Contents
- Introduction
- Vacation Overview
- Professional & Support Staff Program
- Manager & Senior Professional Program
- In Administrative & Professional Staff Program (as of 6/30/96)
- Academic and Graduate Studies Leave Accrual Codes
- UCD Health Leave Accrual Codes (PDF)
- Policy References and Resources
1. Introduction
This resource provides information on the appropriate leave codes to enter in PPS.
This information applies to all appointment types. The figures on the various tables are based on full time employment. To calculate the accrual of an employee that works less than full time, multiply the hours on pay status in the month/quadriweekly cycle by the vacation/sick leave earned per hour on pay status.
Movement from a title that accrues vacation to a non-accruing title requires payout of vacation balance.
2. Vacation Overview
The university provides vacation leave to employees who are appointed at 50% (0.50) or more of full time for six or more months. An eligible employee earns vacation from the date of eligibility based on the number of hours on pay status.
Note: Academic Year Appointees do not accrue vacation or sick leave. See Academic and Graduate Studies Leave Accrual Codes for more information.
Vacation leave is normally scheduled in advance and shall be approved by the employee's immediate supervisor.
An employee who is not eligible to earn vacation because of a part-time or short-term appointment becomes eligible to earn vacation on the first day following six consecutive months or quadriweekly cycles on pay status at 50% or more time. A quadriweekly cycle is defined as two biweekly pay periods designated by the University to be considered as a unit for the purpose of leave accrual.
Exempt Employees – In general, records of vacation used shall be recorded in 1-day increments or in increments not less than that portion of a day during which an employee on less than full-time pay status is normally scheduled to work.
Non-Exempt Employees - Records of vacation used shall be maintained to the nearest 1/4-hour (0.25).
Note: For union-represented employees, check the applicable union contract for current information on vacation/sick leave.
Refer to the Payroll FAQ for additional assistance.
3. Professional & Support Staff Program
The table below applies to employees appointed at 50% or more of full-time for six or more months:
Applies to Title Codes 4001 - 9726 |
Leave Code A | Leave Code B | Leave Code C | Leave Code D |
|---|---|---|---|---|
| Years of Service | 0 - 10 | 10 - 15 | 15 - 20 | 20 + |
| Vac Earned Per Hour on Pay Status | .057692 | .069231 | .080769 | .0923084 |
| Aprox Vac Hours Per Quadriweekly Cycle | 9.23 | 11.08 | 12.92 | 14.77 |
| Aprox Vac Hours Per Month | 10 | 12 | 14 | 16 |
| Aprox Vac Days Per Year | 15 | 18 | 21 | 24 |
| Maximum Vac Accrual Hours | 240 | 288 | 336 | 384 |
| Sick Earned Per Hour on Pay Status | .046154 | .046154 | .046154 | .046154 |
| Aprox Sick Hours Per Quadriweekly Cycle | 7.38 | 7.38 | 7.38 | 7.38 |
| Aprox Sick Hours Per Month | 8 | 8 | 8 | 8 |
| Aprox Sick Days Per Year | 12 | 12 | 12 | 12 |
The table below applies to employees appointed for less than 6 months at any percentage and employees appointed at less than 50% of full time for any number of months. Sick leave is accrued if on pay status at least 1/2 of the working hours of a month/quadriweekly cycle:
Applies to Title Codes 4001 - 9726 |
Leave Code F |
|---|---|
| Years of Service | Any Years of Service |
| Vac Earned Per Hour on Pay Status | 0 |
| Aprox Vac Hours Per Quadriweekly Cycle | 0 |
| Aprox Vac Hours Per Month | 0 |
| Aprox Vac Days Per Year | 0 |
| Maximum Vac Accrual Hours | N/A |
| Sick Earned Per Hour on Pay Status | .046154 |
| Aprox Sick Hours Per Quadriweekly Cycle | 7.38 |
| Aprox Sick Hours Per Month | 8 |
| Aprox Sick Days Per Year | 12 |
Note: These tables do not apply to employees in the hospital Paid Time Off (PTO) program.
4. Manager & Senior Professional Program
The table below applies to employees appointed at 50% or more of full-time for six or more months:
Applies to Title Codes 0209 - 0799 |
Leave Code B | Leave Code C | Leave Code D |
|---|---|---|---|
| Years of Service | 0 - 5 | 5 - 10 | 10 + |
| Vac Earned Per Hour on Pay Status | .069231 | .080769 | .092308 |
| Aprox Vac Hours Per Month | 12 | 14 | 16 |
| Aprox Vac Days Per Year | 18 | 21 | 24 |
| Maximum Vac Accrual Hours | 288 | 336 | 384 |
| Sick Earned Per Hour on Pay Status | .046154 | .046154 | .046154 |
| Aprox Sick Hours Per Month | 8 | 8 | 8 |
| Aprox Sick Days Per Year | 12 | 12 | 12 |
The table below applies to employees appointed for less than 6 months at any percentage and employees appointed at less than 50% of full time for any number of months. Sick leave is accrued if on pay status at least 1/2 of the working hours of a month/quadriweekly cycle:
Applies to Title Codes 0209 - 0799 |
Leave Code F |
|---|---|
| Years of Service | Any Years of Service |
| Vac Earned Per Hour on Pay Status | 0 |
| Aprox Vac Hours Per Quadriweekly Cycle | 0 |
| Aprox Vac Hours Per Month | 0 |
| Aprox Vac Days Per Year | 0 |
| Maximum Vac Accrual Hours | N/A |
| Sick Earned Per Hour on Pay Status | .046154 |
| Aprox Sick Hours Per Quadriweekly Cycle | 7.38 |
| Aprox Sick Hours Per Month | 8 |
| Aprox Sick Days Per Year | 12 |
Note: These tables do not apply to employees in the hospital Paid Time Off (PTO) program.
5. In Administrative & Professional Staff Program (as of 6/30/96)
Staff members who were in the Administrative and Professional Staff Program as of June 30, 1996, shall continue to accrue vacation indicated on the table below until whichever event occurs first:
- a break in service of four or more months; or
- promotion to a position classified as a Manager or Senior Professional.
6. Academic and Graduate Studies Leave Accrual Codes
| Leave Code D | Leave Code E | Leave Code F | Leave Code N | |
|---|---|---|---|---|
| Vac Earned Per Hour on Pay Status | .092308 | .092308 | 0 | 0 |
| Aprox Vac Hours Per Month | 16 | 16 | 0 | 0 |
| Aprox Vac Days Per Year | 24 | 24 | 0 | 0 |
| Maximum Vac Accrual Hours | 384 | 384 | N/A | N/A |
| Sick Earned Per Hour on Pay Status | .046154 | 0 | .046154 | 0 |
| Aprox Sick Hours Per Month | 8 | 0 | 8 | 0 |
| Aprox Sick Days Per Year | 12 | 0 | 12 | 0 |
When using the table below, note that some Academic Year Appointees do not accrue vacation or sick leave or their accrual may require manual adjustments for service period accrual only. Please refer to policy in APM 710-14 for more information on the title codes impacted and APM 710-18 for the rate of accrual. Please refer to the appropriate MOU for represented employees. Use leave accrual code N for Academic Year Appointees that are not eligible for sick or vacation accrual.
Fiscal Year Appointees accrue leave as indicated on the table below. Note: No vacation is accrued if appointment is less than 6 months at any percentage of time.
| Fiscal Year Appointee Type | Vac Accrued if Appointed >= 6 Months at >=50% Time | Sick Leave Accrued if Appointment >=50% Time | Leave Code Entered in PPS | Sick Leave Accrued if Appointed < 6 Months at >=50% Time | Leave Code Entered in PPS |
|---|---|---|---|---|---|
| Fiscal Year appointed for 6 mo or more at less than 50% time or without salary in any series listed below | No | No | N | No | N |
| Professor* | Yes | No | E | No | N |
| Professor in Residence | Yes | No | E | No | N |
| Professor of Clinical ____ | Yes | No | E | No | N |
| Health Sciences Clinical Professor | Yes | No | E | No | N |
| Adjunct Professor | Yes | No | E | No | N |
| Sr./Lecturer with SOE | Yes | No | E | No | N |
| ___ in the AES* | Yes | No | E | No | N |
| Supervisor of Physical Education | Yes | No | E | No | N |
| Project Scientist** | Yes | Yes | D | Yes | F |
| Unit 18 Lecturer** | Yes | Yes | D | Yes | F |
| Supervisor of Teacher Education | Yes | No | E | No | N |
| Child Development Lecturer | Yes | No | E | No | N |
| Professional Research** | Yes | Yes | D | Yes | F |
| Specialist in Cooperative Extension* | Yes | Yes | D | Yes | F |
| Specialist** | Yes | Yes | D | Yes | F |
| Continuing Educator | Yes | Yes | D | Yes | F |
| Academic Coordinator | Yes | Yes | D | Yes | F |
| Academic Administrator | Yes | Yes | D | Yes | F |
| Librarian** | Yes | Yes | D | Yes | F |
| Assistant and Associate University Librarian* | Yes | Yes | D | Yes | F |
| Clinical Professor - Volunteers | No | No | N | No | N |
| Emeritus | No | No | N | No | N |
| Recalled Academics | No | No | N | No | N |
| Research Associate | No | No | N | No | N |
| Research Fellow | No | No | N | No | N |
| Visiting Scholar | No | No | N | No | N |
| Visiting Undergraduate | No | No | N | No | N |
| Visiting Graduate | No | No | N | No | N |
| Graduate Student Researcher | Yes | No | E | No | N |
| TA -Teaching Assistant | No | No | N | No | N |
| AI - Associate In_ | No | No | N | No | N |
| Tutor | No | No | N | No | N |
| Reader | No | No | N | No | N |
| Post Doc - Employee | No | No | N | No | N |
| Post Doc - Fellow | No | No | N | No | N |
| Post Doc - Paid Direct | No | No | N | No | N |
| Clinical Psychology Intern/ Intern-Clinical Psychology-General Campus | Yes | Yes | D | Yes | F |
| Non-Physician Clinical Trainee/ Non-Physician Clinical Trainee-General Campus | Yes | Yes | D | Yes | F |
* Denotes policy for titles in this series also applies to Visiting Appointees in the same series.
** Denotes academic titles represented by a bargaining unit.
Note: Ths chart was developed to assist in determining the appropriate leave code to enter in PPS. Refer to the appropriate Academic Personnel Manual policiesor Union contract for further information regarding vacation and sick leave.
8. Policy References and Resources
Please refer to the following for additional guidance:
- Personnel Policies for Staff Members (Policy 41 - Vacation) - UC Office of the President Personnel Policies
- Personnel Policies for Staff Members (Policy 42 - Sick Leave) - UC Office of the President Personnel Policies
- Academic Personnel Manual - Refer to the information in the "Benefits and Privileges" section
- UC - Union Contracts - Look at the vacation and/or sick leave article in the applicable union contract
- Payment of Wages Upon Termination - This Payroll web resource provides detailed instructions