Leave Accrual for Norman Programs

Employment Category Years of Service  Biweekly Paid Accrual Per Hour Monthly Paid Accrual Per Month Annual Accrual Maximum Accrual
Executive Officers, Administrative Officers, and 12-Month Faculty Each year 0.1269 22 hours  33 days
(264 hours)
42 days
(336 hours)
 All Other Staff  1st-5th year
(0-60 months)
0.1038  18 hours 27 days
(216 hours)
 42 days
(336 hours)
   6th-10th year
(61-120 months)
0.1154  20 hours 30 days
(240 hours)
42 days
(336 hours)
   11 or more years
(121+ months)
0.1269 22 hours 33 days
(264 hours)
42 days
(336 hours)

Leave accrual is pro-rated based on the employee's FTE (see below). For more information, please contact your campus Human Resources office. 

Accrued hours over the maximum accrual (336 hours) will be moved to an employee's Extended Sick Leave balance.

Leave Accrual Guidelines

Accrual Rates by FTE

Salaried Employees

Accrual rates for salaried employees are prorated based on FTE as described below. Paid leave does not accrue during leave without pay or Extended Sick Leave.

FTE and Multiplier for Leave

.50 - .59 FTE multiply the rate by .5
.60 - .74 FTE multiply the rate by .75
.75 - 1.0 FTE multiply the rate by 1.0

Example:
A 12-month salaried employee in their third year of employment with .60 FTE would accrue 13.5 hours of paid leave for each full month worked.

Calculation: 18 hours (accrual for 3 year employee with 1.00 FTE)  x .74 = 13.5 hours accrued

Hourly Employees

Hourly employees accrue paid leave per hour paid. This includes regular hours worked, paid leave, and holidays, but excludes Extended Sick Leave and overtime hours.

Terminating or Retiring

Termination: Employees are paid their leave balances up to their annual accrual amount. Employees appointed to grants and contracts accounts will not be paid for accrued leave upon termination unless the grant or contract contains sufficient funds to pay for accrued leave. 

Salaried employees terminating on the 15th of the month or before will not accumulate any leave for that month. Those terminating after the 15th of the month will accumulate a full month’s worth of leave.

Hourly employees receive paid leave accrual on the hours they are paid for.

Extended Sick Leave balances are not paid out upon termination.

Retiring: Employees are paid their full leave balances up to the maximum accrual amount; except that employees appointed to grants and contracts accounts will not be paid for accrued leave upon termination unless the grant or contract contains sufficient funds to pay for accrued leave. Extended Sick Leave balances are not paid out upon retirement.

New Employees

New salaried employees hired on the 15th of the month or before will accumulate a full month’s leave. Monthly-paid employees hired after the 15th of the month will not accumulate any leave for that initial month.

New hourly employees receive paid leave accrual per hour they are paid for.

Accrual Rate Increases

When an employee’s years of service move them to the next accrual level, the employee will receive the higher accrual rate beginning the next pay period.

Example:
A monthly paid employee beginning their sixth year (61st month) of employment with an anniversary date of March 10 would receive an accrual rate of 20 (instead of 18) for the month of April.

9-Month Faculty

Faculty appointed to 9-month positions* accrue 96 hours (12 days) of extended sick leave per year. There is no maximum accrual amount for full-time faculty members with the rank of instructor or above who hold continuous appointments.

9-month faculty do not accrue other paid leave. Absences of 9-month faculty for reasons other than personal illness will be charged as leave without pay.

HSC Faculty Handbook: Extended Sick Leave Policy for Nine- and Ten-month Faculty, Section 6.4.3
Norman Faculty Handbook: Extended Sick Leave Policy for Nine-Month Faculty, Section 3.21.4

*HSC programs may also rarely have faculty appointed to 10-month positions. In those cases, policies for 9-month faculty also apply to 10-month faculty. 

Employees on Grants or Contracts

Employees appointed to grants and contracts accounts are expected to use all earned paid leave time during the specified period of their appointment unless:

  • the grant or contract contains sufficient funds to pay accumulated leave time upon termination or
  • the employee is transferring to a department that is willing to accept the accrued leave.