Frequently Asked Questions - Factor Leave Accruals

Am I transitioning to Factor Leave Accruals?

All Non-­‐exempt and Exempt employees have transitioned to Factor Leave Accruals, with the exception of Exempt Academic titles. Exempt employees in Academic titles will continue to accrue vacation and sick time as they have in the past.

Am I an Exempt or a Non-­exempt employee?

To find out if you hold an Exempt or Non-­‐exempt position, do one of the following:

  • Login into blu.berkeley.edu with your CalNet ID, and the top left corner of the webpage will display “Non-­‐exempt” or “Exempt.”
  • If you know your title code, you can go to https://tcs.ucop.edu/tcs/jsp/nonAcademicTitlesSearch.htm.
  • If you don’t have online access or are still unsure, please check with your supervisor.

Am I still accruing the same amount of vacation and sick leave annually?

Your accruals are based on your hours on pay status. If the time you are paid for varies, then so will your accruals. Therefore, a full-­‐time employee should expect to see the same accruals over the course of the year, while part-­‐time employees’ accruals will vary depending on the above.

Note: Leave Without Pay does not count toward sick and vacation accruals.

Where can I view my accrual balances?

You can view your accrued vacation and sick leave balances in CalTime or UCPath.

When do I accrue leave? When are my leave accrual balances updated?

Employees accrue sick and vacation leave as follows:

  • Exempt employees accrue leave on the 1st of each month, following the close of each calendar month cycle.
  • Non-­‐exempt employees accrue leave after the conclusion of every two biweekly pay periods if eligible.

Sick and vacation leave accrual balances are then immediately updated in CalTime and UCPath.

How are factor leave accruals rates assigned? How are my vacation and sick leave accruals calculated?

Vacation and sick leave factor rates are assigned to an employee based on current UC policy and agreed upon union contract terms.

 

The number of hours you are on pay status is multiplied by your vacation and sick leave factor rate to determine how much leave you have accrued.

 

Calculation: Factor rate X number of hours on pay status = Amount of vacation or sick leave accrued

 

For example, if your vacation factor rate =0.057692 and your sick leave factor rate = 0.046154 and you worked 100 hours, you would accrue the following:

 

Vacation Leave:              0.057692 x 100 = 5.769200 hours

Sick Leave:                       0.046154 x 100 = 4.615400 hours

What does it mean to be on pay status?

Pay status includes a period of time for which an employee receives pay, such as time worked and paid leave (including compensatory time, vacation, or sick leave).

How are sick and vacation leave accruals calculated for Non-­‐exempt employees?

Your sick and vacation leave accruals are calculated based on factor leave accrual rates. Non-­exempts will accrue leave every two biweekly pay periods (quadra­‐weekly). The employee’s factor leave accrual rate is multiplied by the number of hours on pay status during a quadra-­weekly cycle (160 hours in the case of a full‐time Non‐exempt employee).

Vacation Leave Factor Rate: 0.057692

Sick Leave Factor Rate:        0.046154

Pay Cycle

Hours Worked

Vacation Accrued

Sick Leave Accrued

B1

80

 

 

B2

80

9.230720

7.384640

B1

80

 

 

B2

80

9.230720

7.384640

B1

80

 

 

B2

80

9.230720

7.384640

B1

80

 

 

B2

80

9.230720

7.384640

B1

80

 

 

B2

80

9.230720

7.384640

How are factor leave accruals calculated for Exempt employees?

For Exempt employees, the factor leave accrual rate is multiplied by the number of hours on pay status during a calendar month cycle.

 

Each calendar month has a different number of working hours. The total number of working hours in a month is calculated by multiplying the number of business days (e.g. Monday to Friday) in that month and by the number of hours in a workday (e.g. 8).

 

The number of working hours for each month (assuming a full-­‐time work schedule) can be found on the Central Payroll website: http://controller.berkeley.edu/number-­‐working-­‐hours-­‐month.

Example of a full-­‐time Exempt employee who works the total number of working hours in each calendar month.

 

Note: Factor rates may vary depending on employee’s eligibility. The following rates are an example only.

Vacation Leave Factor Rate:     0.057692

Sick Leave Factor Rate:             0.046154

Pay Cycle

Hours Worked

Vacation Accrued

Sick Leave Accrued

January

184

10.615328

8.492336

February

160

9.230720

7.384640

March

168

9.692256

7.753872

April

176

10.153792

8.123104

May

176

10.153792

8.123104

How do I find out my factor leave accrual rates?

You can reach out to your Human Resources contact. They should be able to assist you.

If I am in an academic title, do I accrue vacation and sick leave based on a factor accrual rate?

Employees in an Exempt academic titles will not accrue leave based on a factor leave accrual rate and will continue to accrue leave as they do currently. Non-exempt academic employees will accrue leave based upon factor accrual rate.

Note: Being an employee who works in an academic department is not the same as being an employee who has an academic job title. Some employees work in academic departments but do not have an academic job title, in which case, they will be subject to the factor leave accrual method.

How do I find out if I am in an academic title?

Your Human Resources contact should be able to inform you of your job title classification.