-of-life care. For purposes of bereavement leave, immediate family members include: spouse, children, parents, grandparents, grandchildren, brothers, sisters, mothers-in-law, fathers-in-law, sisters-in-law, brothers-in-law, sons-in-law, and daughters in-law, and any other person who is a member of the employee’s established household. A supervisor may allow an employee to receive up to five paid working days of bereavement leave for an equally significant other person not included in this definition.
• Supervisors have the discretion to ask for documentation when leave abuse is suspected. Please work with Human Resources.

• Bereavement leave is for an employee’s personal needs and use is subject to the approval of the appointing authority. The appointing authority may provide up to forty (40) hours (prorated for part-time work or unpaid leave in the month) of paid leave to permanent employees for the death of a family member or other person. Employees are responsible for requesting the amount of leave needed. Documentation may be required when deemed necessary by the appointing authority.

• Classified employees may receive up to 16 hours of volunteer administrative leave in a fiscal year at the appointing authority’s discretion. An appointing authority may grant administrative leave up to five days for local or 15 days for national emergencies per fiscal year to classified employees who are certified disaster service volunteers of the American Red Cross.
• University staff may receive up to 10 days of short-term administrative leave in a 12 month period at the appointing authority’s discretion.

Learn More about Administrative Leave

Please also support and refer employees affected by fires or floods to take advantage of CU ��«����Ƶ confidential Faculty and Staff Assistance Program (FSAP), which provides confidential counseling services to our faculty and staff. FSAP can be reached at 303-492-3020.

Employees that are affected by emergency situations that do not clearly fall into one on the scenarios listed above should contact their supervisor and/or Human Resources for assistance.

For questions related to this document, please contact Human Resources at 303-492-6475.

Visit the Leave Sharing page. 

Family Medical Leave can be taken in a block or on an intermittent or reduced schedule basis, depending on the needs outlined in the necessary medical or related paperwork.

• Block Leave: Employee needs to be on leave for a consecutive number of days. May require a Fitness to Return Certification.
• Intermittent Leave: Employee needs to be out on an intermittent basis.
• Reduced Schedule: Employee needs a consistently reduced schedule. For example, they need every Thursday off and will be switching to a 4-day workweek.

• The birth and care of a newborn child. Leave must be taken and completed within one year of the date of birth.
• The placement and care of a child from adoption or foster care. Leave must be taken and completed within one year of placement.
• A serious health condition that makes an employee unable to perform the essential functions of their job.
• Care for an employee’s spouse, child, parent, domestic partner, or civil union partner who has a serious health condition.
• A qualifying exigency arising from the employee’s spouse, domestic partner, civil union partner, child, or parent getting called up for active military duty.
• Military caregiver leave for a spouse, child, parent, or next of kin who is a covered servicemember or veteran with a serious injury or illness (26 weeks).

• If the need for leave is foreseeable, the employee should apply for FMLA at least 30 days prior to the start of leave.
• Ways an employee may request leave include:
  • Make a direct request via department procedure.
  • Make a direct request by submitting a Leave Request Form to fmla@colorado.edu.
  • Communicate a serious health condition or a need for leave to a supervisor.
  • The employee is absent from the office for 3 or more consecutive days due to a serious health condition.
• A Medical Certification will be required for Family Medical Leave when the employee is requesting leave for the birth of a child, their own serious health condition, or to care for a family member with a serious health condition. When leave has been requested, an FMLA Administrator will provide all related paperwork and information, as well as a deadline for submission of any required documents. 

• FMLA leave runs concurrently with all types of paid leave at the university. This includes sick leave, annual leave, Short Term Disability leave, OJI leave, and paid parental leave.
  • Employees do not need to exhaust all of their sick leave before applying for Family Medical Leave.
• While on FMLA, CU ��«����Ƶ employees are required to use their available sick leave to remain in a paid status. Once sick leave has been exhausted, they must use their annual leave.  After annual leave exhausts, the leave will be unpaid, if no other applicable forms of paid leave apply.
• Block Leave:  While on leave, employees should not be working in any capacity.  They should report their FMLA time in MyLeave (or the department specific time keeping system) and submit timesheets on a monthly basis.  If the employee is unable to report their time and submit timesheets, the employee’s supervisor will be responsible for doing so. Employees should plan to check in with their FMLA Administrator and their supervisor at least one week prior to their return to work date.
• Intermittent Leave:  Employees should follow departmental procedures for requesting time off/calling in sick/calling in late/leaving early when they need to use their FMLA leave, and should report the leave accordingly in MyLeave (or the department specific time keeping system) and submit timesheets on a monthly basis.
• Upon returning from FMLA-protected leave, employees will be returned to the same position they held when their leave began, or to an equivalent position with equivalent benefits, pay, and other terms and conditions of employment.
• The university administers FMLA leave on a rolling 12-month calendar year. This means that FMLA leave is tracked on a rolling 12-month period, measuring backward from the date of any Family Medical Leave usage.

The Procedure Following an Incident

• Employee is injured and instructed to seek medical care.
  • Employee is given a list of if injury does not require emergency room visit.
  • If urgent medical care is needed, the employee should call 911 or proceed to the nearest urgent care facility.
• Employee provides written notice to employer as soon as possible.
  • Employees should complete the as soon as possible.
  • Employees should ensure that their supervisor and the Central HR Leave Teamor department FMLA administrator receive a copy of the completed Injury Report Form.
  • Central HR Leave Team Email Address: Leave@colorado.edu
  • Supervisor will complete form for employee to the best of their ability if the employee has reported an injury and cannot complete the form themselves.
• URM receives the claim and communicates with the employee within 24-48 hours regarding next steps.
• Supervisors and employees should ensure they stay in contact with URM and the Central HR Leave
• Employees should report any lost time related to their workers’ compensation claim to their supervisor and FMLA administrator in accordance with URM instructions. The employee should provide all applicable parties with copies of the initial and subsequent physicians’ reports from the DMP.
• The Central HR Leave Team or department FMLA administrator will work with the employee’s supervisor to assess work restrictions the employee’s ability to return to work.
• University practice is to run Family Medical Leave (FMLA) concurrently with OJI leave. Your FMLA administrator will alert you when you are eligible for FMLA and will track your eligible time in accordance with the leave you report as lost work time due to your workers’ compensation claim.  
• Employees should follow instructions from the DMP regarding medications, restrictions and treatment as well as attend all medical appointments.  
• Employees should check in with the Central HR Leave Team or department FMLA administrator and their supervisor after follow-up appointments to inform of any changes in work restrictions.

• A Designated Medical Provider (DMP) is a university-authorized medical provider that can be sought out for medical treatment for workers' compensation. For non-emergency or any follow-up medical care, you must seek treatment with a DMP.

Supervisors

• Supervisors of injured employees have responsibilities that include but are not limited to:
• Verify that the employee's work-related injury is reported to URM in a timely manner.
• Provide the employee with the list for your campus so the employee may choose a DMP.
• After every DMP exam, confirm the employee is giving you their "Physicians Report of Workers' Compensation Injury."
• If there are any restrictions given, determine if your department can accommodate.
• Immediately communicate with URM if the injured employee is unable to return to work within restrictions or is taken off work by a DMP.
• Track and report ANY lost time the employee has because of their workers' compensation claim to URM.
• The assigned adjuster may or may not contact you directly with additional questions they have regarding the workers' compensation claim. Please contact to discuss any questions.

Human Resources Liaisons

• Human Resources Liaisons (HRL) may share some of the same responsibilities of the supervisor depending on the campus and the specific department. Either the department or the supervisor must report ANY lost time for a work-related injury directly to URM. Contact Human Resources for any Family Medical Leave Act (FMLA) questions or Employee Services for any time coding questions.

Lost Time Worksheet Submission Process

• Supervisors and Payroll Liaisons are responsible for reporting lost time to University Risk Management per the following instructions:
  • Lost time worksheets must be completed in full (All dates and hours for workers' compensation time and non-workers' compensation time).
  • Worksheets must be submitted every two weeks, until the employee reaches maximum medical improvement, or the handling adjuster advises otherwise.
  • When an employee is not OJI eligible or has reached make whole, lost time worksheets must be submitted weekly. ?
  • To submit lost time, utilize the which will submit electronically to URM. You may also print the form and fax lost time to URM at 303-860-5680.

In order to qualify for parental leave, an employee must meet the following eligibility requirements: 

• A regular 12-month faculty member, university staff or classified staff member must have an active regular appointment of 50% or greater on the date of birth, adoption, foster care placement or guardianship of a child to be eligible for paid parental leave.
  • Please note: Regular 12-month faculty members, university staff and classified staff are eligible for parental leave as of their first day of employment. This is a recent change as of October 1, 2022. Any newly eligible employees who would have qualified between January 1, 2022 and September 30, 2022 for parental leave under this new change are encouraged to reach out to FMLA@colorado.edu to explore their options.

• If the need for leave is foreseeable, the employee should apply for FMLA at least 30 days prior to the start of leave.
• Ways an employee may request leave include:
  • Make a direct request via department procedure.
  • Make a direct request by sending an email to fmla@colorado.edu.
• Proof of the qualifying event will be required when an employee is requesting FMLA and parental leave. Employees should plan to submit documentation outlining proof of the birth, adoption, foster care placement or guardianship no later than 15 calendar days after the qualifying event occurs.
  • Birthing Mothers: All birthing mothers will be required to submit an FMLA Medical Certification.
  • Non-birthing Parents, Adoption/Foster Care Placement/Guardianship Cases: All other cases will be required to submit one form of documentation outlining proof of the qualifying event. Documentation may include a birth or hospital certificate, court paperwork, adoption agency paperwork, placement letter, etc. Please contact Central HR if you are unsure of what documentation is needed for your parental leave case.
  • Faculty: In addition to the documents outlined above, faculty members will work with their college’s designated HR Liaison to complete and submit the OFA Parental Leave Request Form.

Sick Leave 

Leave administration for classified employees is governed by the .

Accrual

Full-time employees accrue leave at 6.66 hrs./month, for a maximum accrual of 360 hours (45 days).​

Documentation

The appointing authority may require documentation of the familial relationship.

 State of Colorado Medical Information Form - for use of non-FMLA qualifying sick leave in excess of three work days.

Compensation

Upon termination of employment or upon retirement, a classified staff employee’s vacation leave will be paid out, subject to the maximum and ¼ sick leave, subject to the maximum allowed, will be paid out if eligible to retire (see ).

• If a classified employee transfers within the CU system, and there is no break in service, leave will not be paid out and will be transferred to the new department. If a classified staff employee wishes to take time off, such as a vacation between appointments, he/she must be on an approved leave from his/her former or new department. The request for leave should be made and approved in advance.

Transfers

• Balances are transferred, when there is no break in service, as follows:
  • Classified staff to classified staff within the CU system- All vacation and sick leave balances will be transferred.
  • Classified staff from outside the CU System to university staff- Leave should not be transferred to the new university staff position.
  • Classified staff to classified within the CU system- All vacation and sick leave balances will be transferred. Any leave balances over the classified staff maximum accrual levels will be forfeited the following July 1st.
  • Classified staff from a state agency outside of the CU system to classified- Leave will be transferred. Any leave balances over the classified staff maximum accrual levels will be forfeited July 1st following the date of hire.

Rehires

If a classified staff employee terminates and is rehired as university staff employee after a six-month break, his/her sick leave balance should not be restored.

If a classified staff employee terminates and is rehired into a classified position, his/her sick leave balance will not be restored unless the employee was previously certified in a classified position and is eligible for reemployment/reinstatement. If the employee was previously certified in a classified position, any remaining sick leave from the previous appointment will be restored subject to the classified staff maximum (see State Personnel Board Rule 5-7).

• University staff employees must obtain approval from their supervisors prior to using leave, when possible.
• University staff employees must complete a monthly leave record to document the amount and type of leave taken. The employee and supervisor must sign the leave record form annually, at a minimum, to verify leave balances.

Sick Leave 

Accrual

Per Regent Policy 11.E.  full-time university staff and faculty on twelve-month appointments are eligible to receive fifteen (15) working days (120 hours) of paid sick leave annually, earned as 10 hours per month.  Part-time employees will accrue sick leave on a pro-rated basis.  Accrual begins on the date that employment begins. There is no limit on how much sick leave an employee may accrue.  Sick leave will be earned upon hire date and accrued at the end of each payroll cycle. 

Documentation

University staff employees should be provided with Family Medical Leave Act (FMLA) paper work if they are out of the office for more than 3 consecutive sick days for their own or an eligible family members serious health condition.

​Compensation

• An employee may be eligible for sick leave compensation based on meeting retirement eligibility, per Regent Policy 11.F Benefits. 
• Upon payout due to CU retirement eligibility, the employee’s remaining sick leave balance will be removed, leaving the accrued sick balance at zero (0) hours.
• If an employee has multiple appointments, the compensation rate for the payout upon retirement may be the average of the hourly rates on all active, leave eligible appointments, unless the leave balances were tracked and maintained separately for each appointment.

Transfers

• Employees in  university staff and 12-month faculty appointments who transfer or return to a nine-month faculty or other appointment that does not allow sick leave payouts are eligible to receive payment for earned, unused sick leave if eligible for early or full CU retirement at the time of transfer according to the maximums in .
• If the employee transferring from a university staff or 12-month faculty appointment to another university appointment that does not allow sick leave payouts is not eligible for early or full CU retirement, the sick leave balance, beyond 48 hours of retained sick leave, is forfeited upon transfer to the other appointment.
• Employees transferring into a university staff, classified staff or 12-month faculty appointment are entitled to transfer the existing sick leave balance into the appointment and would not be subject to reduction of these hours when calculating retirement payout. 
• If a university staff employee transfers within the CU system, and there is no break in service, leave will not be paid out and will be transferred to the new department. If a university staff employee wishes to take time off, such as a vacation between appointments, he/she must be on an approved leave from his/her former or new department. The request for leave should be made and approved in advance.

Reinstating

• Balances are transferred, when there is no break in service, as follows:
  • University staff to classified within the CU system- All vacation and sick leave balances will be transferred. Any leave balances over the classified staff maximum accrual levels will be forfeited the following July 1st.
  • University staff from a state agency outside of the CU system to classified- Leave will be transferred. Any leave balances over the classified staff maximum accrual levels will be forfeited July 1st following the date of hire.
  • Classified from outside the CU System to university staff- Leave will not be transferred to the new university staff position.
• University staff to university staff - If a university staff employee terminates and is rehired as an university staff employee, his/her sick leave balance should not be restored if the break is greater than 6 months.
• University staff to classified - If a university staff employee terminates and is rehired into a classified position, his/her sick leave balance will not be restored unless the employee was previously certified in a classified position. If the employee was previously certified in a classified position, any remaining sick leave from the previous appointment will be restored subject to the classified staff maximum (see State Personnel Board Rule 5-7).
• Classified to university staff - If a classified employee terminates and is rehired as a university staff employee, his/her sick leave should not be restored if the break is greater than 6 months.

Sick Leave 

Accrual

Per Regent Policy 11.E, nine-month faculty on 100% appointment are eligible to receive eleven (11) days (88 hours) of paid sick leave annually.  Faculty who are on less than a 100% appointment will accrue sick leave on a pro-rated basis.  Accrual begins on the date that the appointment begins. There is no limit on how much sick leave a nine-month faculty member may accrue.  

Usage

Sick leave may be required to be used when the University must replace the eligible faculty member in the classroom, or when the dean or other administrative superior, after consultation with the department concerned, shall so decide. Although nine-month faculty members do not accrue sick leave during summer appointments, they may use accrued sick leave during summer appointments.

Compensation

No compensation for unused sick leave shall be paid upon separation from employment with the university.

Sick Leave

Accrual

Per Regent Policy 11.E, Faculty on a 100% appointment in this category, are eligible to receive three (3) days (24 hours) of sick leave per semester but no more than nine(9) days (72 hours) annually.  Accrual begins on the date the appointment begins.  Faculty who are on less than a 100% appointment, will accrue sick leave on a pro-rated basis.  Accrual may not exceed six (6) days (48 hours) on July 1 of every year.  Up to six (6) days (48 hours) of accrued sick leave may carryover from year to year. 

Usage

Sick leave will be granted on the dates noted  and may be used immediately.

Compensation

No compensation for unused sick leave shall be paid upon termination from the university.

Process

• Submit usage through the .
• HR Service Center Coordinators will follow up on requests to confirm usage.
• Employees need to record sick hours for the entire absence for tracking purposes. Employees will only be paid for hours accrued. Leave taken without sufficient sick leave will be unpaid.

Sick Leave

Accrual

Per Regent Policy 11.E, employees paid monthly or hourly are eligible to accrue 0.034 hour of sick leave for every hour worked. Accrual begins on the first day of eligible appointment.  An eligible employee who works part-time earns sick leave on a prorated basis.  Accrual may not exceed six (6) days (48 hours) on July 1 of every year.  Up to six (6) days (48 hours) of accrued sick leave may carryover from year to year. 

Usage

Sick leave will be earned upon hire date and accrued at the end of each payroll cycle.  An employee is not entitled to use more than six (6) days (48 hours) of sick annually.

Compensation

No compensation for unused sick leave shall be paid upon termination from the university.

 Accrual Mechanism

• Monthly. Accrual will be accrued after each monthly payroll process.
• Biweekly. Accrual will be calculated after each biweekly payroll process.

Secondary Appointments

Secondary appointments are primarily used to compensate employees for additional duties over and above their full-time appointment.  If an employee has a full-time or 100%, appointment and a secondary appointment, no additional sick leave shall accrue under the secondary appointment.  If an employee has a less than full-time or 100% appointment and a secondary appointment, sick leave may accrue under the secondary appointment, but the total sick leave accruals under both appointments is limited to the maximum annual accrual for the primary appointment. No employee shall be eligible for more than fifteen (15) working days of paid sick leave annually, earned as 10 hours per month. 

Annual Leave 

Annual leave is for an employee’s personal needs and use is subject to the approval of the appointing authority.

• The appointing authority may establish periods when annual leave will not be allowed, or must be taken, based on business necessity.
• These periods cannot create a situation where the employee does not have a reasonable opportunity to use requested leave that will be subject to forfeiture.
• If the department cancels approved leave that results in forfeiture, the forfeited hours must be paid before the end of the fiscal year.

  For the 2022 leave sweep, any excess vacation leave on July 1, 2022 will be swept according to the June 30, 2022 maximums, not the increased vacation maximums.

Note: Part-time employees who work regular, non-fluctuating schedules earn a pro-rated amount of leave based on their regular work schedules.  Employees with fluctuating or irregular schedules or on unpaid leave should contact the Office of Employee Relations, and their department to determine appropriate accrual rate based on total hours worked in a 12 month period.

Leave Balances When Terminating, Transferring or Reinstating

• Upon termination of employment or upon retirement, a classified staff employee’s vacation leave will be paid out, subject to the maximum and ¼ sick leave, subject to the maximum allowed, will be paid out if eligible to retire (see ).
• If a classified employee transfers within the CU system, and there is no break in service, leave will not be paid out and will be transferred to the new department. If a classified staff employee wishes to take time off, such as a vacation between appointments, he/she must be on an approved leave from his/her former or new department. The request for leave should be made and approved in advance.
• Balances are transferred, when there is no break in service, as follows:
  • Classified staff to classified staff within the CU system- All vacation and sick leave balances will be transferred.
  • University staff from outside the CU System to university staff- Leave should not be transferred to the new classified staff position.
  • Classified staff to classified within the CU system- All vacation and sick leave balances will be transferred. Any leave balances over the classified staff maximum accrual levels will be forfeited the following July 1st.
  • Classified staff from a state agency outside of the CU system to classified- Leave will be transferred. Any leave balances over the classified staff maximum accrual levels will be forfeited July 1st following the date of hire.

If a classified staff employee terminates and is rehired as university staff employee, his/her sick leave balance should not be restored.

If a classified staff employee terminates and is rehired into a classified position, his/her sick leave balance will not be restored unless the employee was previously certified in a classified position and is eligible for reemployment/reinstatement. If the employee was previously certified in a classified position, any remaining sick leave from the previous appointment will be restored subject to the classified staff maximum (see State Personnel Board Rule 5-7).

• University staff employees must obtain approval from their supervisors prior to using leave, when possible.
• University staff employees should submit a leave request form to their supervisor when requesting time off. The ��«����Ƶ version of the State’s Leave/Absence Request and Authorization form may be used for this purpose.
• University staff employees must complete a monthly leave record to document the amount and type of leave taken. The employee and supervisor must sign the leave record form annually, at a minimum, to verify leave balances.

Vacation Leave

Full-time university staff and faculty on twelve-month appointments are eligible to receive twenty-two (22) working days of paid vacation annually, earned as 14.67 hours per month.

• Part-time university staff and faculty earn vacation on a prorated basis.
• Upon approval by the supervisor, vacation may​​ be taken as earned.    
• The maximum number of hours an employee may accrue is forty-four (44) days, except as indicated in Regent Policy.

Leave Balances When Terminating, Transferring or Reinstating

• Upon termination of employment, a university staff employee’s vacation leave will be paid out, subject to the maximum (44 days) and ¼ sick leave, subject to the maximum allowed, will be paid out if eligible to retire (see Regent Policy 11-E).
• If a university staff employee transfers within the CU system, and there is no break in service, leave will not be paid out and will be transferred to the new department. If a university staff employee wishes to take time off, such as a vacation between appointments, he/she must be on an approved leave from his/her former or new department. The request for leave should be made and approved in advance.
• Balances are transferred, when there is no break in service, as follows:
   
  • University staff to university staff within the CU system- All vacation and sick leave balances will be transferred.
  • University staff from outside the CU System to university staff- Leave should not be transferred to the new university staff position.
  • University staff to classified within the CU system- All vacation and sick leave balances will be transferred. Any leave balances over the classified staff maximum accrual levels will be forfeited the following July 1st.
  • University staff from a state agency outside of the CU system to classified- Leave will be transferred. Any leave balances over the classified staff maximum accrual levels will be forfeited July 1st following the date of hire.
  • Classified to university staff within the CU system- All leave balances will be transferred. Any vacation leave above the university staff accrual maximum will be forfeited the following July 1st.
  • Classified from outside the CU System to university staff- Leave will not be transferred to the new university staff position.
• University staff to university staff - If a university staff employee terminates and is rehired as an university staff employee, his/her sick leave balance should not be restored.
• University staff to classified - If a university staff employee terminates and is rehired into a classified position, his/her sick leave balance will not be restored unless the employee was previously certified in a classified position. If the employee was previously certified in a classified position, any remaining sick leave from the previous appointment will be restored subject to the classified staff maximum (see State Personnel Board Rule 5-7).
• Classified to university staff - If a classified employee terminates and is rehired as a university staff employee, his/her sick leave should not be restored.