The Leave Time Frequently Asked Questions are divided into the following categories for ease of navigation. Please select the category that best applies to the issue you are inquiring about to view a list of related questions:
  • Vacation Time FAQs
  • Sick Time FAQs
  • Floating Holidays FAQs
  • Vacation Time FAQs
    How much vacation, sick, and floating holiday time do employees accrue?
    How much vacation and sick time do employees on a 10-month position accrue?
    What is the vacation policy for Administrative/Professional employees and how do they accrue vacation time?
    How long after an employee starts working can he/she use accrued vacation time?
    Who tracks vacation, sick, and floater usage for Administrative/Professional (exempt) employees?
    Does the FLSA require payment for holidays, vacation, and sick leave?
    What happens to floaters, sick days, and vacation days that are not used within the calendar year in which they are earned?
    A non-exempt (hourly-paid) employee was told that he/she would lose vacation time if it was not taken by the end of the fiscal year. How much vacation time do non-exempt employees have to use this year to make sure that they don't lose any? How does this work?
    How much vacation time do non-exempt employees need to use before the end of the fiscal year?
    What happens to vacation time that is accrued and unused and is over the maximum accrual limit?
    What happens to the accrued sick/vacation/floater time of a Staff (non-exempt) employee if his/her classification changes to Administrative/Professional (exempt)?
    Will employees lose their existing vacation balance if they transfer to an Administrative/Professional position from another employee category (Faculty, Hourly-Paid, Research)?
    If an employee resigned or is terminated, can the department pay him/her vacation, floaters, and/or sick time?
    Can employees take vacation/sick time/floaters after submitting a resignation?
    An Administrative/Professional employee's resignation date is October 16th. Will the employee accrue vacation for the entire month of October?
    How is accrued compensatory time for a termination paid?
    Last pay period an employee accidentally used a vacation day instead of a sick day. Who does the employee need to contact to correct the records?
    How can employees check if a correction has been processed for their vacation/sick/floater balance?
    An employee has not used any sick time this past fiscal year. Can he/she convert this unused sick time to vacation time?
    Can employees use vacation time or floaters for sick days if they don't have any sick time remaining?
    What is the Accrual Comp. Date?
    How does the Accrual Comp. Date work for rehires?
    What happens to the Accrual Comp. Date if the employee is a recall from layoff?
    A full-time regular exempt (monthly-paid) employee is going to a part-time regular schedule beginning next month. The employee currently has 22 days of vacation time accrued as a full-time regular. What happens to the employee’s vacation time when he/she starts the part-time schedule? Will the employee now have 44 days of vacation at 50%?
    A full-time regular exempt (monthly-paid) employee moved to a part-time regular schedule a month ago. The employee had a vacation balance of 22 days as a full-time regular and now, as a part-time regular, he/she has a balance of 22 days as well. If the employee resigns, will the vacation balance be paid at the new part-time pay rate or will it be paid at a prorated pay rate taking into consideration that he/she has been a full-time regular for the last 15 years?

    Sick Time FAQs
    How much vacation, sick, and floating holiday time do employees accrue?
    How much vacation and sick time do employees on a 10-month position accrue?
    How is sick time calculated for a non-exempt (hourly-paid) employee?
    What is the sick time policy for Administrative/Professional employees and how much sick time do they accrue?
    Who tracks vacation, sick, and floater usage for Administrative/Professional (exempt) employees?
    Does the FLSA require payment for holidays, vacation, and sick leave?
    What happens to floaters, sick days, and vacation days that are not used within the calendar year in which they are earned?
    What happens to the accrued sick/vacation/floater time of a Staff (non-exempt) employee if his/her classification changes to Administrative/Professional (exempt)?
    If an employee resigned or is terminated, can the department pay him/her vacation, floaters, and/or sick time?
    Can employees take vacation/sick time/floaters after submitting a resignation?
    Last pay period an employee accidentally used a vacation day instead of a sick day. Who does the employee need to contact to correct the records?
    How can employees check if a correction has been processed for their vacation/sick/floater balance?
    An employee has not used any sick time this past fiscal year. Can he/she convert this unused sick time to vacation time?
    Will employees receive a Sick Time Conversion Form if they have no sick time to convert to vacation?
    Can employees use vacation time or floaters for sick days if they don't have any sick time remaining?
    What is the Accrual Comp. Date?
    How does the Accrual Comp. Date work for rehires?
    What happens to the Accrual Comp. Date if the employee is a recall from layoff?
    Can employees use sick time while on a Maternity Leave of Absence?
    Can employees use sick time if their wife just had a baby?
    Can employees take sick time to care for their father-in-law?
    Can a supervisor require a doctor's note from an employee (exempt or non-exempt) that uses sick time?
    What is the rule for employees taking sick leave for the entire day when they have a medical appointment, not treatment?

    Floating Holidays FAQs
    How much vacation, sick, and floating holiday time do employees accrue?
    When can employees take a floating holiday?
    Can employees take a floating holiday while on a new hire probationary period?
    Who tracks vacation, sick, and floater usage for Administrative/Professional (exempt) employees?
    Does the FLSA require payment for holidays, vacation, and sick leave?
    What happens to floaters, sick days, and vacation days that are not used within the calendar year in which they are earned?
    What happens to the accrued sick/vacation/floater time of a Staff (non-exempt) employee if his/her classification changes to Administrative/Professional (exempt)?
    If an employee resigned or is terminated, can the department pay him/her vacation, floaters, and/or sick time?
    Can employees take vacation/sick time/floaters after submitting a resignation?
    How can employees check if a correction has been processed for their vacation/sick/floater balance?
    Can employees use vacation time or floaters for sick days if they don't have any sick time remaining?
    When an employee moves from the Medical campus to the Coral Gables campus, will five floating holidays be transferred, or is the employee limited to the two floating holidays at the Coral Gables campus?

    Click here to view the answer.

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    An employee accrues vacation and sick time during working periods only. Accrual rates for sick and vacation vary according to years of service and employee type.

    Please refer to the appropriate Sick Time Policy for more information.

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    Regular full-time Administrative/Professional employees hired before September 1, 1999 will accrue 22 paid vacation days for each complete year (12 months) of service at the University of Miami. Employees with a date of hire on or after September 1,1999 will accrue vacation on the following basis:
  • 10 vacation days per 12 months of employment for the first two years of continuous employment.
  • 15 vacation days per 12 months of employment for the third through the tenth year of continuous employment.
  • 22 vacation days per 12 months of employment for eleventh and successive years of continuous employment.
  • Key administrators may be employed on a more advanced vacation schedule (not to be greater than 22 days per year) with approval from Human Resources.

    Please refer to the Vacation Policy for Administrative/Professional Employees for more information.

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    Regular, full-time Administrative/Professional employees on the payroll prior to September 1, 1999 accrue 22 paid sick days for each complete year (12 months) of service at the University of Miami. New additions to the payroll beginning September 1, 1999 accrue sick time on the following basis:
  • 12 sick days per 12 months of employment for the first two years of continuous employment
  • 15 sick days per 12 months of employment for the third through tenth year of continuous employment
  • 22 sick days per 12 months of employment for the eleventh and successive years of continuous employment
  • Please refer to the Sick Time Policy for Administrative/Professional Employees for more information.

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    Regular non-exempt (hourly-paid) employees accrue the equivalent of 12 days per year if they remain in pay status throughout the year. Sick time accruals carry over to the following year and accruals are unlimited.

    Sick time accrues each pay period on a fraction of an hour basis (.04616) for each hour paid excluding overtime related hours. Sick pay may be applied for as needed, and if approved, wages will be paid at the employee's straight time rate and must not exceed the hours the employee would have normally worked.

    Please refer to the appropriate Sick Time Policy for more information.

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    The Administrative/Professional employee's department is responsible for keeping track of vacation, sick, and floating holidays usage. Employees should submit a completed Administrative/Professional and Research Employee Absence Report to the appropriate Central Office to be kept in the employee's file.

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    The FLSA does not require payment for time that is not worked, such as vacation, holidays, and sick leave. These are benefits awarded by the University.

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    Non-Exempt - If floaters are not used within the calendar year in which they are earned, they are lost. Excess vacation is lost if unused by the time Human Resources does the removal (last pay period in August). Sick time accruals are unlimited (never lost).

    Exempt - If floaters are not used within the calendar year in which they are earned, they are lost. Exempt employees can accrue up to a maximum of 44 vacation days and 132 sick days. Once the maximum is reached, the employee stops accruing.

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    If the employee is currently a regular (non-temporary) employee and transfers to another classification (such as to Administrative/Professional), all of his/her accrued sick/vacation/floater time stays the same. Since hourly-paid (non-exempt) employees' sick/vacation/floater time is recorded electronically and that of exempt employees is not, the employee or the appropriate Central Office must provide the details of the employee's accrued balances to the new supervisor.

    As an exempt employee, the supervisor is responsible for tracking the employee's accruals and usage of sick/vacation/floater time since it is not recorded electronically.

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    Vacation time will only be paid if the employee completed the probationary period (6 months for exempt and 3 months for non-exempt employees). No sick time or floating holidays will be paid.

    Please refer to the appropriate Termination Policy for more information.

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    Once an employee submits a resignation letter, he/she cannot use any vacation time or floaters. Sick time can be used.

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    The appropriate leave balance will be updated in myUM on the Wednesday after the final payroll run.

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    All time-keeping corrections must be done via a Revised Timesheet. The entire pay period must be shown in the Revised Timesheet which must be approved by the employee's supervisor and submitted to the Payroll Office. Correction to leave balances may take one or two pay periods to correct.

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    Regular non-exempt (hourly-paid) employees may convert part of their unused sick time to vacation time for the following fiscal year.

    Sick time accruals are based on the number of hours worked during the fiscal year. If an employee worked their regular 75 or 80 hour biweekly schedule they will have accrued approximately 12 sick days for that year. They may convert 6 of those 12 days minus any sick days they may have taken during the fiscal year.

    For example, if an employee used 1 sick day during the fiscal year, he/she may convert 5 sick days to vacation. Policy dictates that employees must leave 6 sick days in their sick balance every year and may convert the remaining 6 or less unused.

    A Conversion Memo will be sent (around May or early June each year) via interoffice mail to regular biweekly employees that have completed at least one year of regular employment and have accrued sick time to convert to vacation . This memo will display the amount accrued, used, and to be converted.

    For more information, please click here.

    Please Note: Sick time to vacation time conversion is not available for exempt (monthly-paid) employees.

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    Employees can use vacation time or floaters for sick time if they run out of sick time. Employees cannot use sick time for something that is not medical related.

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    It is the date that determines the accrual rate for sick and vacation time. All regular employees (A, H, I, J, K, M) should have an accrual comp. date.

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    If the rehire was a previous regular employee, had at least 5 years of regular employment, and the separation period was less than the years of service, he/she is eligible for the previous accrual comp. date.

    IMPORTANT: This rule only applies to employees rehired after July 2003.

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    There is no change to the Accrual Comp. Date.

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    The vacation balance is reviewed once a year, at the end of the fiscal year (May 31). Non-Exempt employees lose vacation time if they have more than one year's worth of vacation in their balance (as shown on their pay check stub or in myUM if they have direct deposit). They can estimate about how much vacation they are going to need to take before May 31 by completing the How to Estimate Vacation Hours Remaining for Biweekly Paid Employees Worksheet. Alternatively, they can also view their excess vacation amount, if any, in myUM. For example, a new employee can accrue two weeks of vacation a year. If he/she works 75 hours a pay period for 26 pay periods a year, his/her accrued vacation will be 75 hours a year. When the computerized review of the vacation balance is made, it will erase anything over the number of hours he/she earns in a year - this is vacation that was accrued in the previous year - so employees should try to get that balance as close to, or under their one year rate as possible by May 31. With the permission of their supervisor, employees may use their vacation time in the year they accrue it. However, most employees take their vacation time during the next year following the year they accrue it.

    The computer does not automatically erase employees' extra vacation balances on May 31; we do allow an extension period of three months. However, this is not automatically granted; employees must request it in writing and have their supervisor approve it. All vacation over their annual accrual amount must be taken by the end of that three month extension period (the last pay period in August - actual end date is announced), or they will lose the excess vacation time.

    In order to estimate how much vacation non-exempt employees need to take by May 31 (or by the end of the extension period if they received an extension), they should review the How to Estimate Vacation Hours Remaining for Biweekly Paid Employees Worksheet. They will need their most recent pay check stub. If employees have trouble completing the worksheet, or would prefer that Human Resources complete it for them, they can fax their request to (305) 284-2866. Employees must include their name, UM ID #, phone number, and fax number. Please allow at least one week for us to complete the form.

    Please refer to the Vacation Policy for Regular Biweekly Staff for more information.

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    Non-Exempt (Hourly-Paid) Employees: Excess vacation is generally extended 3 months after the deadline to allow employees ample time in which to use the hours. However, if the excess vacation remains unused it is lost at the end of the three month extension period.

    Exempt (Monthly-Paid) Employees: Once the employee reaches the maximum of 44 days of vacation, the employee will stop accumulating days until the days are brought down below the maximum amount. At that time, they will start accumulating again until they reach the maximum number.

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    Floating holidays can be taken at any time during the calendar year, even during a new hire probationary period. Requests for a floating holiday should be made at least 2 weeks in advance.

    Employees earn floating holidays as follows:
    Gables/Marine Campus and Medical JMH:
  • 2 floating holidays if hired from January to June 30
  • 1 floating holiday if hired from July 1 to September 30

  • Medical Campus:
  • 5 floating holidays if hired from January to June 30
  • 3 floating holidays if hired from July 1 to September 30

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    If an Administrative/Professional employee works until the 16th of any month, vacation is accrued for the entire month. If the separation date is on the 15th of the month or before, there is no accrual earned for that month.

    Please refer to the Vacation Policy for Administrative/Professional Employees for more information.

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    Please click here for more information.

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    The supervisor may require a medical certificate form a health care provider to verify illnesses of more than three working days or before allowing an Administrative/Professional employee to return to work. However, should there be reason to doubt the employee's absence of two consecutive days or less (because of repeated instances or absences before or after holidays or scheduled days off), the supervisor may request a verification of illness from a health care provider.

    Please refer to the appropriate Sick Time Policy for more information.

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    If eligible, employees may take a Family Leave of Absence to care for their wife for the six to eight weeks that she is “incapacitated” after the birth of a child. Employees may use sick time for this six to eight week period (six weeks if normal delivery/eight weeks if C-Section) and thereafter may use vacation time or floating holidays to remain in pay status for a maximum of 90 days in any 12 month period including all other leaves of absence. If both parents are employees at the University of Miami, the 90 days leave of absence period will be divided between the two of them.

    Please refer to the appropriate Leave of Absence Policy for more information.

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    Note: Theoretically, the appointment should not last the entire day and an employee that takes the whole day for an appointment may be abusing the sick time policy.

    Employees may use sick time for medical appointments for themselves and for immediate family members such as children, spouse, or parents. However, should a supervisor suspect that sick time abuse is occurring, he/she is authorized to request a certification from a health care provider to document the sick time used. If an employee cannot provide the requested documentation, the employee may be asked to use no work/no pay instead of sick time. Continued instances of sick time abuse may lead to disciplinary action up to and including termination of employment.

    Please refer to the appropriate Sick Time Policy for more information.

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    The University's sick time policy states that employees may use sick time to care for a sick or disabled immediate family member, which includes spouse, dependent children, and parents for the period of time specified by the health care provider. Employees may not use sick time to care for their father-in-law.

    Please refer to the appropriate Sick Time Policy for more information.

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    Employees can take their available floating holidays at any time with their supervisor's approval. They do not need to complete the probationary period.

    Please refer to the appropriate Holiday Policy for more information.

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    Employees may keep any vacation time accrued in their previous employee classification when they transfer to a permanent Administrative/Professional position. Hourly-paid employees (non-exempt) accrue vacation hours while Administrative/Professional employees (exempt) accrue vacation days. When a non-exempt to exempt promotion occurs, the non-exempt vacation hours are converted to vacation days depending on the normal biweekly hours the non-exempt worked (75 or 80 hours).

    Example:
    A non-exempt (hourly-paid) employee working 75 hours per pay period with a balance of 100 vacation hours transferred to a permanent A/P position. Divide the 100 hours by 7.5 (daily hours); the employee's new vacation balance as an exempt employee is now 13.3 days.

    Please refer to the Vacation Policy for Administrative/Professional Employees for more information.

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    An exempt employee accrues vacation on a day rate; therefore, if the employee has a balance of 22 vacation days as a full-time regular employee, he/she will maintain the same accrual balance as a part-time regular: 22 days. The days as a part-time regular are now worth whatever percent of time the employee works: i.e., 50%, 60%, etc. The employee will not gain “additional” vacation time (in response to the question above, the employee will not now have a balance of 44 days; the balance will remain 22 days).

    Example:
  • Full-time regular schedule: 22 vacation (or sick or floater) days accrued. Person works 9 hours a day.
  • Part-time regular schedule: 22 vacation (or sick or floater) days accrued. Person works 4 hours a day.

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    If the employee resigns, his/her terminal vacation pay will be based on the new part-time pay rate. The explanation is as follows: An exempt employee accrues vacation on a day rate; therefore, if the employee has a balance of 22 vacation days as a full-time regular employee, he/she will maintain the same accrual balance as a part-time regular: 22 days. The days as a part-time regular are now worth whatever percent of time the employee works: i.e., 50%, 60%, etc. The employee will not gain “additional” vacation time (in response to the question above, the employee will not now have a balance of 44 days; the balance will remain 22 days).

    Example:
  • Full-time regular schedule: 22 vacation (or sick or floater) days accrued. Person works 9 hours a day.
  • Part-time regular schedule: 22 vacation (or sick or floater) days accrued. Person works 4 hours a day.

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    Regular (non-temporary) monthly-paid Administrative/Professional employees:
    May begin to use accrued vacation time after the probationary period expires, which is six months after the first day of work.

    Regular (non-temporary) hourly-paid employees:
    May begin to use accrued vacation time after the probationary period expires, which is three months after the first day of work.

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    The Kronos supervisor inputs pay code 805 (comp time paid) and the number of hours to pay in the Pay Code column in Kronos. The compensatory time bucket has to have that number of hours available to be able to use pay code 805.

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    When an employee moves from the Medical to the Coral Gables campus, the procedure is as follows:

    Non-Exempt (A03) Employees – We verify the employee’s accrued balance and update the floaters if the balance is 22.50 hours or 24.00 hours (depending on the previous job class H/K), and make sure that the employee has a zero balance if the accrued balance shows over 15.00 or 16.00 hours.
    Example: If the accrued balance is 22.50/24.00 hours (H/K) prior to moving to the Coral Gables campus, then the employee used two days already. We update the accrued balance, print the screen, inform the document submitter and supervisor, and attach copies of the transaction and email to the Move Checklist.

    Exempt (A01) Employees – We request the accrued balance via email from the HR contact at the employee’s previous department (cc the previous immediate supervisor). After the balance is received, we verify (Browse Job Status) the following information and indicate it on the email: the employee’s regular hire date, the current accrual entitlement and the date this accrual is ending, including sick/vacation/floaters, and the link to the vacation/sick accrual policies. Copies of the transaction and email are attached to the Move Checklist.

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    No. Sick Time Conversion Forms are only sent to employees that have completed at least one year of regular employment and have accrued sick time to convert to vacation. The purpose of the form is to identify the amount eligible for conversion and to stop the conversion from taking place by returning the form with “NO” selected to the appropriate Central Office. For more information on this benefit, please visit policy Sick Pay/Time E060.

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