LEAVE POLICY REMINDERS

The following are reminders concerning the University leave policy for staff (hourly/monthly):

Administrative Topics:

  1. It is the department’s responsibility to maintain leave records for its employees (to include vacation, sick, and discretionary holidays).
  2. Hourly employee leave is tracked in hours.
  3. Monthly employee leave is tracked in days.
  4. With the approval of a supervisor, hourly-paid staff may use leave time in increments of one-tenth of an hour (except Discretionary Holidays which must be taken as a full day).
  5. With the approval of a supervisor, exempt staff may use leave time for absences of 4 hours or more (except Discretionary Holidays which must be taken as a full day). Absences of less than 4 hours should not be coded for exempt employees. Supervisors can require exempt employees to make up missed time of less than 4 hours (discretion on making up time should be used when the employee regularly works more than a 40 hour week).
  6. When transferring from one department to another, your leave transfers as well.

Vacation Leave Topics:

  1. Vacation leave is not to be used during the first 90 days of employment, i.e. the Orientation and Evaluation Period (new hires).
  2. The total amount of accrued but unused vacation may not exceed two times the staff member’s rate of annual accrual (Post Docs may only accrue up to 20 days vacation leave). The amount is determined at the end of each pay period.
  3. Staff members who work an abbreviated schedule (less than 40 hours and greater than 20 hours per week) shall accumulate vacation leave to a pro-rated maximum of two times their annual accrual rate.
  4. All vacation time must be requested and scheduled in advance at a time agreed upon by both the staff member and supervisor.

Sick Leave Topics:

  1. Sick leave is not to be used during the first 90 days of employment, i.e. the Orientation and Evaluation Period (new hires).
  2. There is no limit to the total number of sick days an hourly-paid or monthly-salaried staff member can accrue.
  3. Staff members who work an abbreviated schedule (less than 40 hours and greater than 20 hours per week) shall accumulate pro-rated sick leave.

Discretionary Holiday Topics:

  1. Discretionary Holidays are not to be used during the first 90 days of employment, i.e. the Orientation and Evaluation Period (new hires).
  2. Discretionary Holidays are to be scheduled at the discretion of the staff member with concurrence of his or her supervisor.
  3. Discretionary Holidays may be taken in advance of the month in which they are earned; but, if the staff member leaves Duke prior to the month in which they are earned, the advanced payment should be deducted from his or her paycheck.
  4. Discretionary Holidays may be taken in increments of full day(s) only.
  5. All Discretionary Holidays must be taken during the calendar year in which they are earned or those holidays not taken will be forfeited.