Staff Handbook

Time Off Work

photo of a staff member with a bicycle

Attendance and Notification of Absence   

All university employees are expected to maintain a good record of attendance. However, absence from work is sometimes unavoidable. When you are delayed or absent from work, your manager or designee must be notified. Check with your manager for procedures specific to your department. Failure to report an absence in accordance with your department’s notification procedure may result in your being denied paid sick leave, being subject to disciplinary action, or both.

Holidays

Human Resources issues a University Holiday Schedule each year, summarizing holiday observances. You are granted 10 holidays per year.  Below is a list of holidays:

Name of Holiday Date of Holiday
New Year’s Day January 1
Martin Luther King Day* January (third Monday)
Presidents’ Day* February (third Monday)
Memorial Day May (last Monday)
Independence Day July 4
Labor Day September (first Monday)
Columbus Day* October (second Monday)
Veterans’ Day November 11
Thanksgiving Day November (fourth Thursday)
Christmas Day December 25

*State law allows the university to move the observance of three holidays--Martin Luther King Day, Presidents’ Day, and Columbus Day--to dates other than the actual holiday. Changes are noted in the annual University Holiday Schedule found on the Human Resources website. The university typically moves President’s Day to the Day after Thanksgiving and moves Columbus Day to Christmas Eve.

Holidays that fall on a Saturday are observed the preceding Friday.  Holidays that fall on a Sunday are observed the following Monday.

You are not eligible for holiday pay when:

  • you have an unauthorized, unpaid absence on the day before the holiday(s).
  • you are on a leave of absence without pay, are on a layoff, or you are receiving Workers’ Compensation total disability benefits.  

Sick Leave

Paid sick leave is earned and accrued by all employees. The rate of accrual for full-time unclassified salaried staff is 10 hours, or 1.25 days, per calendar month when you are in active status. The rate of accrual for full-time classified and unclassified hourly staff is 4.6 hours (approximately 15 days per year for full-time employees) for every 80 hours in an active pay status. Part-time employees accrue sick leave on a pro-rated basis.

Sick leave with pay may be requested only for leave already earned. Your supervisor has the right to approve or deny sick leave. The university may require you to provide a physician’s certification of your need for leave after three consecutive days of absence, when you have been seen by a physician, or in cases of suspected patterned or excessive use. The physician’s certification should include the reason why you are or were unable to work for the time period covered by the certification. 

Sick leave will only be approved for absences due to the following reasons:

  • Illness/injury of the employee or a member of the employee's immediate family that requires the attendance of the employee.
  • Exposure of the employee to a contagious disease which could be communicated to and jeopardize the health of other employees. Such a request for sick leave must be reported immediately to the Leave and Disability Coordinator in Human Resources for approval.
  • Medical, psychological, dental, or optical examination of the employee or a member of the employee's immediate family that requires the attendance of the employee. When the appointment requires the attendance or the full day absence of the employee, the university may require proof of the required attendance of the employee, or the full day absence.
  • Death of a member of the employee's immediate family. Use of sick leave is limited to five days.

Your immediate family is defined as including your spouse, domestic partner, parents, children, children of a domestic partner, grandparents, siblings, grandchildren, brother-in-law, sister-in-law, father-in-law, mother-in-law, son-in-law, daughter-in-law, legal guardian or other person who stands in place of a parent.

Upon death or retirement, with 10 years of state service, you or your estate will receive a payment equivalent to one-fourth of the value of accrued but unused sick leave, up to a maximum of 240 hours. Payment is based upon your rate of compensation at the time of retirement or death. This payment eliminates all of your sick leave credit.  If you retire, a payment will be made to you one-time only. If you return to state service after a payment has been made, you can accrue and use sick leave as before, but cannot receive a payment for the unused sick leave at the time of a subsequent retirement.

Bargaining unit employees should refer to their respective collective bargaining agreement for the specific provisions on sick leave.

You may also transfer accrued sick leave from one state agency to another, provided the time between separation and reappointment does not exceed 10 years. An official verification of prior public service employment dates and sick leave balances that are known must be submitted to Operations section of Human Resources.

Vacation

The University provides you vacation time based on your assigned job classification, full-time equivalency (FTE), and length of service.

Length of service is defined as service time at Wright State University, plus any previous service time with the state of Ohio or any political subdivision of the state, provided the employee presents an official letter documenting the start date, end date, and FTE status of the previous state service to Human Resources.

Unclassified Salaried and Unclassified Hourly Staff Accruals

Unclassified salaried (exempt) and hourly (non–exempt) staff who are appointed on 100 percent full-time equivalency (FTE) contracts earn vacation as follows:

Length of Service Annual Vacation Accrual Rate Per Pay Period
(Salary/Hourly)
Maximum Accrual
0-24 years 22 days 14.67 hours/6.77 hours 352 hours (44 days)
25 or more years 25 days 16.67 hours/7.69 hours 352 hours (44 days)

Unclassified staff appointed to work 51-99 percent FTE over a twelve-month period earn vacation on a prorated basis of the above schedule. Vacation accruals shall be automatically computed and added to the accrued balance each pay period. On August 31 of each year, all excess balances shall be reduced to 352 hours (44 days)  Unclassified staff who are employed for a partial month either at the beginning or termination of employment or who work a partial month because of unpaid leave status will accrue vacation prorated on the basis of actual days worked during that month.

You will be paid for earned, but unused, vacation leave upon separation from the university or upon retirement up to the maximum accrual.  For employees who work less than full time but are entitled to earn vacation, the maximum accrual is determined on a prorated basis.  Special contract unclassified staff may accrue vacation at the prescribed rate. However, this vacation is for use only and will not be paid on separation. Personnel in these categories are encouraged to use all accrued vacation before termination of the contract.

The use of vacation is an administrative decision, requiring the prior approval of your manager, except in the case of Family Medical Leave Act (FMLA) eligible leave. 

Classified Staff Accruals

Classified staff working at least 51% of full time based on a 12-month period earn paid vacation leave. Prior Ohio public service is credited toward that probationary period and establishes longevity for vacation accrual.

You may accrue vacation up to the maximum rate based upon your years of service as indicated in the table below.*

Length of Service Annual Vacation Earned Maximum that can be Accrued
0-7 years 80 hours (10 days) 240 hours (30 days)
8-14 years 120 hours (15 days) 360 hours (45 days)
15-24 years 160 hours (20 days) 480 hours (60 days)
25 yrs & over 200 hours (25 days) 600 hours (75 days)

*For employees who work less than full time but are entitled to earn vacation, the maximum accrual is determined on a prorated basis.

The use of vacation leave is  an administrative decision, requiring the prior approval of your supervisor except in the case of Family Medical Leave Act (FMLA) eligible leave. 

Designated holidays will not be charged to vacation leave.  

Earned but unused vacation leave will be paid to you (up to the maximum accrual) upon separation from the university, provided you have completed one year of state service, or upon retirement.