PURPOSE

To provide policy and procedure to compensate an employee for unused annual leave when an employee changes from an employment classification category eligible to accrue annual leave to a category which is not eligible to accrue annual leave.

POLICY

It is the policy of the University of the Virgin Islands that when an employee changes from an employment classification category that is eligible to accrue annual leave, to a category which is not eligible to accrue annual leave, the employee shall be paid for all unused accrued annual leave he or she may have at the time of reclassification. Payment for the unused annual leave shall be by lump sum payment at the salary in effect at the time of the change in classification.
 

DEFINITIONS
 

 1.   Annual Leave as defined in the Human  Resources Management System Policies,  is provided to all employees in regular positions with leave benefits.

2.   Classification Category refers to Executive, Administrative/Managerial, Teaching Faculty, Research Faculty, Professional Staff, and Non-Exempt staff employment categories.
 

ELIGIBILITY

All employees in Executive, Administrative/Managerial,  Research Faculty, Professional staff and Non-Exempt employment categories, being reclassified to Teaching Faculty  or temporary employment classifications
 

UNUSED ANNUAL LEAVE HOURS

Employees shall be paid for all unused accrued annual leave they have as of the last day of employment in the classification category eligible to accrue annual leave.

RATE OF PAY

The rate of payment for accrued annual leave will be the salary rate that is in effect at the time of the reclassification.  Payment of the leave balance will be by lump sum payment.  The lump sum payment is calculated by multiplying the number of  hours of unused annual leave by the employee's hourly rate of pay.

The Human Resources Office is responsible for ensuring compliance with this policy and shall establish and maintain any and all records necessary for the efficient management of the procedure.

PROCEDURES
 

1.   Notify Employee

Within ten (10) days of the change in classification, the Human Resources Office shall notify the employee in writing of this policy and the amount of lump sum payment for the unused annual leave due the employee.

2.   Prepare Payroll Advice and Check

The Human Resources Office will prepare a Payroll Advice/Change Notice for the lump sum payment.  The Human Resources Manager will sign the Payroll Advice/Change Notice indicating his/her  approval and accuracy of the calculations.

3.  Deliver Check

Upon receipt of the lump sum payment, the employee will be required to sign a Reclassification Annual Leave Payout Receipt and Release acknowledging compensation in full for all unused annual leave and releasing the University of any future claims for said leave.

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