Administration of Annual Time

Scheduled Annual Time
Scheduled annual time is paid time off that is requested in writing, as far in advance as possible, and approved by the supervisor before the start of the annual time taken. Supervisors should refer to the Annual Time Requests section for more information.

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Unscheduled Annual Time
Unscheduled annual time is not approved in advance and is normally taken for a short period of time. For example, an employee may have an unexpected personal situation, for which he or she may want to use annual time. Supervisors should establish call-in procedures through which employees can notify them in such situations and inform employees of these procedures. If an employee fails to follow established procedures, the absence may be treated as unauthorized and the employee will be considered absent without approved leave (AWOL). A supervisor who believes that an employee's performance is declining due to excessive use of annual time should consult with Human Resources for assistance in determining the appropriate action.

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Application of Annual Time Rules to Newly Hired Employees
An eligible employee begins accruing annual time on the first day of employment but cannot use it until he or she successfully completes the Introductory Employment Period. However, in unusual situations that may require an employee to take time off, supervisors may consider permitting the use of annual time. Please consult Human Resources before approving or denying annual time requests during the Introductory Employment Period.

Employees will not be paid for accrued annual time if they leave the university for any reason during the Introductory Employment Period.

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Annual Time Used During Family and Medical Leave
Employees may elect to use annual time as paid time off for some or all of an approved family and medical leaveperiod to remain in paid status.

Any period of annual time taken while on FMLA will run concurrently with the FMLA leave and cannot be taken in lieu of FMLA if the absence is FMLA qualifying.

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Annual Time Requests
Employees should submit annual time requests on the university's Paid Time Off Request Form as far in advance as possible. Supervisors should base their approval or denial of requests on operational needs and other relevant factors.

Employees who have used their entire annual time allotment and intend to request time off should discuss the matter with their supervisor. Supervisors should contact the Benefits Administration Department at 703-726-8385 for appropriate counsel regarding the impact of unpaid time off on the employee's benefits.

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Carryover of Annual Time
Employees must use all annual time during the fiscal year (July 1 to June 30) in which it is accrued. Under normal circumstances, employees may not carry over annual time across fiscal years. Any annual time that is not used by the end of each fiscal year is forfeited.

An employee hired on or after March 1 who successfully completes the Introductory Employment Period is granted a one-time exception to permit carryover of annual time to the next fiscal year.

In other special circumstances, a modest carryover of annual time into the next fiscal year may be approved. The request to carry over annual time should be made in writing to the Vice President who oversees the respective department or division. The request should include the employee's name, the number of days requested for carryover, and a deadline by which the time must be used. No more than five days should be carried over. The days carried forward should be used by August 31 of the new fiscal year.

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Denial of Annual Time
Supervisors should base their denial of annual time requests on operational needs. In the event of unresolved issues, supervisors should consult with Human Resources. When possible, supervisors should try to accommodate employee paid time off requests.

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Termination and Unused Annual Time
Employees will be paid for accrued but unused annual time upon termination of employment. If an employee has used more annual time than they have accrued at the time of termination, the excess annual time will be subtracted from their final paycheck. Under no circumstances will un-accrued annual time be paid out upon termination.

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