Winston-Salem State University recognizes that it is important for employees to have time away from work. In this section you will find the University’s brief description of our leave programs and policies, including annual leave, sick leave, community service, holiday, adverse weather, compensatory leave, and much more! Please reference your leave policies under your employee classification as delineated below. Your leave balances can be found on Banner Rams Online View Leave Balances . If you have any questions regarding leave policies or procedures, please contact Human Resources at hrdept@wssu.edu or 336-750-2830.
Employee Type Specific Leave
Vacation and Sick Leave
Vacation leave is credited to employees who are in pay status (working, on paid leave or on worker's compensation leave) for one-half or more of the regularly scheduled work days and holidays in the pay period. Full-time permanent, probationary, trainee and time-limited employees are eligible for sick leave at the rate of 8 hours per month (96 hours per year).
Full-time, permanent, probationary, trainee and time-limited employees are granted leave based on the length of total State service as shown in Table I: Vacation Leave Credits. (Permanent part-time employees who work half-time or more are granted prorated leave.)
Note: Vacation leave in excess of 240 hours (prorated for permanent part-time employees) on December 31 of each year shall be converted to sick leave.
This chart reflects accrual rates as of January 1, 2011.
| Years of Total State Service |
Hours Accrued Each Month |
Hours Accrued Each Year | Days Accrued Each Year | |
|---|---|---|---|---|
|
Less than 5 years |
9 hrs. 20 min. |
112 |
14 |
|
|
5 but less than 10 years |
11 hrs. 20 min. |
136 |
17 |
|
|
10 but less than 15 years |
13 hrs. 20 min. |
160 |
20 |
|
|
15 but less than 20 years |
15 hrs. 20 min. |
184 |
23 |
|
|
20 years or more |
17 hrs. 20 min. |
208 |
26 |
|
Hours of Work and Overtime Compensation
The payment of premium time and one-half rates in form of monetary compensation or time off is required for hours worked in excess of 40 within a week, with exception of those considered exempt.
No SHRA employee whose position is designated as exempt under the Fair Labor Standards Act from overtime compensatory provisions shall be paid overtime.
Vacation and Sick Leave (EHRA Non-Faculty)
EHRA Non-Faculty Employees are entitled to 24 days of vacation leave and 12 days of sick leave per calendar year. The amount of annual leave is adjusted proportionately for part-time employees in covered positions who work half-time (50% FTE) or more. Leave shall be earned on a monthly basis. The monthly earnings amount is equal to one-twelfth (1/12) of the annual leave accrual rate for each month the employee works or is on an approved leave with pay at least half the working days of the month.
The Chancellor, Provost, Deans and Directors of major centers who are classified as EHRA Non-Faculty, Tier 1 Senior Academic and Administrative Officers are entitled to 26 days of vacation leave and 12 days of sick leave per calendar year.
Vacation and Sick Leave
Eleven/Twelve-month faculty is entitled to 24 days of vacation leave and 12 days of sick leave per calendar year. The amount of annual leave is adjusted proportionately for part-time faculty members in covered positions who work half time (50% FTE) or more. Leave is earned on a monthly basis. The monthly earnings amount is equal to one-twelfth (1/12) of the annual leave accrual rate for each month the faculty member works or is on an approved leave with pay at least half the working days of the month.
Note: Nine/Ten-month faculty do not accrue vacation or sick leave.
Faculty Serious Illness
Faculty members eligible for leave are those who do not accrue sick leave and are eligible to participate in the N.C. Teachers’ and State Employees’ Retirement System or the UNC Optional Retirement Program.
The duration of leave includes a minimum of 60 calendar days of paid leave within a single academic semester, up to a maximum of one academic semester.
Serious Illness Policy - WSSU | Serious Illness Policy - UNC | Serious Illness Guidelines
Other Forms of Leave
As of January 1, 2020 Winston-Salem State University offers a Paid Parental Leave (PPL) benefit that provides eligible employees dedicated leave time to care for and bond with a newborn or a newly-placed child, under the age of 18, by adoption, foster care placement, or other legal placement.
Emergency Paid Sick Leave (EPSL)
ELIGIBILITY
All types of University employees (full-time, part-time, and temporary, including student employees) are eligible for the immediate use of paid EPSL for qualifying reasons. There is no length of service requirement for this benefit. However, EPSL is available only through Dec. 31, 2020.
LEAVE BENEFIT
EPSL provides up to 80 hours (prorated for part-time) of paid leave to eligible employees for the following reasons:
- The employee is subject to a government-ordered quarantine or isolation order related to COVID-19;
- The employee has been advised by a health care provider to self-quarantine due to concerns related to COVID-19;
- The employee is experiencing COVID-19 symptoms and is seeking medical diagnosis;
- The employee is caring for an individual who is subject to a government-ordered quarantine or a health care provider’s recommendation to self-quarantine;
- The employee is caring for a child whose school or place of care has been closed due to COVID-19, or the child’s regular child care provider is unavailable due to COVID-19; or
- The “employee is experiencing any other substantially similar condition specified by the Secretary of Health and Human Services in consultation with the Secretary of the Treasury and the Secretary of Labor”.
ADDITIONAL EPSL PROVISIONS
- If the employee is unable to work for reasons (1) through (3), EPSL provides paid sick leave at the employee’s regular rate (or at the applicable minimum wage, whichever is greater), up to $511 per day or $5,110 in total.
- If the employee is unable to work for reasons (4) through (6), EPSL provides paid sick leave at two-thirds of the employee’s regular rate of pay, up to $200 per day or $2,000 in total.
- EPSL is continuous and cannot be taken intermittently.
- EPSL is counted separately from a permanent employee’s normally accrued sick leave.
EXPANDED FAMILY MEDICAL LEAVE (EFML)
ELIGIBILITY
All types of employees (full-time, part-time, and temporary, including student employees) who have been employed by the University for at least 30 calendar days immediately prior to the day the leave would begin are eligible to receive EFML.
LEAVE BENEFIT
Maximum benefit of 12 weeks or 480 hours if taken intermittently (prorated for part-time employees). The first 80 hours of EFML are unpaid. The remaining 400 hours of EFML are paid at two-thirds of the employee’s pay, up to $200 daily and $10,000 total, if the employee is unable to work, including unable to telework, because the employee needs to care for their “son or daughter” whose school or place of care is closed (or child care provider is unavailable) due to COVID-19-related reasons.
ADDITIONAL EFML PROVISIONS
The first 80 hours (pro-rated for part-time employees) of EFML are unpaid. Employees may use EPSL, if available, to cover the first two weeks of EFML or use other available accrued personal leave or paid time off. EFML may be used intermittently. Employees should discuss their proposed work schedules with their supervisor. EFML is an expansion of the benefits provided under the traditional Family and Medical leave Act (FMLA). EFML does not extend the total number of weeks of FMLA leave an eligible employee may use within a 12-month period. Employees who previously exhausted their 12-week entitlement under the traditional FMLA do not qualify for EFML.
CALCULATING THE REGULAR RATE
For FLSA non-exempt employees, an employee’s pay rate for EPSL and EFML is the average regular rate, as defined in the federal Fair Labor Standards Act (FLSA), for each full workweek in which the employee has been employed over the six-month period immediately prior to the day the leave would begin; or, the entire period of employment if not employed for at least six months. For FLSA exempt employees, an employee’s pay rate is the hourly rate of the employee’s annual salary.
INTERACTIONS WITH COVID-19 LEAVE PROVISIONS
*Effective August 1, 2020 Until Revised or Rescinded*
Emergency Paid Sick Leave (EPSL) taken for reasons 4 – 6 is capped at two-thirds of the employee’s regular rate of pay, up to $200 per day, as is Expanded Family Medical Leave (EFML). If needed, the University will supplement the pay of employees who exceed the FFCRA daily rate caps with COVID-19 Paid Administrative Leave (PAL) to bring the employee to two-thirds pay.* The employee is responsible for further supplementing the difference between their normal pay and what is covered by the combination of FFCRA and PAL by using their own accrued leave and/or other accrued paid time off.
Once FFCRA leave is exhausted, employees must use their accrued leave or accrued paid time off for hours not worked due to the FFCRA reasons listed above; however, once an employee has exhausted all accrued leave and paid time off, absences due to reasons outlined in the FFCRA to qualify for EPSL Reasons 1 – 3 (subject to quarantine/isolation order, advised to self-quarantine, or experiencing COVID-19 symptoms and awaiting a diagnosis), will receive COVID-19 paid administrative leave at 100% of the employee’s pay, up to 160 hours through Dec. 31, 2020.
July 1-31, 2020
Once FFCRA leave is exhausted, employees may receive COVID-19 paid administrative leave at one-third of the employee’s pay for scheduled hours they cannot work due to the reason outlined in the FFCRA to qualify for Emergency Paid Sick Leave (EPSL) and/or Expanded Family and Medical Leave (EFML).
In addition, once an employee has exhausted all of their accrued leave and paid time off, absences due to reasons outlined in the FFCRA to qualify for EPSL Reasons 1 – 3 (subject to quarantine/isolation order, advised to self-quarantine, or experiencing COVID-19 symptoms and awaiting a diagnosis), will receive COVID-19 paid administrative leave at 100% of the employee’s pay, up to 160 hours.
June 1-30, 2020
If needed, the University will supplement the pay of employees who exceed the FFCRA daily rate caps with COVID-19 Paid Administrative Leave (PAL) to bring the employee to two-thirds pay.* The employee is responsible for further supplementing the difference between their normal pay and what is covered by the combination of FFCRA and PAL by using their own accrued leave and/or other accrued paid time off.
Example: Two-thirds pay (FFCRA + PAL*) + One-third pay (accrued leave) = 100% pay
Employees who need leave for Reasons 4 – 6 under the FFCRA must use available accrued leave or other paid time to supplement the two-thirds pay provided by FFCRA leave (plus PAL, if applicable) to maintain full compensation.
Example: Two-thirds pay (FFCRA) + One-third pay (accrued leave/paid time off) = 100% pay
May 1-31, 2020
If needed, the University will supplement the pay of employees receiving FFCRA benefits with COVID-19 Paid Administrative Leave (PAL) so that they receive full pay without drawing on other available accrued leave balances.
Example: Two-thirds pay (FFCRA) + One-third pay (PAL) = 100% pay
HOW TO APPLY FOR FFCRA LEAVE
- Notify your supervisor that you are unable to work/telework due to a qualifying reason under the Families First Coronavirus Response Act (FFCRA).
- Complete the Families First Coronavirus Response Act (FFCRA) Request Form. Please note, incomplete forms will not be processed.
- Submit the FFCRA form to the Office of Human Resources by either emailing the form to hrdept@wssu.edu. The Benefits & Leave Administration unit will review your request form and communicate with you and your department regarding the status of your request for FFCRA leave. Should you have any questions about your request, you may call the Benefits & Leave Administration unit at (336) 750-8727 or email us at hrdept@wssu.edu.
TIME/PAY ENTRY
Employees will need to coordinate with their Supervisor/Leave Approver proper record keeping and reporting of these hours for payment, for this leave to roll into Payroll for proper payment. Supervisors/Leave Approvers: The FFCRA and Paid Administrative Leave Calculator will tell you what pay codes to use and what amounts to enter onto Banner Online Leave Reports for employees who have been approved for FFCRA leave and COVID-19 paid administrative leave.
CONTACT
For questions about the Families First Coronavirus Response Act (FFCRA), please call the Benefits & Leave Department at (336) 750-8727 or hrdept@wssu.edu.
Families First Coronavirus Response Act (FFCRA)
- The federal Families First Coronavirus Response Act (FFCRA) provides Emergency Paid Sick Leave (EPSL) and Expanded Family Medical Leave (EFML) from April 1, 2020 through Dec. 31, 2020. UNC-Chapel Hill implemented the FFCRA policy effective May 1, 2020. FFCRA benefits only apply when employees have work available but cannot work or telework due to Reasons 1 – 6 under the FFCRA (see table below). If an employee is eligible for the FFCRA leave benefits, FFCRA leave must be applied before any of type of leave. Employees who were on other pre-approved leave or are unavailable for reasons other than provided above must use available and applicable leave types, e.g. vacation leave, parental leave, bonus leave, compensatory time, or take leave without pay.
- As permitted by the FFCRA, the University has made the decision to exempt UNC-Chapel Hill School of Medicine employees, under the “health care providers” exemption, and certain other groups of designated employees, under the “emergency responders” exemption, from both EPSL and EFML provisions because their skills and services are deemed critically necessary to fulfill the University’s mission in combating the COVID-19 pandemic at this crucial time.
| QUALIFYING EVENT |
EMERGENCY PAID SICK LEAVE (EPSL) |
EXPANDED FAMILY MEDICAL LEAVE (EFML) |
|---|---|---|
| Leave related to COVID-19 If the employee has work available but is unable to work or telework because the employee: | Up to two weeks of paid leave (80 hrs., pro-rated for part-time employees) | Up to 12 weeks of EFML (480 hrs.; prorated for part-time employees) |
| (1) Is subject to a Federal, State, or local quarantine or isolation order related to COVID-19 | 100% of regular pay, up to $511 daily and $5,110 total | |
| (2) Has been advised by a health care provider to self-quarantine related to COVID-19 | 100% of regular pay, up to $511 daily and $5,110 total | |
| (3) Is experiencing COVID-19 symptoms and is seeking a medical diagnosis | 100% of regular pay, up to $511 daily and $5,110 total | |
| (4) Is caring for an individual subject to an order described in #1 or #2 above | Two-thirds of regular pay, up to $200 daily and $2,000 total | |
| (5) Is caring for their child whose school or place of care is closed (or childcare provider is unavailable) due to COVID-19 related reasons | Two-thirds of regular pay, up to $200 daily and $2,000 total |
|
| (6) Is experiencing any other substantially similar condition specified by the U.S. Department of Health and Human Services | Two-thirds of regular pay, up to $200 daily and $2,000 total | |
The State Personnel Act provides that the State Personnel Commission shall establish a holiday schedule that shall not exceed 11 paid holidays per year except in those years in which Christmas Day falls on a Tuesday, Wednesday, or Thursday, the schedule shall not provide for more than 12 paid holidays.
Leave without pay may be granted for illness, education purposes, vacation, or for any other reasons deemed justified by the agency head.
Community Service Leave (CSL)
CSL provides leave-eligible SHRA & EHRA employees paid time off to volunteer in NC schools, communities, institutions of higher education, NC State agencies, and non-profit organizations; as long as the employee is not receiving pay for the service. All CSL must be preapproved by supervisor prior to volunteer event.
Literacy CSL
Literacy CSL is a special provision available in lieu of regular Community Service Leave to support a literacy program in a NC public school. Leave under this option shall be used exclusively for assisting students in reading and/or writing skills in accordance with established rules and guidelines for such arrangements as determined and documented by joint agreement with WSSU and the public school. Advisory Note: For employees who live in a state adjacent to North Carolina, the agency may grant community service leave to parents for involvement in the child’s school
Tutoring/Mentoring CSL
Tutoring/Mentoring CSL is a special provision available in lieu of regular Community Service Leave and Literacy CSL to provide tutoring and mentoring for a student in a formal standardized approved tutoring/mentoring program in a public or a non-public school. Leave under this option is to be used exclusively for tutoring and/or mentoring an “at-risk” student in accordance with established rules and guidelines for such arrangements as determined and documented by joint agreement with WSSU and the public/non-public school.
| Type of Appointment | Community Service Leave | Literacy CSL | Tutoring/Mentoring CSL |
|---|---|---|---|
| Full-time: permanent, probationary, trainee, or time-limited. | 24 hours a calendar year | Up to 5 hours a month not to exceed 45 hours a calendar year | 1 hour a week, not to exceed 36 hours a calendar year |
| Part-time (half time or more): permanent, probationary, trainee, or time-limited | Prorated – equal to percentage of full-time amount. | Prorated – equal to percentage of full-time amount. | Prorated – equal to percentage of full-time amount. |
| Post Docs, CHO’s, Temporary, intermittent, or part-time (less than half-time) | None | None | None |
- All types of CSL is credited to each eligible employee on January 1 of each year.
- If an employee chooses to change options from one type of CSL to another, the maximum hours that may be granted is the maximum allowed under the new option chosen minus the amount already used under the original program.
- For the calendar year of employee transfer – the employee should secure approval from the new supervisor to continue the CSL option prior to the transfer.
- All types of CSL does not carry over from one year to the next
- All types of CSL is not paid out upon separation
- Newly hired employees shall be credited with leave immediately upon their employment, prorated at two hours per month for the remainder of the calendar year. Separated employees that are re-employed within the same calendar year are credited Community Service Leave the same as newly hired employees; however, the combination of re-employment credit hours and total hours used prior to separation in the same calendar year cannot exceed the annual 24 hour maximum leave benefit.
How Do I Apply?
Employees should:
- Submit a request for community service leave to their Supervisor. If the CSL is for Literacy CSL or Tutoring/Mentoring CSL then program documentation should be provided to the supervisor and human resources as well (Community Service Leave Request Form)
- Enter and track all leave in the biweekly or monthly leave report in Banner Rams.
Supervisors review the requests for community service leave and approve or disapprove the request.
Other Resources
- Office of State Human Resources, Community Service Leave
- Office of State Human Resources, Community Service Leave-Literacy, Tutoring and Mentoring
The university system recognizes the importance of community involvement and encourages employees to participate in volunteer activities by providing flexibility in work schedules and paid leave opportunities. Community Service Leave is a paid time off program for participation in the educational process of children through the high school level and to support other community service volunteer activities for non-profit organizations.
The twenty-four hours (24) of paid leave shall be credited to each employee on January 1 of each year. New employees shall be credited with leave immediately upon their employment, prorated at two hours per month for the remainder of the calendar year.
Questions & Answers
Q. What types of organizations can be designated as an IRS 501(c)(3) agency?
A. The 501(c)(3) agencies are commonly referred to as "charitable organizations". The organization must be organized and operated exclusively for religious, charitable, scientific, testing for public safety, literary, or education purposes, or for the prevention of cruelty to children or animals. The agency must operate as a non-partisan, non-profit organization.
Q. Can employees use Community Service Leave to volunteer time to work at their church?
A. All churches are designated as 501(c)(3) organizations; however, all services provided for a church might not meet the intent of the policy. The volunteer service for a church related community service project must somehow meet a service need of the State of North Carolina's schools, communities and citizens. For example, a church sponsored mission trip to Brazil to rebuild a church destroyed by an earthquake would not qualify; however, a church sponsored project to repair a home in Wilson, N. C. that was flooded by Hurricane Floyd, would qualify for community service leave. Also, qualifying service does not include activities designed to promote religious belief such as teaching or leading religious assemblies or in raising funds to support religious activities.
Q. Would volunteer time spent as a Guardian Ad Litem (GAL) qualify for Community Service Leave?
A. Yes. A GAL is responsible for serving as a representative for children who are alleged to be abused, neglected or abandoned and who are involved in court proceedings. Any service that directly impacts the human service needs of children is considered eligible.
Q. If a new employee begins work on August 29, will they begin earning their 2 hours of prorated community service leave in August or September?
A. They would begin earning credit for community service leave in September. As with other benefits such as vacation leave and sick leave, employees must be in pay status for one-half or more of the regularly scheduled workdays and holidays in the pay period in order to earn benefits.
If you have been out of work at least three days to care for your spouse, child or parent who has a serious health condition and when you are unable to work because of your own serious health condition, you may qualify for FMLA leave. Call WSSU Human Resources Department for more information.
The Family & Medical Leave Act (FMLA) was adopted by Congress in 1993 to balance the demands of the workplace with the needs of employees and their families. The FMLA provides for twelve (12) work weeks of unpaid leave in any 12-month period for an eligible employee to use for the birth or adoption of a child, his/her own serious health condition or the serious health condition of a family member as described herein.
- The Employee's Guide to The Family and Medical Leave Act
- FMLA General Presentation
- Family Medical Leave Policy - UNC
- Certification of Health Care Provider for Family Member's Serious Health Condition
- Certification of Health Care Provider for Employee's Serious Health Condition
- Medical Leave-Return to Work Form
- Certification of Qualifying Exigency Leave (Military)
- Request for Leave of Absence (Non-FMLA)
Family Illness Leave is provided for an employee to care for the employee’s child, parent or spouse where that child, spouse or parent has a serious health condition. It is not provided for the employee’s illness.
The Family Illness Leave provides a limited extension of the benefits beyond the 12 weeks provided under the Family and Medical Leave Policy. Family Illness Leave does not run concurrently with Family Medical Leave. Eligibility for Family Illness Leave begins only after the Family Medical Leave benefit is fully exhausted.
The University has a voluntary “Shared Leave” program that allows one employee to assist another employee in the case of a prolonged medical condition that exhausts the employee’s available leave and would otherwise force the employee to be placed in leave without pay status, resulting in a loss of income.
An employee may donate leave, as outlined below, to an employee who has been approved to receive voluntary shared leave because of a medical condition of the employee or of a member of the employee’s immediate family that will require the employee’s absence for a prolonged period of time.
Under this policy, employees may use paid leave, leave without pay, or donated voluntary shared leave (for approved recipients only) for absences from work due to childbirth, adoption or foster care placement, or a serious health condition of an employee or an employee's spouse, child or parent.
An employee's job and benefits are protected while an employee takes leave under this policy, whether taken as vacation leave, sick leave, voluntary shared leave, leave without pay or any combination.
To participate in this program as a donor please complete the VSL Authorization to Donate Form. For those requesting shared leave please complete the VSL Request Form.
Leave shall be granted to employees of the State for certain periods of service in the uniformed services. No agent or employee of the State shall discriminate against any employee of the State or applicant for State employment because of their membership, application for membership, performance of service, application for service or obligation for service in the Uniformed Services.
Full-time or part-time (half-time or more) permanent, probationary, trainee and time-limited employees are eligible for military leave.
General Leave Policies- Leave Offsetting
The purpose of paid leave is to maintain the employee income, not enhance it. If employees work additional hours outside their normal schedule in a work week in which they also have scheduled or taken time off, the additional time worked "offsets" the time that the employee intended to cover with available leave.
