UUP Professional Leave Record Instructions

In accordance with the Policies of the Board of Trustees and the Agreement between the State of New York and UUP, employees are required to complete and submit attendance records.

UUP Agreement §23.9 Attendance Records

Employees shall be required to certify their presence and record any absences on forms to be provided by the State. Employees shall also be required to record on such forms any charges to or accruals of vacation or sick leave credits. Such forms shall be submitted to the CollegePresident, or designee, for review on a monthly basis.

Accrual Rates for Full-Time

Full-time calendar year and college year employees hired prior to July 1, 1982 earn vacation and sick leave at the rate of 1.75 days/month.

Full-time employees hired after that date earn as follows:

NOTE: In the above chart, Years of Service 0,1 apply to the first 12 months of service. At the beginning of the second year of service (Years of Service 2; 13 through 24 months of service) the accrual rate increases to the 1.33, 1.33, 1.34 pattern.

Accrual Rates for Part-Time

Part-time calendar and college year employees earn vacation and sick leave as follows:

The values above will be accurate only for the current contract year (July 2010 through June 2011).  Values for other contract years, future or past, should be requested from HR or refer to the UUP agreement.

Holiday Leave (for part-time professionals)

As per the New York State Time and Attendance rules, part-time employees eligible to earn paid Holiday Leave only will do so if they would be regularly scheduled ot work on the holiday.

Saturday/Sunday Holidays (for part-time professionals)

A part-time professional staff member who is eligible to observe holidays shall be granted a compensatory day off when any holiday indicated herein falls on a Saturday or Sunday:  (New Year's Day; Martin Luther King Day, Lincoln's birthday; Washington's birthday; Memorial Day; Independence Day; Labor Day, Columbus Day, Veterans' Day; Election Day, Thanksgiving Day and Christmas Day).

If a Sunday holiday is observed on a Monday, you will observe the holiday on Monday if it is a regularly scheduled workday.  If Monday is not a regularly scheduled workday, and you are benefits eligible, you will accrue a day of holiday compensatory time.

Timesheet Instructions

• Carry forward balances from your previous time record and enter them in the proper category (vacation, sick leave, etc) -

• Please do not charge time in increments less than .25 of a day - charges should be made in increments of .25, .50, .75 and 1.0.  Please round to the nearest increment listed.

• Note the listing of holidays at the far right of each month. Please check either " Worked" or " Not worked" for each holiday during the month. If you WORK on a holiday be sure to record it as a holiday earned under the holiday column for that month.

• Employees should complete their timesheet on a monthly basis and submit it to their supervisor who will then initial the record. At the end of the three-month period, both employee and supervisor should sign the sheet -

• PLEASE be sure to check your math each month - most errors are the result of this.

• Forward the ORIGINAL timesheet to Human Resources at the end of each quarter (every 3 months, April 1^st, July 1^st, October 1^st, January 1^st). Please keep a copy for your records.

• If you are a PART-TIME EMPLOYEE, be sure to indicate your work schedule at the top of the time record as well as your percentage of effort (FTE).

Maximum Accrual Balances

• By December 31^st of each calendar year vacation balances may not exceed 40 days;
• Maximum allowable sick leave balance at any time is 200 days;
• Holidays must be used within one (1) year of accrual, therefore the maximum holiday balance allowable is 12.
• The maximum number of vacation days a professional employee may be paid for upon separation is 30 days.

The values on this page will be accurate only for the current contract year (July - June). Values for other contract years, future or past, should be requested from HR or found in the UUP agreement.