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Leave Codes

The chart below explain the leave codes that are currently in use and describes when to use that specific type of leave. Usage of certain leave may be further guided by the Memo of Understanding for non-exempts and for Sworn Police Officers. Please refer to your copy of the Memo of Understanding if you are a member of either of these two unions.

Leave Code

Leave Description




Use this leave for vacations.  Supervisors will advise employees how much notice should be provided to request a day or more off using annual leave.  Employees must request the use annual leave in advance. Based upon operational needs, annual leave requests may be denied or delayed by department supervisors.


Sick - Illness

This leave is used for sick leave for personal illness, or for doctor's appointments that cannot be scheduled during non-work hours.  Sick leave that is considered excessive or where patterns appear (for instance Monday and Friday absences, a day before or after a scheduled holiday) will be reviewed periodically by your supervisor.   Sick leave usage is part of the "attendance and punctuality" during yearly PMP reviews.


Sick - Adoption

An employee who adopts a child may use up to 30 days of accrued sick leave immediately following the birth of a child or placement of the child with the employee.  The employee who has primary responsibility for the care and nurturing of the adoptee is eligible for the leave.  The adoption must be a formal adoption, and appropriate legal documents must be provided in advance to HR.  The employee must request this leave in advance. Adoption leave is part of the sick leave that employees earn, and when it is used,it reduces from the sick leave balance.


Sick - Bereavement

This type of leave is taken from an employee's available sick leave balance, and is used for the death of a close relative.  Up to five (5) days may be used for a spouse, child, stepchild, mother, father, or someone who took the place of a parent, mother-in-law, father-in-law, grandparent, grandchild, son-in-law, daughter-in-law, brother, sister, brother-in-law, sister-in-law, or other relative permanently residing in the employee's household.  If bereavement leave is used frequently, the employee may have to produce documentation when requesting this leave.  If travel is involved, up to seven (7) days may be granted.  One day of bereavement leave may be used for the death of the employee's aunt, uncle, niece, nephew, or employee's spouse's aunt, uncle, niece, or nephew.  No additional time is granted if travel is involved.

Bereavement leave is part of the sick leave that employees earn, and when it is used, it reduces from the sick leave balance.


Sick - Advanced

Advancing of sick leave is granted at the discretion of the Director of HR.  It is used when all other paid leave has been exhausted and the employee is out for a temporary, serious disability.  It is not intended to cover short absences.  Written documentation must be provided and a formal request must be made in writing to the Director.  Advanced sick leave is considered a debt to the university that must be paid in full by applying leave as it is earned (annual and sick).  Up to 15 days per year of advanced sick leave may be granted, not to exceed 60 days.  An employee must have completed an original probation period, and have a satisfactory record of sick leave usage and work performance.


Sick - Extended

Extended sick leave is granted to employees who have exhausted all paid leave, all advanced sick leave, and who sustain a temporary, but recoverable serious disability.  It is not entitlement and is granted at the discretion of the HR Director.  Employees must have worked for the State/USM for at least five years, and have a satisfactory record of sick leave usage and work performance.  It is not a debt and does not have to be repaid to the University.  The maximum of extended sick leave cannot exceed 12 work months.


Accident Leave

When an employee is injured while working or on the work site, accident leave may be granted.  The employee must file a First Injury Report with the Office of Public Safety who is available 24 hours each day.  Public Safety provides this information to HR who submits to Workers' Compensation for determination of accident leave.   A physician must also certify temporary disability and state the employee is not able to perform essential job duties.  The Associate Director, HR, approves accident leave. 


Sick - Family Illness

This type of sick leave that is available from accrued sick leave may be used when an immediate family member is ill or has a medical appointment that cannot be made during non-work hours.  Immediate family member is a spouse, child, stepchild, grandchild, mother, father, mother-in-law, father-in-law, brother, sister, grandparent, brother-in-law, sister-in-law, or legal dependent regardless of residence, or to another relative permanently residing in the employee's household.

Up to 15 days per year may be granted within a calendar year for this purpose.

If excessive leave is used, employees may have to provide physician documentation covering an absence.


Sick - USM Reserve Fund

This fund composed of unused personal leave is available to employees who become temporarily medically disabled and who meet qualifying criteria (at least one year of service with USM, have used all available sick leave, advanced sick leave, extended sick leave, and all other paid leave, and have a satisfactory record of sick leave use and work performance).  A request must be forwarded through the UB HR Director and if approved, will be forwarded to the USM Systems Office for final approval.



Full time employees are eligible to receive 11 holidays per calendar year, plus 3 administrative holidays per calendar year, for a total of 14 holidays, (in general or congressional election years, an additional holiday is earned).  UB follows an established holiday schedule.  Certain holidays are used as soon as they are earned (New Years Day, MLK Birthday, Memorial Day, Independence Day, Labor Day, Thanksgiving and the Day after Thanksgiving, and Christmas.  Other holidays are earned on a specified calendar date but observed at a later date (President's Day, Columbus Day, and Veterans Day), and three additional Administrative Holidays are earned to be used during the UB year-end holiday period.  Certain employees (public safety, libraries, payroll, and plant operations) may have to work on some of these holidays, but are permitted to use those holidays on an alternate schedule.



For regular employees working full time, receive 3 days, or 24 hours personal per calendar year.  Must be used by the end of the first pay period that ends in the new calendar year.  Any leave not used by that time is contributed to the USM Leave Reserve Fund.  No payment for unused personal leave at the time of separation from USM.

Use of personal leave requires prior notification to employee's supervisor.


Unpaid leave

If an employee requests unpaid leave, the supervisor may grant it.  This code will indicate to payroll that an employee is not to be paid on the date(s) it is used.  Unpaid leave is generally not granted when an employee has available paid leave.


Suspension With Pay

If an employee is suspended with pay by the supervisor, this leave code should be entered on the timesheet.


Suspension Without Pay

IF an employee is suspended without pay by the supervisor, this leave code should be entered on the timesheet.  During periods of no pay, employees do not earn leave.


FMLA Without Pay

This leave should be used when an employee is using unpaid Family and Medical Leave.  FMLA leave (paid or unpaid) is available for up to 12 weeks per year.



An employee who is a member of the Army, Navy, Air Force, Marine or Coast Guard reserve is entitled to a leave of absence with pay for military training up to 15 work days in a calendar year.  A copy of military orders must be submitted in advance to the supervisor at least 60 days in advance of the leave.  The employee's leave will not be charged.


Jury Duty

This paid leave is available to all regular employees who are selected for jury duty provided the employee notifies the supervisor immediately upon selection.  Since employees now submit a web timesheet, the jury duty documentation must be provided to the supervisor before submission of the timesheet. If employee's services are not required and employee is dismissed for the day, return to work is required.  If documentation is not submitted with the timesheet, jury duty leave cannot be used.  Use of jury duty leave provides for an absence from work without loss of pay or charge to any leave for the day(s) of the jury duty service.


Legal Actions Leave

If an employee is summoned to appear in court, grand jury, or for a deposition, and is either not a party to the action nor a paid witness, the employee may be absent from work without loss of pay or charge to any leave.  The employee must provide documentation to the supervisor that verifies attendance and attach to the timesheet when the leave is taken.  If documentation is not provided, the employee may not use Legal Actions Leave.


Special Administrative Leave

This leave may be granted by the President or his/her designee and permits employees to be absent from work without loss of pay or charge to leave when an emergency condition occurs (weather, threats, unsafe working conditions, etc.) 


Administrative Leave for Separations and Terminal Leave

Under the Policy on Separation for Exempt Employees, when an employee is on administrative leave, they will not earn additional leave while on paid Administrative Leave.  Similarly, when employees are granted terminal leave, leave will not be earned while on paid Administrative Leave.


Admin Leave Union Activity

This leave will be used for employees who are a member of a union and who are authorized to represent the employees during meetings or planned events.


Administrative Holiday Leave

These holidays are additional holidays that are earned at the end of the calendar year to accommodate the University closing period.  Three administrative holidays are provided and must be used on pre-determined days.  They cannot be carried forward into the next calendar year.


Comp Time Earned

With the initiation of Exempt Pay Plan policies, exempt employees record a "D" for duty day on their timesheet.  Although 80 hours of work bi-weekly are considered normal work hour, exempt employees are expected to work the number of hours necessary to complete their job.  Compensatory time may be earned on a limited basis. For any hours of comp time that are approved, supervisors must approve the non-pay work hours on the timesheet so they convert to comp time earned hours.   Comp time, if approved, should only be approved for full hours; no partial hours are permitted.  Comp time balances in excess of two days (or 16 hours) are forfeited if not used by the end of the calendar year.


Comp Time Taken

This code is used to reflect hours used when you take approved compensatory time off with pay.


Collegially Supported Sick Leave

This leave is available to Regular Faculty members with approval of the Dean.  Up to 25 days per academic year may be awarded if a faculty member is unable to perform their duties due to personal illness.


Contingent II Leave

This leave code is used by Contingent II employees only.  For a full fiscal year, employee receives 8 days of leave.  Leave is earned on a pay period basis, but employee, with appropriate approval by the supervisor, may use the leave in advance of when it is earned.  A total of 64 hours is earned at the beginning of the fiscal year.  The 64 hours must be used between July and June, and it may not be carried forward into the next fiscal year.  Leave is prorated for Contingent II employees who work less than 100%.