DHRM Policy 4.10 - Annual Leave
Annual Leave Use
Annual leave is intended to be used as time off for vacations and other personal reasons. It may also be used for absences in excess of the credits available for other kinds of leave.
All accrued sick and annual leave is not available for use until the first day of the following pay period after it is accrued. No leave of absence with pay shall be granted in anticipation of future leave accruals or allotments.
Annual Leave Accrual Rates
Employees are credited with annual leave at the end of each completed pay period of service. Pay periods are the 10th through the 24th and the 25th through the 9th of the following month.
- Full-time classified employees to accrue annual leave at rates that correlate to the employees' years of service.
- Part-time classified employees receive annual leave on a prorated basis.
The following chart shows the number of hours accrued and the maximum accrual rates (for full-time classified employees) based on years of service:
|Years of Service||Hours Earned Per Pay Period||Maximum Carryover Limit||Maximum Payment Limit|
|up to 5 years||4 hours||192 hours||192 hours|
|5 through 9 years||5 hours||240 hours||240 hours|
|10 through 14 years 6 hours||6 hours||288 hours||288 hours|
|15 through 19 years||7 hours||336 hours||288 hours|
|20 through 24 years||8 hours||384 hours||336 hours|
|25 years and more||9 hours||432 hours||336 hours|
Annual leave balances may be carried over up to maximum accrual rates. The 12-month period that the carry over is based on is January 10 through January 9.
Annual leave credit is NOT earned during the pay period when:
- an employee is on unauthorized leave for any part of the pay period;
- an employee is on suspension without pay for any part of the pay period;
- an employee is on leave without pay for any part of the pay period;
- an employee is hired after the first day of the pay period;
- an employee has insufficient leave balances to cover an absence;
- an employee has been absent for 90 consecutive calendar days, regardless of the type of leave to which the absence is charged.
Leave Availability & Approval
- All leave time must be earned or allotted before it can be used by the employee. No use of annual leave can be approved in anticipation of future leave accruals or allotments.
- 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.
- 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. 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.
When employees separate from state service, they will be paid for any unused annual leave, up to the maximum payment limits.