Exempt employees submit only leave time on Leave Reports via Banner Web Time Entry
- A/P and 12-Month T/R faculty employees report leave monthly | Payroll Schedule & Due Dates
- Exempt Classified employees report leave semi-monthly | Payroll Schedule & Due Dates
Non-exempt employees (eligible for overtime) submit hours worked and leave taken on Time Sheets via Banner Web Time Entry.
- Non-exempt Classified employees report time worked and leave used semi-monthly | Payroll Schedule & Due Dates
Visit our How-To page for step-by-step instructional videos on time and leave reporting.
Types of Leave
The Commonwealth of Virginia is committed to meeting the needs of its employees, by granting a variety of leave types to assist employees' needs, both personal and professional. The following provides a brief description of leave types available to eligible employees. The leave year is January 10th though January 9th for most, but not all, leave categories. This is intended to be a summary of leave types and does not supersede HR Policy or A/P Faculty and T/R Faculty handbooks' provisions as applicable. For complete details regarding each leave type, please click on the leave type for additional information.
Annual leave | PDF is an accruing leave type that accrues on the 9th and 24th of each month. The accrual rate is determined by the employee's classification as well as years of service as listed in the charts below. Annual leave is a leave type that should be requested in advance, as prior approval is required. Classified Staff and A/P Faculty earn annual leave, see your classification below to view information on your annual leave accrual and rollover rates. T/R Faculty do not earn annual leave unless on an 11/12-month appointment with provisions for annual leave. Such terms will be set forth by appointment and reappointment letters issued to faculty members each year.
Classified staff earn annual leave and have rollover/payout amounts as listed below.
|Years of Service||Hours Accrued Per Pay Period||Hours Accrued Per Year||Maximum Carry Over||Maximum Payout Limit|
Under 5 years
|4 hours||96 hours||192 hours||192 hours|
|5 hours||120 hours||240 hours||240 hours|
|6 hours||144 hours||288 hours||288 hours|
|15-20 years||7 hours||168 hours||336 hours||288 hours|
|20-25 years||8 hours||192 hours||384 hours||336 hours|
25 + years
|9 hours||216 hours||432 hours||336 hours|
A/P Faculty earn annual leave as listed below. A/P Faculty roll over amounts from year to year is 240 hours with less than five years of service and 280 hours with five years or more of service. Payout of unused annual leave upon separation from employment is governed by provisions of the Administrative & Professional Faculty Handbook as approved by the Board of Visitors.
|Years of Service||Hours Accrued Per Pay Period|
Under 1 year
Over 1 year
Administrative/Civil and Work-Related Leave is a non-accruing leave type for use under the specific circumstances explained in the Department of Human Resources Management (DHRM) policy. Civil and Work-Related Leave is a leave type that should be requested in advance, as prior approval is required.
This leave is provided to eligible employees and may be used for the following:
- To appear in court or related proceedings (with the exception of divorce/custody/traffic violations of the employee)
- To serve on state councils or boards
- To serve as an officer of an election
- To resolve work-related conflicts
- To participate in the resolution of complaints of employment discrimination
- To attend work-related administrative hearings
- To attend one initial Employee Assistance Program (EAP) session
- To interview at other (Virginia) state agencies
Contact the Benefits Department with questions related to the eligibility and documentation requirements for this leave type.
Compensatory leave is earned on an hour-for-hour basis when an employee is required to work a holiday or an authorized closing or additional hours in a workweek in which the employee has taken a holiday or leave, but has not worked more than 40 hours. Compensatory leave earned for a holiday is not to exceed 8 hours. Compensatory leave expires within one year of earning it. This leave type should be requested in advance, as prior approval is required. Agencies may also schedule the use of compensatory leave at a time convenient to agency operations.
It is the Commonwealth's objective to allow employees to take educational leave from work to pursue study related to their work or the work of their agencies. Such leave requests should be discussed in advance with your supervisor for planning purposes and are subject to supervisor approval.
Employees who are in the VSDP earn 32 hours of family personal leave each year on January 10. This leave is available for personal use and requires prior approval. Any unused hours will expire the following year on January 9 and new hours will post on January 10. Once an employee reaches 10 years of service, family personal leave will increase to 40 hours.
It is the policy of the Commonwealth to fully comply with the FMLA | PDF and provide eligible employees with up to 12 weeks of unpaid family and medical leave per leave year because of their own serious health condition or the serious health condition of an eligible family member, or up to 26 weeks of unpaid leave to care for a covered service member with a serious injury or illness if the employee is the spouse, son, daughter, parent or next of kin of the service member.
The leave share program permits eligible employees who are in a full time leave without pay (LWOP) status to receive income by using annual leave hours donated to them by other employees. Governance of the Leave Share Program is dependent upon the employees classification. For Classified employees, please see Leave Sharing - Policy: 4.35. For A/P Faculty employees, please see the A/P Faculty Handbook | PDF.
Eligibility requirements apply as outlined on the leave share fact sheet | PDF. If you meet the requirements to be a recipient or wish to donate annual leave, please complete the appropriate forms and submit to Human Resources.
Contact the Benefits Department with any questions regarding eligibility or donations.
Military leave permits employees to take military leave, with or without pay, for active duty in the armed services of the United States. It also permits employees who are former and inactive members of the armed services, or current members of the reserve forces of any of the United States' armed services, or of the Commonwealth's militia, or the National Defense Executive Reserve to take military leave in accordance with federal and state law. In addition, it provides continued salary for employees in the Commonwealth’s Militia called up by the Governor to respond to natural or man-made disasters.
Military employees shall be granted up to 15 workdays of paid military leave as well as an additional 8 hours for pre-induction and other physical examinations required for military service. Military orders should be sent to the Benefits Department.
It is the policy of the Commonwealth to provide paid parental leave to enable the employee to care for and bond with a newborn or child under the age of eighteen (18) newly-placed for adoption or for foster or custodial care. This paid leave may be used in combination with other benefits. Parental Leave is governed under DHRM Policy 4.21 and applies to classified employees.
The purpose of this policy is to provide eligible employees with up to eight (8) weeks (320 hours) of paid parental leave to be used within six (6) months of the birth of an infant or adoptive, foster, or custodial placement of a child under the age of eighteen (18).
For additional information, please see the Parental Leave Policy on the Department of Human Resources (DHRM) website.
Use of this leave type must meet certain criteria and must be processed through Human Resources. Please contact the Benefits Department.
Employees who are in the VSDP earn 64 hours of personal sick each year on January 10. This leave is available for an employee's own illnesses or injuries as well as appointments pertaining to the physical well being of the employee. This leave type is not available for usage for family members or issues of a personal nature. Any unused hours will expire the following year on January 9 and new hours will post on January 10.
Once an employee reaches 5 years of service, personal sick leave will increase to 72 hours. Another increase for personal sick leave will occur when an employee reaches 10 years of service with the final increase being 80 hours earned.
Supervisors may award recognition leave to recognize a classified employee's contributions to the overall objectives of Radford University. Supervisors should review the Employee Recognition Policy for additional detailed information regarding employee recognition leave. To award recognition leave, please fill out an Employee Recognition Request Form and submit to Human Resources.
Leave under this policy may be used for providing volunteer service for non-profit organizations or for school assistance.School Assistance and Community Volunteer Service leave is earned at the rate of 16 hours every January 10; however, rates of earnings are prorated for employees who are not full-time. Any unused hours will expire the following year on January 9 and a new 16 hours will post January 10. This leave type requires prior approval and supervisors may require documentation.
Members of volunteer fire departments and rescue squads, or auxiliary units thereof, shall be granted paid leave of up to 24 hours under this policy in accordance with §2.2-2821.2 of the Code of Virginia. Questions? Contact the Benefits Department.
Short term disability will begin upon the expiration of a 7 calendar day waiting period, and provides replacement income for a maximum of 125 workdays at 100%, 80% or 60% for defined periods of time based on an employee’s date of hire, or re-hire, and total months of state service.
Note: Employees hired, or re-hired, on 7/1/09 or later are not eligible for VSDP benefits for a non-occupational disability until they have completed one year of continuous state service. If you are a VSDP participant and may be in need of short term disability, please contact the Benefits Department.
Classified employees who did not elect to join the VSDP accrue 5 hours of sick leave on the 9th and 24th of each month. Sick leave may be used during periods of illness or disability or for absences due to medical appointments. Employees may use up to 48 hours of accrued sick leave for absences for the illness or death of an immediate family member. Thirty-three percent of an employee's available sick leave balance may be used to cover an absence for an FMLA-certified event for an eligible family member.
A/P faculty employees participating in an Optional Retirement Plan (ORP) earn 5 hours of sick leave on the 9th and 24th of each month. Employees may use up to 48 hours of accrued sick leave absences for the illness or death of an immediate family member. Thirty-three percent of an employee's available sick leave balance may be used to cover an absence for an FMLA-certified event for an eligible family member.
T/R faculty employees participating in an Optional Retirement Plan (ORP) earn 96 hours of sick leave each August 10th. Employees may use up to 48 hours of accrued sick leave for absences for the illness or death of an immediate family member. Thirty-three percent of an employee's available sick leave balance may be used to cover an absence for an FMLA-certified event for an eligible family member.