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WVU-HR-2 Annual Leave Policy


To outline the means by which West Virginia University employees accrue and are able to use annual leave in accordance with West Virginia Board of Trustees Series 35, West Virginia Board of Trustees Classified Employee Handbook, and WV Code 12-3-13.


This policy applies to University full time regular classified and non-classified employees, and faculty or FE/AP employees with 12-month contracts, including those on the regional campuses.


Employees must be in an active payroll status and work the majority of the month in order to accrue annual leave. Annual leave may not be accumulated beyond one year’s maximum accrual without the prior written authorization of the President’s designee. Accrual rates vary according to occupational category and years of service. Annual leave is prorated according to the employee’s full time equivalency (FTE).

An employee may not use annual leave before it has been earned. Use of annual leave requires prior approval of the employee’s immediate supervisor, consistent with departmental guidelines. Annual leave is to be scheduled consistent with the operational needs of the unit. Annual leave may be scheduled without the specific request of the employee if operationally warranted. Supervisors will consider seniority when arranging and approving vacation schedules or requests.

Upon termination of employment an employee may opt to be paid a lump sum amount for any accrued and unused annual leave, or may remain on payroll until accrued annual leave is exhausted. Upon retirement, employees meeting the criteria established by the plan administrators (PEIA), may elect to have any unused annual leave applied as a credit toward the premium for the West Virginia Public Employees Insurance Plan. In the event of an employee’s death, any accumulated annual leave will be credited to the employee’s estate.


Additional information regarding this policy can be obtained from the Annual Leave procedure.


The supervisor is responsible for verifying that an employee’s annual leave accumulation, usage, and changes in accrual rate are accurate and comply with University policy. The Benefits Unit in the Department of Human Resources, at 293-5700, is available to assist persons seeking information on annual leave accumulation and changes in the accrual rate. The Employee Relations Unit in the Department of Human Resources, at 293-4808 or at P.O. Box 6640, is available to assist persons seeking information on annual leave usage.


The responsibility for interpretation of this policy rests with the Director of Human Resources, West Virginia University.

EFFECTIVE DATE: September 10, 1998
APPROVED BY: Scott C. Kelley, Vice President