R-08, UH Systemwide Administrative Procedures A9.350, Application for Transfer of Vacation and Sick Leave Credit or Payment in Lieu of Vacation
September 1990
This replaces Administrative Procedure A9.350 dated July 1982.
1. Purpose.
To comply with Section 79-5 HRS, Transfer of Vacation Credits and also Title 14, Administrative Rules, Department of Personnel Services Section 8-11(d) concerning “General provisions affecting vacation and sick leaves” and other appropriate collective bargaining agreements.
2. References.
a. Administrative Procedure A9.380, Vacation and Sick Leave System.
b. Administrative Procedure A9.390, Vacation Credit Fund Transfer.
c. Section 88-63 HRS, Credit for Unused Sick Leave.
3. Objective.
To prescribe the procedure to be followed in preparing and certifying the application for transfer of vacation and sick leave credit or payment in lieu of vacation.
4. Applicability/Responsibility.
a. This procedure is applicable to all University personnel who are on the accrual system.
b. Vice Presidents, Chancellors, Manoa Deans and Directors or their designees are responsible for processing the necessary documentation for transfer of vacation and sick leave credits or payment in lieu of vacation.
5. Transfer, Lump-Sum Payments and Separations
a. The employee transfers to another state or county agency and vacation and/or sick leave credits are to be transferred to the gaining organization, or
b. The employee is eligible for and requests lump sum payment for unused vacation, or
c. The employee transfers to a position within the University which is paid from a different fund and vacation credits (including dollar amounts) are to be transferred, or
d. The employee terminates and has some unused sick leave credit.
6. Procedures
a. Employees on the Vacation and Sick Leave Accrual System.
1) Employees on the vacation and sick leave accrual system include civil service personnel and BOR appointees in the R, S, B, A, APT and E/M classifications.
2) Transfers of vacation and sick leave and payment for accumulated vacation upon termination require the designee to prepare the Application for Transfer of Vacation and Sick Leave Credit of Payment in Lieu of Vacation, Form G-2 and Instructions (Attachment A and B), which must be signed by the employee and the Administrative Officer or fiscal officers and the Attendance and Leave Record, DPS Form 7 and Instruction (Attachments C and D) for the current calendar year and attach original copies of the Vacation and Sick Leave Annual Leave Status Report in the following manner:
a) Original Leave Status Reports are needed for the four (4) calendar years immediately preceding the year of transfer or termination.
(Note: Special attention should be given to the period immediately prior to the termination date to be sure that recent or planned absences before such date are recorded.)
b) Faculty (except Community Colleges)
(1) Effective December 1, 1989, 9-month and 11-month Faculty in the instructional classifications at UH at Manoa, UH at Hilo and UH at West Oahu shall be granted sick leave benefits as provided in the Employer’s policy.
(2) Effective December 1, 1989, Faculty Members in the instructional classifications at UH at Manoa, UH at Hilo and UH at West Oahu who were employed prior to July 1, 1989 and not eligible to earn and accumulate sick leave credits shall, beginning with their most recent date of hire, be credited with ten (10) days for sick leave for each full academic year of service prior to July 1, 1989. Time spent on sabbatical leave, study leave or leaves of absence without pay shall not be creditable towards prior sick leave credit.
(3) Faculty Members in R, S, B and A classification shall retain their sick leave benefits in accordance with existing practices, except that effective January 1, 1990, sick leave benefits for such Faculty Members shall be in accordance with the Employer’s policy applicable to the instructional Faculty at UH at Manoa, UH at Hilo and UH at West Oahu.
b. Executive/Managerial Appointee Returning to Instructional Faculty Position.
When an Executive/Managerial appointee returns to an instructional Faculty position, lump-sum vacation payment shall be made.
c. Community Colleges
1) Faculty Members in the Community Colleges shall retain their sick leave benefits as set forth in Appendix S of the 1977 Faculty Handbook.
Personnel classified as “C” in the Community Colleges have their sick leave record maintained at each campus. The Director of Administrative Services is responsible for preparing the Form G2 and the DPS 7’s as provided in Attachments A, B, C and D.
2) The DPS Form 7 should be prepared using the following guidelines for “C” personnel:
a) Personnel on the nine-month salary schedule receive their annual sick leave entitlement at the beginning of the academic year, or a prorated amount if appointed late. Under the present academic calendar, the entitlement should be recorded during the month of August, or later if a late appointment in accordance with paragraph b below. Should a Faculty member terminate prior to completion of an academic year, the entitlement must be reduced by 16 hours for each month of service not completed. Eleven-month personnel earn sick leave entitlement at the rate of 1 ¾ days per month (14 hours). When preparing the DPS Form 7, this must be recorded for each month.
b) Nine-month personnel in service for the full academic year are entitled to 18 days of sick leave. Those appointed after August 31 shall have entitlement prorated as follows:
First Days Second Days
Semester Earned Semester Earned
August 18 Start of 2nd semester 9
through January
September 17 February 7
October 15 March 5
November 13 April 3
December to end 11 May 1
of semester
Note: The months have been changed from those shown in Appendix S of the Manoa/Hilo Handbook to conform to the present academic year.
c) Employees absent from work on account of sickness shall have charged against their sick leave allowance all working days which occur during the absence. For “C” personnel on 11-month appointments, this means any regular University work day exclusive of non-duty time during the summer period. For “C” personnel on 9-month appointments, this means any regular University work day during the period beginning one week before registration for the first semester ending with the second semester’s commencement, including periods when classes are not scheduled. As used in this paragraph “regular University work day” is synonymous with regular State of Hawaii work day and does not include holidays and weekends.
d) Form G2, Application for Transfer of Vacation and Sick Leave Credit or Payment in Lieu of Vacation.
1) The G2 and the supporting documents should be prepared, audited and certified by the respective division as appropriate.
2) Prior to distribution of G2 copies, a final check to insure for accuracy shall be made. In event of an error, prepare an amended G2 and attach the incorrect copies to the amended G2 and distribute accordingly.
3) The respective division is to distribute documents in the following manner:
For Lump Sum Payment
— 1st copy to Payroll Office
— 2nd copy to ERS
— 3rd copy retained by division level (if civil service to the Civil Service Section, if E/M to the Personnel Management Office, Director’s Office)
— 4th copy to employee
— 5th copy (extra)
For Sick Leave Only
— 1st retained by Division
— 2nd copy to ERS
— 3rd copy retained by division level (if civil service to the Civil Service Section, if E/M to the Personnel Management Office, Director’s Office)
— 4th copy to employee
— 5th copy extra
For Transfer to Another State or County Agency
— 1st*, 2nd, 4th and 5th copy to the department gaining the employee
— 3rd copy retained by division level (if civil service to the Civil Service Section, if E/M to the Personnel Management Office, Director’s Office)
*1st copy attached to Authorization for Payment only if monies need to be transferred.
[appended forms not included]
