Eligibility for Leave
You can earn paid annual leave if you're appointed to work at least 20 hours per week for at least 4.5 months. If you're a student who's in a position that requires student status or you're faculty, you don't earn annual leave.
If you retired from State of Texas employment on or after June 1, 2005, you will accrue vacation leave based only on state service that is earned after you retired. If you retired before June 1, 2005, you will accrue vacation based on your total state service.
Accruing Your Leave
Annual leave begins to accrue on your first day of employment. After that, it will accrue on the first day of each month. The number of hours you earn is based on how much state service you have on the first day of the month. It's also earned in proportion to the number of hours you're appointed. See the chart below for accrual rates.
The Time Report System will display your total state service as of the end of the current month. If you reach a higher state service level during the month, you will begin earning the higher accrual hours in the following month.
Annual Leave Accrual for Full-time Employees
|Total Years of State Service||Total Months of State Service||Hours Accrued Each Month|
|Less than 2 years||Less than 24 months||8|
|At least 2 years but less than 5||At least 24 months but less than 60||9|
|At least 5 years but less than 10||At least 60 months but less than 120||10|
|At least 10 years but less than 15||At least 120 months but less than 180||11|
|At least 15 years but less than 20||At least 180 months but less than 240||13|
|At least 20 years but less than 25||At least 240 months but less than 300||15|
|At least 25 years but less than 30||At least 300 months but less than 360||17|
|At least 30 years but less than 35||At least 360 months but less than 420||19|
|At least 35 years||At least 420 months||21|
Using Your Leave
Any annual leave you don't use before the end of the fiscal year (August 31) will be carried over to the next fiscal year. However, there's a limit to the number of hours you can carry from year to year. Any hours above this limit will transfer to your sick leave balance. If you work less than 40 hours a week, your transfer limit is proportionate to your appointment. Check the chart below for your transfer maximum.
When you can start using leave
You can use your annual leave after you've been employed by the State of Texas for six continuous months. You only need to meet this requirement once during your state service. This means that if you satisfy the six-month-eligibility requirement, leave state employment and are later rehired, you won't have to wait six months again to begin using your leave.
You must have your manager's approval to take annual leave. Also, if you're on any type of paid leave on the first day of the month, your accrual will be credited for that month, but you won't be able to use it until you return to work.
Leave Carryover Amounts from Fiscal Year to Fiscal Year for Full-Time Employees
|Total Years of State Service||Total Months of State Service||Maximum Hours|
|Less than 2 years||Less than 24 months||180|
|At least 2 years but less than 5||At least 24 months but less than 60||244|
|At least 5 years but less than 10||At least 60 months but less than 120||268|
|At least 10 years but less than 15||At least 120 months but less than 180||292|
|At least 15 years but less than 20||At least 180 months but less than 240||340|
|At least 20 years but less than 25||At least 240 months but less than 300||388|
|At least 25 years but less than 30||At least 300 months but less than 360||436|
|At least 30 years but less than 35||At least 360 months but less than 420||484|
|At least 35 years||At least 420 months||532|
When you leave the university
When you leave the university, if you've been employed for at least six continuous months at the university or any State of Texas agency, you'll receive a lump-sum payment for any annual leave (vacation), FLSA overtime, or floating holiday balance that you have not used. Your department will start this payment process.
Payroll Services processes payments on a twice-monthly basis, but your payment can't be processed until your department submits the paperwork. When it's processed, you'll receive your check in the same way as your previous paychecks.
If you transfer to another State of Texas agency or higher-education institution without a break in service, your leave balance must be transferred to your new employer. Contact the HRSC Records unit to request a verification of your state service and leave balances. If you provide the name of the new agency and a fax or email for the human resources office, Records will send the verification directly to your new employer. Be sure to check with your new employer to confirm that the information has been entered into their records.