Overview

The following is an overview of the available leaves governed by the State of Kansas and Wichita State University. For more information on the following types of leave, please contact the Total Rewards team at totalrewards@wichita.edu.

Leave for benefits eligible positions must be recorded in 4 or 8-hour increments for exempt employees and in .25 hour increments for non-exempt employees. The exceptions to this policy are Family and Medical Leave Act (FMLA), donor, and jury leave, which are taken in quarter hour increments by all staff, and discretionary holiday hours, which must all be taken on the same day. The provisions of the Memorandum of Agreement with the American Federation of Teachers affect some leave regulations.

Leave can be adjusted to avoid overtime liability at the employee's request. All extra hours worked in a week can be adjusted against leave time used except a legal/official holiday, discretionary holiday, donor leave or jury duty. Leave times that can be adjusted are military leave, sick leave, vacation leave, funeral leave, and compensatory time taken.

Leave is transferred when an employee separates from one state agency and is appointed to another state agency on the following work day; the employee's discretionary day, accumulated vacation, and/or sick leave shall be transferred with the employee. If the employee has any compensatory time credits at the time of transfer, he/she will be paid for such credits by the agency from which he/she is transferring.

Types of Leave


Disaster Service Volunteer Leave

Disaster service volunteer leave is leave with pay that may be authorized for an employee who is a certified disaster service volunteer of the American Red Cross, and is requested by the American Red Cross to provide disaster services. The leave should not exceed twenty working days in the twelve month period that starts the first day the leave was used. The employee is not considered to be an employee of the state for the purposes of Workers' Compensation or the Kansas Tort Claims Act while on disaster service volunteer leave.

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Discretionary Day

Employees who accrue vacation leave shall be entitled to a discretionary holiday each year, if authorized by the governor, to be taken at their discretion subject to the advanced approval of the individual's supervisor. To be eligible for a discretionary holiday, the employee must have been in benefits eligible status for at least six months. All eligible employees shall receive hours equal to the number of hours regularly scheduled to work for a discretionary holiday (e.g. if the employee is regularly scheduled to work eight (8) hours on the day the discretionary holiday is taken, the employee will receive 8 hours of pay for that day; if the employee is regularly scheduled to work five (5) hours on the day the discretionary holiday is taken, the employee will receive 5 hours of pay for that day). All hours for a discretionary holiday shall be taken on the same day and in no case will an employee earn more than one discretionary holiday in a calendar year. Employees will not be paid for the discretionary holiday in lieu of taking the time off, and balances cannot be carried forward to the next calendar year. Therefore, the holiday must be taken between the beginning of the first pay period and the end of the last pay period of the calendar year in which it was awarded or it will be forfeited.

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Donor Leave

University employees will be granted leave with pay for recovery time away from work when they have chosen to donate organs, tissue, bone marrow, blood or blood products. Donor leave may not be used to care for family members who are donors. Employees may receive up to 30 working days of paid leave for recovery from an organ or tissue donation procedure, up to seven working days of paid leave following the donation of bone marrow, up to 1.5 hours of paid leave every four months for the donation of blood and up to three hours of paid leave every four months for the donation of blood platelets or other approved blood products. Donor leave is recorded for the exact number of hours used in quarter hour increments.

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Education Release Time

The release of an employee to attend University classes during regular work hours is subject to the requirements of the employee's department. Release time may be granted to regular and probationary employees (full-time or part-time) to take one course per semester. Makeup time is not required for academic classes related to job duties or as preparation for promotion within the University. Release time for classes unrelated to the employee's job or performance must be unpaid, made up or charged to vacation leave with supervisor's approval. Human Resources informs and counsels departments regarding the education release time policy.

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Faculty Sabbatical Leave

Sabbatical Leave is an approved leave of absence with full or partial pay for a full-time faculty member on a regular appointment who has served continuously for a period of six years or longer. See Section 5.05 of the WSU Policies and Procedures Manual for more information.

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Funeral Leave

Reasonable leave with pay may be granted to employees by the departmental budget officer for the purpose of attending the funeral of any member of the employee's or their spouse's immediate family. The term "immediate family," as used here, includes spouse, parents, grandparents, children, grandchildren, brothers, sisters, aunts, uncles, nieces, nephews, or those of similar close relationship by blood, marriage, or adoption. "Reasonable leave" will generally be interpreted as one to six days, depending on the relationship of the deceased to the employee and the travel required.

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Holidays

Holiday Schedule

Kansas Board of Regents institutions shall observe the following paid holidays:

New Year's Day Labor Day
Martin Luther King Day Veterans Day*
Memorial Day Thanksgiving Day
Independence Day Christmas Day

Additional days may be authorized by the Governor in a particular year (e.g. day after Thanksgiving or Christmas Eve). If authorized by the Governor, these additional days will be considered legal holidays. Otherwise, they will be considered officially observed holidays as applicable.

Paid Holiday Time:

Even if regularly scheduled to work a non-standard workweek (i.e. Tuesday-Sunday instead of Monday-Friday), all full-time benefits-eligible University Support Staff, unclassified professional, and annual faculty/academic employees will receive the same number of holidays in a calendar a year. All part-time benefits-eligible employees in regular positions shall receive paid holiday hours equal to the number of hours regularly scheduled to work on a designated holiday (e.g. if the employee is regularly scheduled to work five (5) hours on the day the holiday is observed, the employee will receive 5 hours of holiday pay for that day). Part-time employees (including temporary employees) who work an irregular schedule shall not receive holiday credit but shall be paid at the one and one half (1.5) hour rate for those hours worked on the holiday.

An employee must be in full pay status the entire workday before and the entire work day after the holiday in order to receive the holiday credit. When an official holiday falls on a Saturday, it will be observed on the preceding Friday. When an official holiday falls on a Sunday, it will be observed on the following Monday.

Eligibility for Holiday Compensatory Time:

University offices are closed for the majority of legal and officially observed holidays, and most employees are not required to work unless they provide essential services. However, it is recognized that the functions of certain offices will require some personnel to be on duty during holidays.

All benefits-eligible University Support Staff and unclassified non-exempt employees who work on a legal or officially observed holiday will receive compensatory time or holiday compensation at one and one-half (1.5) hours for each hour worked. Holiday compensatory time may be used, accrued or paid as authorized.

Annual faculty/academic staff and unclassified exempt employees who are required by their supervisor/manager to work on any observed holiday shall be afforded equivalent time off at a later date. Otherwise, they do not earn holiday compensatory time for working on a holiday.

If an eligible full-time employee is required to work on two consecutive holidays (one legal and one officially observed) during his or her normal work week, the employee shall receive the appropriate holiday credit for only one of the two days, the day on which the employee worked the greater number of hours in accordance with existing State of Kansas regulations. When Thanksgiving and the following day are both legal holidays, the employee shall receive 1.5 hours for each hour worked for both days.

*On the Veterans Day holiday, classes are in session so University offices are required to remain open. Specifically for this holiday, if annual faculty/academic staff and unclassified professional exempt employees are required to work on the designated day as determined by their supervisor/manager, they will receive equivalent time off (i.e. at the rate of one hour for every hour worked) that will accrue in a separate Veterans Holiday bank. There is no guideline concerning when these accrued Veterans Day hours must be used. However, if possible, it is recommended that employees work with their supervisor/manager to schedule time to take the accrued hours within twelve (12) months of earning them. As with other types of accrued leave, exempt employees must take the accrued Veterans Day time in four (4) or eight (8) hour increments. When reporting the time on their leave report, exempt employees will record the hours under the Veterans Holiday leave code.

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Inclement Weather

During a Declaration of Inclement Weather, employees in nonessential operations may be released by their supervisor and are to be granted leave with pay. Those non-exempt employees who are in essential operations and are required to work either some or their entire regular shift during a Declaration of Inclement Weather will be granted Inclement Weather Pay. Inclement Weather Pay is equivalent to being paid regular pay for the entire scheduled shift in addition to the employee’s regular pay for actual hours worked during the declaration of inclement weather. Exempt employees are not eligible for additional pay. Employees on leave with pay during inclement weather will continue using their accumulated leave.

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Jury Duty

A benefits-eligible employee may be granted leave with pay for any of the following reasons:

•Required jury duty.
•Required appearance before a court.
•On behalf of and the request of the University to appear before a legislative committee or other public body.
•To comply with a subpoena as a witness before the Kansas Human Rights Commission, the United States Equal Opportunity Commission, or a court if the budget officer and budget review officer consider granting of leave with pay to be in the best interest of the University.

When an employee travels in a state vehicle for a required appearance before a court, or a legislative committee, or other public body, the employee shall turn over to the state any mileage expense payments received. Each employee granted leave who receives pay or fees for a required appearance, excluding jury duty, shall turn over to the state the pay or fees in excess of $50. The employee may retain any amount paid to the employee for expenses in traveling to and from the place of the jury duty or required appearance. Leave with pay may not be granted when an employee is called as a witness on the employee’s behalf in an action in which the employee is a party or voluntarily seeks to testify as a witness against a state agency.

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Leave Without Pay

An employee may be granted leave without pay when it is judged to be in the best interest of the University. Employees who hold a 12-month appointment may be required to use accrued vacation leave and, if appropriate, accrued sick leave before approval of leave without pay. Employees may be granted leave without pay, up to three years, by the divisional vice president when such leave is judged by the President to be in the best interest of the University. An extension of leave without pay beyond three years requires approval of the Kansas Board of Regents. No leave may be granted to any employee who has accepted a permanent position with another postsecondary education institution. Leaves without pay will not be regarded as a break in service. However, such leave will not count towards the earning of sabbatical leave, nor will other than a scholarly leave, count toward the tenured probationary period. Scholarly leave will count toward the tenured probationary period, unless the employee and the University agree in writing to the contrary at the time the leave is granted. An employee can be placed on leave without pay for unauthorized leave or for disciplinary purposes, in lieu of using accumulated leave, at the written request of the supervisor and the approval of the divisional vice president and the Offices of Equal Opportunity and Human Resources. During the leave of absence without pay, an employee’s eligibility for health insurance shall be determined by and be in accordance with the policies, rules and regulations of the State Employees Health Insurance Plan (SEHP).

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Maternity/Paternity Leave

Maternity/paternity leave is accumulated leave taken with and/or without pay for childbirth, the adoption of a child by an employee, or initial placement of a foster child in the home of an employee. See the FMLA section of the website for specific information about eligibility and benefits under the Family and Medical Leave Act.

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Military Leave

Each employee in a regular position who is a member of a reserve component of the military service of the United States or National Guard shall be granted a maximum of 30 working days (240 hours) of military leave with pay for active duty within each 12-month period beginning October 1 and ending September 30 of the following year. Active duty in excess of 30 working days within the 12-month period shall be charged to military leave without pay or, at the employee’s request, to appropriate accrued leave. A copy of orders must be attached to exception report in the department files and a copy submitted to Office of Human Resources for filing in personnel file.

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Sick Leave

Sick leave is accumulated paid leave allowed for illness, doctor appointments and disability of an employee or employee's immediate family member. Immediate family includes persons related to them by blood, marriage or adoption, and minors residing in their home as a result of court proceedings pursuant to the Kansas code for care of children or the Kansas juvenile offender’s code. After the first three days, Family and Medical Leave Act (FMLA) requirements limit coverage to employee, spouse, children and parents. Also see the FMLA section of the website.

Each probationary, provisional, and regular employee earns sick leave beginning with their first day of employment. Leave earned during a pay period cannot be used until the first day of the following pay period. Non-exempt employees use sick leave in .25 hour increments and exempt employees use in 4-hour increments. All full-time benefits-eligible employees will accrue 3.7 hours of sick leave per pay period with no maximum accrual. When an employee is not in pay status an entire pay period, leave is calculated on a pro rata basis of their regular schedule. No sick leave will be earned for periods when an employee is on leave without pay. If upon retirement, or upon termination of employment when retirement eligible, accrued sick leave is paid to eligible employees as follows:

• After 8 or more years of service and 800 hours accrued, 240 hours (30 days) paid.
• After 15 or more years of service and 1000 hours accrued, 360 hours (45 days) paid.
• After 25 or more years of service and 1200 hours accrued, 480 hours (60 days) paid.

Benefits Eligible Exempt Sick Leave Earnings

Hours in Pay Status per Pay Period Hours Earned per Pay Period
< 1 0.0
> 1 3.7

Benefits Eligible Non-exempt Sick Leave Earnings

Hours in Pay Status per Pay Period Hours Earned per Pay Period
0 - 7 0.0
8 - 15 0.4
16 - 23 0.8
24 - 31 1.2
32 - 39 1.6
40 - 47 2.0
48 - 55 2.4
56 - 63 2.8
64 - 71 3.2
72 - 79 3.6
80+ 3.7

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Vacation Leave

Vacation leave is the use of accumulated paid leave with prior approval of the supervisor. Employees earn vacation leave for hours worked in pay status. Vacation leave is credited to the employee each biweekly pay period and can be used in 4 or 8-hour increments for exempt employees and in .25 increments by non-exempt employees. Leave earned during a pay period cannot be used until the first day of the following pay period. When an employee is not in pay status for an entire payroll period the earned vacation accrual will be calculated proportionately. Overtime worked and additional payments for holidays worked are not counted in determining vacation leave earned. Employees who become ill while on vacation may use accumulated sick leave. Benefits eligible employees will earn 6.77 hours of vacation leave per each 80 hours in pay status. Part-time employees' vacation earnings are prorated by number of hours in pay status. No vacation leave will be earned when an employee is on leave without pay.

Vacation leave should be arranged in advance with the approval of the employee's supervisor/budge officer. It should be recognized that utilization of accrued vacation time benefits the employee and the University. Supervisors and budget officers are encouraged to accommodate and facilitate reasonable requests for vacation leave. Subject to University needs, no employee should go longer than 12 months without taking vacation leave.

Maximum vacation leave payout upon resignation/retirement for University Support Staff employees is based on their years of service. (Also see Resignation/Retirement.) Unclassified employees may receive, upon termination from employment or upon moving from a position earning vacation leave to a faculty position for less than 12 months, payment for no more than 176 hours of vacation leave. At retirement, or at termination of employment when retirement eligible (age 55 to 59 must have at least ten years of service in a benefits-eligible position at a Regents institution), an unclassified employee may receive payment for up to 240 hours of vacation leave per Board of Regents policy.

  • University Support Staff probationary and regular employees who are eligible to earn vacation leave may accumulate a maximum of 304 vacation hours. If employee's balance is at the maximum, they will no longer earn vacation hours. Leave earned during a pay period cannot be used until the first day of the following pay period.
  • Unclassified Professional Staff who have a 12 month appointment earn vacation leave. Leave earned during a pay period cannot be used until the first day of the following pay period. The maximum vacation earned is 176.00 hours (22 days) per fiscal year and the maximum balance to carry is 304.00 hours (38 days).

Benefits Eligible Exempt Vacation Leave Earnings (9/10-month faculty do not earn vacation leave)

Appointment FTE Hours Earned per Pay Period
.50 - .74 5.08
.75 - 1.00 6.77
Maximum Accumulation Equivalent to 304 hours

Benefits Eligible Non-exempt Vacation Leave Earnings

Hours in Pay Status per Pay Period Hours Earned per Pay Period
0 - 9 0.0
10 - 19 0.85
20 - 29 1.70
30 - 39 2.54
40 - 49 3.39
50 - 59 4.24
60 - 69 5.08
70 - 79 5.93
80 - 89 6.77
Maximum of Accumulation of Hours 304


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Voting

Department supervisors are required to excuse an employee with pay for up to two hours for voting purposes, provided the polls are open less than two hours during the period before or less than two hours during the period after the employee's scheduled work hours. (K.S.A. 25-418)

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Who to Contact

Total Rewards Team
totalrewards@wichita.edu
Human Resources Logo

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SME: CB

Reviewed: 07/17/2018 HB

Updated: 07/18/2018 CB