EHRA Leave Programs

1. Introduction

This policy outlines leave entitlements for permanent faculty and staff at East Carolina University that are exempt from the North Carolina Human Resources Act. This includes Faculty, Senior Academic and Administrative Officers (SAAO), and Exempt Professional Staff (EPS) in leave-earning positions.

2. Annual Leave

Annual Leave, also known as vacation leave, applies to employees with appointments made prior to January 1, 2025, subject to the eligibility guidelines in section 2.1 below. Annual Leave is credited to employees who are in pay status (working, on paid leave, or on workers’ compensation leave) for one-half or more of the regularly scheduled workdays and holidays in the pay period. The primary purpose of paid Annual/vacation Leave is to allow employees to renew their physical and mental capabilities to remain a fully productive employee. Employees are encouraged to request leave during each year to achieve this purpose.

• 2.1. Eligibility. The following employees are eligible under this policy for Annual Leave:
  • 2.1.1. All permanent Senior Academic and Administrative Officers (SAAO) or Exempt Professional Staff (EPS) with appointments made before January 1, 2025.
  • 2.1.2. All SAAO or EPS employees with appointments made before January 1, 2025, who receive new SAAO or EPS appointments at ECU that are effective on or after January 1, 2025; and
  • 2.1.3. SHRA/CSS/DMSS employees who subsequently transfer or convert to an SAAO or EPS appointment at ECU, provided the employee’s original hire date at ECU was before January 1, 2025.
• 2.2. Annual Accrual. A permanent full-time employee (1.00 FTE) in a position covered by this policy shall be entitled to accrue twenty-four (24) workdays per year for EPS and twenty-six (26) workdays per year for SAAO.
  • 2.2.1. Accrual Rate. Annual Leave is accrued at a monthly rate and is adjusted proportionately for permanent part-time employees who work halftime or more (0.50 – 0.99 FTE) as well as for permanent employees who are on a contract period of less than one year. The monthly accrual amount is equal to one-twelfth of the annual accrual. Monthly leave is earned when an employee works or is on approved paid leave at least half the working days of a month.
• 2.3. The Leave Year is defined as calendar year (January 1 – December 31).
• 2.4. Exception for Prior Higher Accrual Rate. With respect to an SHRA employee who earns more than twenty-four (24) days of Annual Leave per year as January 1, 2025, or as of the date that an employee accepts a position subject to this policy, such employee shall be entitled to continue to earn leave at their current rate.
• 2.5. Annual Carryforward of Leave. The maximum number of unused days of Annual Leave that may be carried forward from one year to the next shall be thirty (30) workdays. Annual Leave in excess of thirty (30) workdays will be automatically converted to sick leave at the end of the calendar year.
• 2.6. Scheduling Leave. The scheduling of an employee’s Annual Leave shall be subject to the approval of the employee’s supervisor.
• 2.7. Advancement of Annual Leave. Subject to institutional policy and approval by the employee’s supervisor, an employee may be advanced the amount of leave that can be accrued during the remainder of the defined leave year. If an employee separates from ECU and has taken more Annual Leave than has been accrued, ECU will determine the amount of leave that the employee must repay to the institution and make deductions from the employee’s final salary check accordingly.
• 2.8. Transfer and payout of accrued Annual Leave. For new appointments within ECU that are subject to this policy, all Annual Leave will transfer to the new appointment. Upon discontinuation of employment from ECU or upon transfer to a position not subject to this policy, the employee’s Annual Leave balance shall be paid out, up to a maximum of thirty (30) workdays (pro-rated for part-time employees).
• 2.9. No employee may accrue both Personal Leave and Annual Leave simultaneously.

3. Personal Leave

The primary purpose of Personal Leave is the same as Annual/vacation Leave, to allow employees to renew their physical and mental capabilities to remain a fully productive employee. Employees are encouraged to request leave during each year to achieve this purpose. Personal Leave is not eligible for payout upon separation.

• 3.1. Eligibility
  • 3.1.1. All permanent Senior Academic and Administrative Officers (SAAO) and Exempt Professional Staff (EPS) with new hire appointments on or after January 1, 2025.
  • 3.1.2. Faculty with 12-month new hire appointments effective on or after January 1, 2025.
  • 3.1.3. ECU employees holding an SAAO or EPS appointment who are eligible to accrue Annual Leave can make a one-time irrevocable election to join the Personal Leave program and end Annual Leave accruals. Employees who make this irrevocable election will:
    • 3.1.3.1. Retain up to a maximum of thirty (30) workdays (pro-rated for part-time employees) of accrued Annual Leave while they remain employed at ECU in a position subject to this policy. This accrued Annual Leave will be tracked as Legacy Annual Leave and be available for use by employees. Upon the employee’s separation from employment, transfer to another institution, or transfer to a position not subject to this policy, the employee will receive a payout of any unused retained accrued Annual Leave, at the pay rate as of the time of separation or transfer. Any retained Annual Leave will be tracked separately from accrued Personal Leave.
    • 3.1.3.2. Any Annual Leave in excess of thirty (30) workdays under either option is forfeited.
• 3.2. Annual Accrual. A permanent full-time employee (1.00 FTE) in a position covered by this policy shall be entitled to accrue twenty-six (26) workdays per year.
• 3.3. Accrual Rate. Personal Leave is accrued at a monthly rate and is adjusted proportionately for permanent part-time employees who work halftime or more (0.50 – 0.99 FTE) as well as for permanent employees who are on contract for less than one year. The monthly earnings amount is equal to one-twelfth of the annual rate. Monthly leave is earned when an employee works or is on approved paid leave at least half the working days of a month.
• 3.4. Leave Year Defined. The Leave Year is defined as calendar year (January 1 – December 31).
• 3.5. Annual Carryforward of Leave. Employees may carry forward a maximum of twenty (20 days) of Personal Leave into the next defined Leave Year. Any excess leave expires at the end of the defined Leave Year and does not convert to sick leave.
• 3.6. Scheduling Leave. The scheduling of an employee’s Personal Leave shall be subject to the approval of the employee’s supervisor.
• 3.7. Advancement of Personal Leave. Subject to institutional policy and approval by the employee’s supervisor, an employee may be advanced the amount of Personal Leave that can be accrued during the remainder of the defined Leave Year. If an employee separates from ECU and has taken more Personal Leave than has been accrued, ECU will determine the amount of Personal Leave that the employee must repay to the institution and make deductions from the employee’s final paycheck accordingly.
• 3.8. Transfer of accrued Personal Leave.
  • 3.8.1. If an employee receives a new appointment to a position subject to this policy and within ECU, then all Personal Leave will transfer to the new appointment. Any Annual Leave retained pursuant to Section 3.1.3.2 of this policy will transfer to the new appointment.
  • 3.8.2. If an employee transfers to another UNC constituent institution in a position subject to UNC Policy 300.2.22 then up to a maximum of twenty (20) days of Personal Leave shall transfer to the new institution, and any excess leave shall be forfeited. Any Annual Leave retained pursuant to Section 3.1.3.2 of this policy shall be paid out.
  • 3.8.3. If an employee otherwise discontinues employment, all Personal Leave shall be forfeited. Any Annual Leave retained pursuant to Section 3.1.3.2 of this policy shall be paid out.
  • 3.8.4. No employee may accrue both Personal Leave and Annual Leave simultaneously.
  • 3.8.5. For a comprehensive list of eligibility for Annual Leave and/or Personal Leave, please consult the SHRA/CSS/DMSS/EHRA Leave Transfer Guidance document.

4. Faculty

Faculty with an initial twelve-month appointment at ECU effective prior to January 1, 2025 remain subject to the ECU Leave Policy for Twelve-Month Faculty.

5. Other Leave Programs for EHRA employees

• 5.1. Employees in positions covered by this policy shall be subject to the same policies concerning sick leave, family and medical leave, paid parental leave, family illness leave, civil leave, military leave, community service leave, special annual leave bonus, personal observance leave, bereavement leave, and any other leave program as may be prescribed for employees subject to the North Carolina Human Resources Act or as otherwise provided by university policy or regulation.
• 5.2. Sick Leave
  • 5.2.1. With respect to sick leave, subject to applicable policy and approval by the employee’s supervisor, an employee may be advanced the amount of sick leave that can be accrued during the remainder of the year or during a 12-month period.
  • 5.2.2. If an employee separates from ECU and has taken more sick leave than has been accrued, ECU will determine the amount of leave that the employee must repay to the institution and make deductions from the employee’s final paycheck accordingly.
  • 5.2.3. Sick leave is not eligible for payout upon separation.
• 5.3. With respect to faculty taking military leave, in advance of leaving work to perform military duty, a faculty member may initiate a request, consistent with university policy, for an extension of the time during which an institutional decision must be made regarding reappointment, tenure, or promotion.

6. Leave of Absence Without Pay

• 6.1. EHRA employees, including faculty, SAAO, and EPS, covered under this policy may request a leave of absence without pay. Granting such a request shall be at the discretion of the employee’s supervisor and subject to other applicable university policies and procedures.

7. Voluntary Shared Leave

• 7.1. EHRA employees, including faculty, SAAO and EPS, covered under this policy shall be subject to the same provisions concerning shared leave as are applicable to employees subject to the North Carolina Human Resources Act with the exception that the donation and acceptance of such leave shall be computed on the basis of days rather than hours.

8. Other Matters

• 8.1. Effective Date. The requirements of this Policy shall be effective on the date of adoption of this Policy by the Board of Trustees.
• 8.2. Relation to State Laws. This Policy is meant to supplement and does not purport to supplant or modify, those statutory enactments which may govern or relate to the subject matter of this Policy.
• 8.3. Regulations and Guidelines. This Policy shall be implemented and applied in accordance with such regulations and guidelines as may be adopted from time to time by UNC System Office, the ECU Board of Trustees, or the Chancellor.