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Employee Benefits

Leaves of Absences

The following provides a brief description of leave types available to eligible classified employees. This is not intended to be an inclusive summary of the benefit, but an overview. For complete details regarding each leave type refer to the appropriate Department of Human Resource Management Policy.

Annual Leave - Paid leave accrued at the end of each pay period by eligible employees. Accrual is based on an employee's status and his or her years of state service. All periods of prior salaried state service are used to calculate leave accrual. A maximum amount of accumulated leave may be carried over at the end of the leave calendar year, defined as January 10th to January 9th. Subject to the supervisor's approval, employees may use annual leave incrementally as soon as it is earned. The following chart explains the accrual rate and maximum carryover and payout of hours for full-time employees. Part-time accruals are prorated based on percentage of full-time status, but maximum carryover and payout of hours  is the same as shown in the chart. See Policy 4.10.

Years of Service Accrual Rate Per Pay Period Total Hours Accrued per Year Maximum Leave Carryover Maximum Leave Payout
Less than 5 years 4 hours 96 hours
(12 days)
192 hours
(24 days)
192 hours
(24 days)
5 years 5 hours 120 hours
(15 days)
240 hours
(30 days)
240 hours
(30 days)
10 years 6 hours 144 hours
(18 days)
288 hours
(36 days)
288 hours
(36 days)
15 years 7 hours 168 hours
(21 days)
336 hours
(42 days)
288 hours
(36 days)
20 years 8 hours 192 hours
(24 days)
384 hours
(48 days)
336 hours
(42 days)
25 years 9 hours 216 hours
(27 days)
432 hours
(54 days)
336 hours
(42 days)

Civil and Work Related Leave - Paid leave provided to eligible employees to use for: appearance in court or related proceedings; service on state councils, and other bodies; resolution of work-related conflicts; participation in the resolution of complaints of employment discrimination; attendance at administrative hearings; and interviews at other state agencies. See Policy 4.05.

Educational Leave - Leave may be provided at the discretion of the agency for the purpose of allowing employees time to further their education. Employees may receive full or partial pay or may be placed on unpaid leave during this time. Financial assistance may be available from the agency for study related to an employee's work. See Policy 4.15.

Emergency/Disaster Leave - Provides qualifying employees with up to 80 hours of paid leave annually for absences from their regular job to provide specific kinds of emergency services during defined times of state and/or national disaster.  Also permits agencies to grant up to 80 hours of paid leave annually to employees who are victims of disasters that meet specific criteria defined in policy. See Policy 4.17.

Family and Medical Leave - Eligible employees are provided 12 weeks of unpaid leave due to the birth of a child, or for adoption or foster care of a child, or to provide care for a family member (child, spouse, or parent) with a serious health condition, or because the employee's own serious health condition makes him or her unable to do his or her job. Employees may use thirty-three percent of their available sick leave balance for eligible family FMLA absences. Medical certification is required. See Policy 4.20.

Leave Sharing - Provides employees who are in a leave without pay status for either a personal (non-VSDP participants) illness or family FMLA illness (VSDP and Traditional Sick Leave participants) the opportunity to request leave donations from other employees to cover the unpaid absence. Employees can donate annual leave in 8-hour increments to other eligible state employees. Medical certification is required. See Policy 4.35.

Leave to Provide Community Service - A maximum of 16 hours per calendar year is credited to eligible employees to use to provide service within their communities. Employees may perform service as a volunteer member of a community organization or participate in their children's school activities or perform volunteer work that has been approved through the school administration. Part-time employees receive an amount of leave proportionate to the percentage of hours they work in a full 40-hour workweek. See Policy 4.40.

Leave to Donate Bone Marrow or Organs - Authorizes eligible employees to use up to 30 workdays of paid leave in any calendar year to donate bone marrow or organs. See Policy 4.37.

Military Leave - Employees who are former 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 are granted leave with or without pay for active duty in the armed services of the United States. Eligible employees are granted up to 15 workdays of military leave with pay in a federal fiscal year for covered military absences. Provides continued salary for employees in the Commonwealth's Militia called up by the Governor to respond to natural or man-made disasters. See Policy 4.50.

Traditional Sick Leave -Classified employees who did not join the Virginia Sickness and Disability Program accrue 5 hours of sick leave, or proportionate, at the end of each pay period. Sick leave is used during periods of illness or disability or for absences due to medical appointments. Employees have access to 48 hours of accrued sick leave to use for absences for the illness or death of an immediate family member. Thirty-three percent of an employee's available sick leave can be used to cover an FMLA absence for an eligible family member. See Policy 4.55.

Virginia Sickness and Disability Program - Provides eligible employees supplemental or replacement income during periods of partial or total disability. The program encourages rehabilitation and return to work. New or rehired employees are credited with sick leave and family and personal leave when first employed (see chart below). Credits are based on the employee's hire date and full time or part time status.

Sick Leave Credits for New Full-time Employees

Employment Begin Date

Hours of Sick Leave

January 10 - July 9

64

July 10 - January 9

40


Family and Personal Leave Credits for New Full- and Part-time Employees

Employment Begin Date

Hours of Family and Personal Leave

January 10 - July 9

32

July 10 - January 9

16

Eligible employees will receive short-term disability benefits after serving a seven calendar - day waiting period. Employees are eligible for long-term disability benefits if still approved for disability after 180 calendar days. Income replacement is 100%, 80% or 60%, which is determined based on an employee's months of state service. See Policy 4.57.