EAST TENNESSEE STATE UNIVERSITY
Eligibility to Accrue Annual
Annual Leave Accrual
Disposition of Accrued Annual Leave Upon
It is the policy of the university to
provide all regular full-time and part-time employees with regular
periods of rest and relaxation away from the work environment and
to recognize length of service. The appropriate approving authority
may require key administrative personnel to take a certain number
of consecutive days of annual leave each year.
All personnel entitled to accrue annual leave may request use of
annual leave at any time preferred by application to their proper
approving authority. Such requests are subject to the discretion of
the approving authority, who is responsible for planning the work
under his or her control, and should be approved only at such times
as the employee can best be spared.
In addition, annual leave may be used to remain in an active pay
status by an employee who has exhausted all sick leave and whose
continued absence has been approved in accordance with Sick Leave
Policy (TBR Policy 5:01:01:07; ETSU PPP-24) and/or Family and
Medical Leave Act Policy (TBR Policy 5:01:01:14; ETSU
PPP-46). However, annual leave may not be used intermittently
with leave without pay during a continuous FMLA leave period.
Eligibility to Accrue Annual Leave
- Regular full-time employees (excluding nine, ten and eleven
month faculty) regardless of probationary status, shall be
eligible to accrue annual leave.
- Regular part-time employees, including twelve month
academic personnel (excluding nine, ten and eleven month
faculty) scheduled to carry less than a full teaching load or
its equivalent, regardless of probationary status, shall be
eligible to accrue annual leave on a prorated basis equal to
the percentage of their employment to full-time employment.
- Nine, ten and eleven month academic personnel, full or
part-time, whether or not compensated over a twelve-month
period, shall not be eligible to accrue annual leave.
- Temporary employees shall not be eligible to accrue annual
leave. Temporary employees who are subsequently appointed as
regular employees with no break in service (a break in service
is defined as a scheduled workday which was not worked and for
which no pay was received) shall become eligible to accrue
annual leave and shall receive annual leave balances accrued
retroactively from the date of employment. Temporary clerical
and support personnel who subsequently become eligible to
accrue annual leave shall also receive retroactive credit for
service from the date of employment for the purpose of
calculating annual leave accrual rates.
- All full-time and part-time employees who are employed
pursuant to funds available to the university through grants or
contracts are not eligible to accrue annual leave unless the
grant or contract involved provides sufficient funds to cover
the costs of such leave, or unless eligibility to accrue annual
leave is approved by the University President.
- Student employees shall not be eligible to accrue annual
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Annual Leave Accrual
- Regular full-time clerical and support personnel
(non-exempt) shall accrue annual leave in accordance with the
Years of Service
Accrual Rate Per Month
Maximum Annual Accumulation
Maximum Accumulation Carried
Forward to Next FY
0 - 5
5 - 10
10 - 20
- Executive, administrative and professional personnel
(exempt), and twelve month academic personnel (faculty) who are
regular full-time employees, who are exempt from the provisions
of the Federal Wage and Hour Law, shall accrue annual leave at
the rate of 15 hours per month, with the maximum accumulation
of 315 hours to be carried forward to the next fiscal year.
- All regular part-time personnel employed on a twelve-month
basis and regular part-time personnel on MODFY (modified fiscal
year) appointments shall accrue annual leave on a prorated
basis equal to the percentage of their employment compared to
full-time employment, with said percentage to be applied to the
rate of accrual and maximum accumulation described in items A
and B of this section, as applicable.
- Eligible employees shall accrue annual leave from the date
of employment. (See Section I, item D, providing for
retroactive credit for temporary employees who subsequently
become eligible to accrue annual leave.)
- Eligible employees earn and accrue annual leave for each
month upon completion of a major fraction thereof (i.e., more
than 50 percent of the number of days in the month), and annual
leave may be used when earned, regardless of an employee's
probationary status, subject to the discretion of the approving
Annual leave may not be taken before it is earned.
- Employees otherwise eligible to earn annual leave do not
earn or accrue annual leave while on leaves of absence.
- When an employee who is eligible to accrue annual leave
transfers into a nine-month academic position (thus becoming
ineligible to accrue annual leave), the employee shall take all
of his or her accrued annual leave prior to the date of
transfer unless the appropriate approving authority determines
that the services of the employee must continue until the date
of transfer. In that event, the employee shall be paid for all
of his or her accrued annual leave by a lump sum payment at the
time of transfer.
- MODFY employees who are employed during the period which
would normally be the non-duty period of their appointment
shall accrue annual leave in accordance with items A and B of
this section for each month of full-time employment. For
part-time employment during that period, MODFY employees shall
accrue annual leave on a prorated basis in accordance with item
C of this section.
- Years of Service for Determining Accrual Rate
- Anniversary date for computation of leave shall be the
beginning date of employment for each employee, except when
adjustments in the date must be made because of periods of
non-accrual, i.e., leaves of absence, temporary breaks in
employment, etc. The rate of accrual for employees will be
effective the month following the anniversary date. Annual
leave shall be accounted for and controlled for maximum
accumulation purposes on a fiscal year basis.
- In determining the amount of full-time or prorated
part-time service accrued by an employee, all service
accumulated while employed in any agency, office, or department
of the State of Tennessee, or in any State college, university,
institute, or school shall be credited for purposes of leave
computation. In addition, any employee who was employed by a
public school system as defined in T.C.A. Section 49-1-103 and
who becomes an employee eligible to accrue leave in this System
shall receive credit for service with said public school system
for leave accrual purposes after employment in this System for
one continuous year. In order to be eligible to receive credit
for the prior service the employee must begin employment in
this System within two (2) years from the date of termination
with the public school system.
The accumulation of annual leave shall not exceed the
maximum accumulation indicated in items II.A and II.B of this
section, or the proration thereof under item II.C. Annual leave
in excess of the maximum may be used during the year in which
the excess accrues; in the event it is not so used, it will be
transferred to the employee's accumulated sick leave at the
close of the fiscal year, unless the employee is on terminal
leave, in which case the full amount of accrued annual leave
shall be carried forward.
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Disposition of Accrued Annual Leave Upon
- Except as otherwise provided and subject to the limitations
stated in this section, upon termination of employment with the
Board of Regents or one of its institutions or technology
centers, an employee shall be paid for all accrued but unused
annual leave he or she may have as of his or her last working
day. Payment shall be by lump sum payment upon separation for
reasons other than Retirement (employees funded by
grants/contracts may be required to use their leave prior to
termination). Upon Retirement payment shall be, at the option
of the employee, either by terminal leave or by lump sum
payment. Whether payment is by terminal leave or lump sum
payment, and whether termination is voluntary or involuntary,
the discretion to determine the employee's last working day is
reserved to the appropriate appointing authority. Of course,
the employee retains the right to make his/her last working day
a date prior to the date established by the appointing
authority. In either option, payment should be made with the
employee's normal payroll cycle.
- (1) Terminal leave is that period during which an employee
remains on the payroll beyond his or her last working day until
all of his or her accrued annual leave has been exhausted.
(2) If a retiring employee elects to be paid for his or her
accrued but unused annual leave by terminal leave, the date on
which his or her annual leave is exhausted shall be the
official date of retirement.
(3) During a period of terminal leave, an employee shall not
earn additional annual or sick leave, shall not be eligible to
use sick leave, and shall not be eligible for any salary
increase. However, an employee shall receive credit for any
official holiday occurring during a period of terminal leave
and shall receive the longevity bonus if the anniversary date
occurs during the period of terminal leave.
(4) During a period of terminal leave, an employee shall
continue to be eligible for group health insurance coverage.
Premiums for the coverage shall be deducted from his or her
terminal leave payments if continued coverage is elected.
- If a terminating employee elects to be paid for his or her
accrued but unused annual leave by lump sum payment, the
employee's last working day shall be the official date of
- Payment for accrued annual leave under this section shall
not be limited to the maximum accumulation amount which may be
carried forward from one fiscal year to the next if the last
working day occurs prior to July 1 (even if the terminal leave
period extends beyond July 1).
- In the case of death, payment for an employee's unused
accrued annual leave shall be made to the employee's estate or
- An employee who transfers to another System institution or
school or another State agency shall not be paid for his or her
accrued but unused annual leave. Rather, all unused annual
leave shall be transferred to the other institution or school
or State agency. (In accordance with Policy No. 5:01:01:06).
- An employee who is dismissed for gross misconduct or who
resigns to avoid dismissal for gross misconduct shall not be
entitled to any compensation for accrued but unused annual
leave at the time of dismissal.
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Tennessee Board of Regents Personnel Policy No.