Leave & Time Off Programs
West Virginia University (WVU) recognizes the importance of supporting our staff and faculty. As part of our total rewards package WVU offers certain benefits-eligible employees paid and unpaid time off benefits which help to support them find work-life balance.
WVU's leave policies and programs are governed by the Board of Governor's Rule 3.5: Employee Leave.
- Eligibility to Accrue Leave
- Annual Leave
- Sick Leave
- Medical Leave and Managed Program
- Other Types of Time Off
- Requesting Time Off and Additional Information
- Classified and non-classified employees in positions established to work on a regular and continuing basis for at least 1,040 hours over a minimum of nine (9) consecutive months within a twelve (12) month period are eligible to earn annual leave and sick leave.
- Faculty and FE/AP employees in twelve (12) month annual appointments, established to work on a regular and continuing basis for at least 1,040 hours during their appointment periods are eligible to earn annual leave and sick leave.
- Classified and non-classified employees in positions established to work less than 1,040 hours, or less than a minimum of nine (9) consecutive months within a twelve (12) month period are not eligible to earn annual leave and sick leave.
- Faculty and FE/AP employees in annual appointments of less than twelve (12) months, or those whose positions are established to work less than 1,040 hours during their appointment periods are not eligible to earn annual leave and sick leave.
- Mountaineer Temps, casual employees and student workers are not eligible to earn annual leave and sick leave.
- How to request leave and access leave records.
Eligibility to Accrue Annual and Sick Leave
Leave-Eligible Employees:
Non-Leave Eligible Employees:
Annual Leave Accruals
When operationally possible, an employee's supervisor shall approve requests
for annual leave. Annual leave is typically considered vacation and not used
for illness-related time off.
Classified Employees
Classified employees accrue annual leave based on their years of service.
| Years of Service | Hours Accrued Per Month | Days Accrued Per Month | Maximum Days Accrued Per Year |
|---|---|---|---|
| Less than 5 | 9.375 | 1.25 | 15 |
| 5 to less than 10 | 11.250 | 1.50 | 18 |
| 10 to less than 15 | 13.125 | 1.75 | 21 |
| 15 or more | 15 | 2.00 | 24 |
Classified employees in eligible positions established to work less than twelve (12) months, and/or less than 1.00 FTE shall accrue annual leave on a pro-rated basis.
Non-Classified, Faculty and FE/AP Employees
| Hours Accrued Per Month | Days Accrued Per Month | Maximum Days Accrued Per Year |
|---|---|---|
| 15 | 2.00 | 24 |
Non-classified employees in eligible positions established to work less than twelve (12) months, and/or less than 1.00 FTE shall accrue leave on a pro-rated basis.
Sick Leave Accruals
Sick leave is typically used when the employee is ill or injured or for
death in immediate family. An employee may use sick leave for immediate
family members under the same circumstances.
Classified, Non-Classified, Faculty and FE/AP Employees
| Hours Accrued Per Month | Days Accrued Per Month | Maximum Days Accrued Per Year (no cap) |
|---|---|---|
| 11.25 | 1.50 | 18 |
- Classified and non-classified employees in eligible positions established to
work less than twelve (12) months, and/or less than 1.00 FTE shall accrue sick
leave on a pro-rated basis.
- Faculty and FE/AP employees in eligible positions established to work twelve
(12) months at less than 1.00 FTE shall accrue annual leave on a pro-rated
basis.
Medical Leave
The Medical Management Unit administers and coordinates medical leave and other time off programs for both WVU and WVU Research Corporation. This unit was established to protect the confidentiality of employee medical information. All required medical documentation is housed in Medical Management.
Medical Managed Programs:
Family and Medical Leave Act (FMLA)
WVU Medicine Resident and Fellow Medical Leaves
Modified Return to Work (MRTW)
Other Types of Time Off
West Virginia University (WVU) offers other types of paid and unpaid time
off options that allow employees to take time away from work for various
reasons. Some of these options are required by law, while others are written
in West Virginia State Code or in the other University rules or guidelines.
Eligibility for each type of time off may vary. Benefits and pay may also
vary. Explore each option below.
| Type | About | Paid / Unpaid |
|---|---|---|
| Compensatory Time Off (CTO) | Time off in place of compensation for non-exempt employees working over 40 hours in a workweek. | Paid |
| Substitute Time Off (STO) | Time off on an hour for hour basis for exempt employees who work on a University holiday. | Paid |
| Witness and Jury Leave | Time off for an employee to serve upon a jury or who is subpoenaed in litigation. | Varies |
| Military Leave | Time off for an employee who participates in certain active or inactive United States military duties. | Varies |
| Funeral Leave | Time off for an employee to arrange for and attend the funeral and related services of an immediate family member. | Varies |
| Personal Leave | Unpaid time off for an employee to utilize for personal reasons. Approved by supervisor for up to 12 months. | Unpaid |
| Special Emergency Leave | Time off for an employee in the event of extreme misfortune to the employee or immediate family. Granted by the President of the University. | Paid |
| Inclement Weather/Emergency Closure | Time off for an employee related to inclement weather or emergency weather closures as determined by University officials. | Paid |
| Facility/Utility Disruption | Time off for an employee related to shutdowns due to power or utility disruptions, or other conditions that may result in the closure of a University building as determined by University officials. | Varies |
| Professional Development | Time for a full-time employee to engage in professional development activities. | Varies |
| Sabbatical Leave | Time for a full-time, tenure-track faculty employee to engage in research, writing, or other activity calculated to contribute to their professional development and overall value to the University. | Varies |
| Short and Long-Term Disability | Time off for an employee who is disabled and unable to work. | Unpaid |
| Worker's Compensation | Time off when an employee sustains and on the job injury. | Varies |
| Holiday | University approved holiday schedule. | Paid |
| Floating Holiday | Declared holiday by the Governor of West Virginia given as a leave type for use within a designated amount of time. | Paid |
Unpaid Time Off
Employees who are approved for time off that is unpaid must contact
benefitsbilling@mail.wvu.edu for continuation or cancellation of their
benefits. If an employee continues their benefits, they will be billed monthly for
all applicable benefit premiums.
Certain types of unpaid time off also may discontinue an employees holiday pay,
retirement contributions, annual leave accruals, sick leave accruals and years
of service calculations.