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September is Critical for Sick Leave, Vacation Conversion

Posted Aug. 26, 2013

The Division of Human Resources Records Office reminds employees of two important dates during the month of September that can have an impact on your sick and vacation leave balances. Please read the following information regarding annual sick leave conversion and vacation accrual maximums. If you have questions on either process, contact a member of the HR Records office at 330-672-8316.

Annual Sick Leave Conversion
The annual sick leave conversion for eligible staff employees will take place Sept. 1 through Sept. 14. During this period, eligible classified and unclassified employees with a continuing appointment may convert accrued sick leave to vacation per administrative policy 3342-6-11.2.

Eligible full-time employees who have a balance of at least 500 hours of sick leave may convert:

  • A maximum of five days (40 hours) per fiscal year of sick leave to vacation; or
  • A combined maximum of five days (40 hours) per fiscal year of sick leave to vacation and personal leave.

Eligible part-time employees who have a balance of at least 250 hours may convert:

  • A maximum of three days (24 hours) per fiscal year of sick leave to vacation; or
  • A combined maximum of three days (24 hours) per fiscal year of vacation and personal leave.

Eligible classified employees represented by AFSCME who have a balance of at least 500 hours of sick leave may convert a maximum of five days (40 hours) per fiscal year of sick leave to vacation.

The conversion process will be done online through FlashLine. The system will tell you how much sick and vacation leave you currently have and how much you are eligible to convert. With the electronic process, employees will receive a confirmation email and will also see the conversion reflected immediately in their FlashLine leave balances.

Eligible employees received information about the conversion in an Aug. 21 email.

Vacation Accrual Maximums
All Kent State staff who are eligible to earn vacation should be aware that any hours exceeding your vacation leave maximum will be forfeited at the end of September, per administrative policy 3342-6-11.7. Employees who have exceeded the maximum accrual for vacation have until Sept. 30 to use vacation time or lose any hours accrued beyond the maximum. As with all vacation leave, it must be scheduled in advance and approved by your supervisor.

Vacation hours are earned each pay period and vary according to your years of service with Kent State and your job appointment (i.e. classified or unclassified status). An explanation of vacation accrual rates, eligibility and usage is explained in more detail in the university's policy regarding annual vacation leave for nonteaching unclassified and classified personnel. According to the policy, the maximum amount of vacation an employee can accrue is that which can be earned in a three-year period. Each year, at the end of September, vacation balances are cut back to the maximum accrual allowed per the policy.

Employees can check their leave balances at any time by logging into Flashline, clicking on the "My HR Tab" and then clicking on the "Leave Balances" link in the "Employment Details" channel.