Policy Manual

Full-Time Faculty and Administrative Officers Vacation/Annual Leave Accrual Rates

Policy Statement

Georgia College shall have a policy for ensuring full-time members and administrative officers (staff employees in job grade 13, as well as non-classified, executive administrators) who work 12 months out of the year accrue paid vacation/annual leave at one and three-fourths days (14 hours) per month as outlined in the University System of Georgia (USG) Human Resources Administrative Practices Manual (HRAPM), Policy on Annual Leave.

Definitions

  • Employee - Includes faculty and classified employees.
  • Faculty - The faculty shall consist of the corps of instruction and the administrative officers as defined in Section 3.2 of the Policy Manual of the Board of Regents of the University System of Georgia.
  • Full-time Faculty - Faculty member who works 12 month out of the year.
  • Administrative Officers - Georgia College employees whose positions are classified in job grade 13, as well as non-classified, executive administrators.
  • Non-classified Employees - Executive administrators, including vice presidents and the president.
  • Classified Employees - Classified employees shall consist of the professional and administrative employees and staff defined as follows:
    • Professional and Administrative Employees: All employees who are exempt from the Federal Wage-Hour provisions of the Fair Labor Standards Act (FLSA) because of their professional or administrative responsibilities, and who are not identified as faculty or graduate assistants, shall be designated as Professional and Administrative Employees.
    • Staff: All employees who are not exempt from the Federal Wage-Hour provisions of the Fair Labor Standards Act (FLSA) shall be designated as staff.

Keywords

Vacation/annual leave accrual; Full-time Faculty; Administrative Officer

Reason for the Policy

To ensure compliance with the USG Human Resources Administrative Practices Manual (HRAPM), Policy on Annual Leave, each institution will have a written definition of "administrative officer" to ensure eligible full-time faculty and administrative officers earn vacation/annual leave at one and three-fourths days (14 hours) per month.

Proposed Outcomes

This policy aims to ensure all eligible full-time faculty and administrative officers accrue vacation/annual leave at the appropriate rate of one and three-fourths days (14 hours) per month, as outlined in the HRAPM.

Applicability of the Policy

This policy applies to all Georgia College full-time faculty and eligible administrative officers who work 12 months out of the year.

Related Policies

Procedures

  1. The Office of Human Resources, in collaboration with department managers, shall be responsible for identifying employees that have been approved to earn vacation/ annual leave at the 14 hours per month rate based on job grade or other approved agreement by the appropriate GC authority upon hire, transfer or promotion. At the time of implementation of this policy, employees receiving 14 hour vacation/annual leave allotments that do not meet the new policy standards will be grandfathered in to maintain their existing accrual rate, and the position will convert to the new policy guidelines once the grandfathered incumbent terminates employment with Georgia College.
  2. Employment Services will document the vacation/accrual rate for new hires on the Personnel Action Form (PAF) during the processing phase.
  3. Employment Services will evaluate PAF's to identify employees that transfer into eligible positions permanently or on an interim basis to ensure they are coded properly to accrue the correct vacation/annual leave allotment for the role they are serving in (e.e., administrative staff positions in job grade 13 and administrative faculty positions, including all related interim assignments).
  4. Payroll Services will update the vacation/annual leave accrual amounts for employees in HRIS and audit employee accruals on a quarterly basis to ensure they are receiving the proper vacation/annual allotments based on this policy and service date accrual rates.
  5. The Office of Human Resources and Payroll Services will monitor the list of eligible employees to ensure compliance on a quarterly basis.

Forms

Contacts

Office of Human Resources - hr@gcsu.edu or (478) 445-5596

Payroll Services - payroll@gcsu.edu or (478) 445-6096