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Classified Leave

Classified Leave Types & Application

Leave policies and procedures for classified employees comply with the provisions of the Policies and Procedures Manual issued by the Commonwealth of Virginia Department of Human Resource Management. These leave policies summarized below allow classified employees to take paid and unpaid leave for a variety of reasons.















Use of Leave

Full-time classified employees accrue certain types of leave at the end of the pay period of service. Any type of accrued leave is not available for use until the first day of the following pay period after it is credited. No leave can be granted in anticipation of future leave accruals or allotments.

Part-time classified employees accrue leave on a prorated basis for each pay period of service. Part-time classified employees are also eligible for prorated school assistance & volunteer service leave, administrative leave, and workers' compensation leave. All the same policy and record keeping requirements apply for part-time classified employees as full-time employees.

All leave (except Recognition Leave) is entered online in the Banner Web Time Entry System (WTE), where ODU employees can electronically log and submit their hours worked and leave taken for approval. Employees can access Banner and their timesheets via the LeoOnline portal (login with MIDAS ID).

All leave must be earned before it can be used. As far as practicable, a leave of absence with pay will be granted at the time requested by the employee. Leave shall be requested in advance and is subject to the needs of the department. Where the need for or time of an absence cannot be anticipated (i.e. illness) and where conditions warrant, the supervisor may approve leave after an absence.

Please see University Policy 6040: Classified Leave Reporting Procedures.

  • Leave should be requested in advance whenever possible. As far as practicable, a leave of absence with pay will be granted at the time requested by the employee. Leave shall be requested in advance and is subject to the needs of the department. Where the need for or time of an absence cannot be anticipated (i.e. illness) and where conditions warrant, the supervisor may approve leave after an absence.
  • Avoid improper authorization of leave. Payment for leave is an expenditure of state funds and employee leave records are subject to audit. No person shall receive pay for any leave taken in any pay period in which there was not sufficient accumulated leaves to cover the absence. Employees who do not have adequate leave balances to cover necessary absences typically are placed on leave without pay. Improper authorizations of leave may result in a financial obligation to the supervisor authorizing such leave.

Please see the Work Time & Leave page for more information for supervisors approving employee leave.

All leave transactions are processed in the Banner Payroll system. The system processes leave in accordance with the state's leave policies and procedures. Banner provides management with leave reports and provides an audit trail of all actions which affect each employee's leave balances. Leave record keeping is done online and must be submitted each pay period. The same record keeping requirements apply for both full-time and part-time classified employees.

FROM

TO

Reporting Increment

0 Minutes

2 minutes, 59 seconds

Disregard

3 Minutes

8 minutes, 59 seconds

.10

9 Minutes

14 minutes, 59 seconds

.20

15 Minutes

20 minutes, 59 seconds

.30

21 Minutes

26 minutes, 59 seconds

.40

27 Minutes

32 minutes, 59 seconds

.50

33 Minutes

38 minutes, 59 seconds

.60

39 Minutes

44 minutes, 59 seconds

.70

45 Minutes

50 minutes, 59 seconds

.80

51 Minutes

56 minutes, 59 records

.90

57 Minutes

60 Minutes

One Hour





Quick Reference Leave Guide
Leave Management Manual
Leave Reporting Procedures



Office of Finance



  Virginia DHRM Classified Leave Policies


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