Leave Programs

The following summarizes the various leave programs available to benefits-eligible employees.  Details for each  program are found in KSU Policies and Procedures Manual, Chapter 4860 Employee Leaves, Holidays, and Other Absences for Employees of Kansas State University. 

Vacation Leave

Full-time Exempt University Support Staff
 Less Than 5 Years5 Years & Less 
Than 10 Years
10 Years & Over
Earnings per pay period3.75.56.7
Maximum accumulation of hours:304304304

*Exempt employees shall only use vacation leave in either 4 or 8 hour increments.

Full-time Non-exempt University Support Staff
Hours in Pay Status 
Per Pay Period
Less Than 5 Years5 Years & Less 
Than 10 Years
10 Years & Over
0-70.000.000.00
8-150.40.60.7
16-230.81.21.4
24-311.21.82.2
32-391.62.32.9
40-472.02.93.6
48-552.43.54.3
56-632.84.15.0
64-713.24.75.7
72-793.65.36.5
80-**3.75.56.7
Maximum Accumulation of Hours304.0304.0304.0

 **Maximum standard hours allowable under the Fair Labor Standards Act.

Full-time Exempt Unclassified Employees

Annual leave will be earned for the first and second bi-weekly pay periods during the first 11 months of the fiscal year. Annual leave earned will not exceed 22 days (176 hours) per fiscal year. Employees appointed after the beginning of the fiscal year will earn annual leave during the twelfth month (June) as long as they do not exceed the 22-day maximum.  Nine-month unclassified employees appointed to an instructional position do not earn vacation leave.

Appointment FTEAnnual Leave Hours 
Earned Per Pay Period
Less than .252.0
.25-.494.0
.5-.746.0
.75-1.008.0
Non-Exempt Unclassified Employees

Nine-month unclassified employees appointed to an instructional position do not earn vacation leave.

Hours in Pay Status 
Per Pay Period
Hours Earned 
Per Pay Period
0-90.00
10-191.0
20-292.0
30-393.0
40-494.0
50-595.0
60-696.0
70-797.0
80-**8.0

 **Maximum standard hours allowable under the Fair Labor Standards Act.

Part-time Employees

Part-time employees earn proportionately to their appointment FTE.

When Eligible: Accrual of vacation leave starts on the first day of employment.  Hours are available for use the first day of the pay period following accrual.

Who Pays: The university pays the employee’s salary while on approved vacation leave.

Sick Leave

Full-time Exempt University Support Staff
Percent Time 
Worked
Hours Earned 
Per Pay Period
less than 50%1.9
greater than or equal to 50%3.7
*Exempt employees shall only use sick leave in either 4 or 8 hour increments.
Full-time Exempt Unclassified Employees
Appointment FTESick Leave Hours 
Earned Per Pay Period
Less than .25.9
.25-.491.9
.5-.742.8
.75-1.003.7
Non-Exempt Employees (Unclassified and University Support Staff)

All Non-exempt employees earn sick leave based upon the number of hours in pay status per pay period.

Hours in Pay Status 
Per Pay Period
Hours Earned 
Per Pay Period
0-70.00
8-150.4
16-230.8
24-311.2
32-391.6
40-472.0
48-552.4
56-632.8
64-713.2
72-793.6
80**3.7
**Maximum standard hours allowable under the Fair Labor Standards Act.
Part-time Employees

Part-time employees earn proportionately to their appointment FTE.

When Eligible Sick leave accrual starts on the first day of employment.

Who Pays: The university pays the employee’s salary while on approved sick leave.

Disaster Service Volunteer Leave

Employees are granted up to 20 working days in a 12-month period to assist with natural disaster recovery occurring in Kansas or states contiguous to Kansas. The employee must be certified by the American Red Cross and the employee’s services must be requested by the American Red Cross in support of a Level II or above declared disaster. While on disaster service leave, the employee is not covered by the State of Kansas workers’ compensation program or Kansas tort claims act.

When Eligible: Coverage begins with the first day of employment.

Who Pays: The university pays the employee’s salary up to the 20 working day limit.

Donor Leave

This program provides approved recovery time away from work for employees who choose to donate organs, tissue, bone marrow, or blood products. All active, all benefits eligible employees may receive paid leave for participating in this program. The amount of time away is dependent upon the type of participation.

When Eligible: Eligibility begins with the first day of employment.

Who Pays: The university pays the employee’s salary while on donor leave.

Family and Medical Leave (FMLA Leave)

Employees are granted up to 12 work weeks of leave in a 12 month period for certain family and medical reasons. The employee is required to use all accrued paid leave toward the FMLA entitlement before being authorized leave without pay. Family members are limited to the employee, spouse, children and the employee’s parents.

When Eligible: Eligibility starts after 12 months of employment with the State of Kansas and the employee has worked at least 1250 hours in the 12 months immediately preceding the date FMLA leave begins.

Who Pays: The university pays the employee’s salary if the employee is in paid leave status; otherwise, the employee is on leave without pay.

Further Information:  FMLA Policy (from the Department of Labor)

Forms (from the Department of Labor):

Funeral Leave

The employee may be granted up to six (6) work days funeral leave under certain circumstances.

When Eligible: Eligibility begins with the first day of employment.

Who Pays: The university pays the employee’s salary while on funeral leave.

Job Injury Leave

The employee may be granted up to 6 months paid leave following qualifying job-related injury that was sustained as a result of a shooting, stabbing or aggravated battery by another against the employee. Qualifying job injuries does not include injuries sustained as a result of the intentional actions of a co-worker.

When Eligible: Eligibility begins with the first day of employment.

Who Pays: The university pays the employee’s salary while on job injury leave.

Jury Duty Leave

The employee is granted paid leave for required jury duty before a court or other approved body or as a witness in a court case or other hearing. This does not include the employee’s personal court cases or hearings.

When Eligible: The employee is eligible upon approval of University.

Who Pays: The university pays for the employee’s salary while on approved jury duty leave.

Military Leave

The employee, who is a member of a reserve component of the military service of the United States shall be granted a maximum of 15 working days of military leave with pay for active duty within each 12-month period beginning October 1 and ending September 30 of the following year. Other types of military leave are also available by the university.

When Eligible: Eligibility is based upon approval by the University.

Who Pays: The university pays the employee’s salary while on approved military leave with pay.

Active Military Service Policies

Sabbatical Leave

In strictly meritorious cases, a full-time faculty member on a regular appointment, who has served continuously for a period of six years or longer, may, at the convenience of the university and upon approval of the president, be granted sabbatical leave for the purpose of pursuing advance study, conducting research studies, or securing appropriate industrial or professional experience. Such leave shall not be granted for a period of less than one semester nor for a period of more than one year, with reimbursement being made according to the following schedule:

  1. for 9-month faculty members, up to half pay for an academic year, or up to full pay for one semester.
  2. for 12-month faculty members, up to half pay for eleven months, or up to full pay for five months.

When Eligible: Eligibility begins after six years of full-time employment at KSU.

Who Pays: The university pays the employee’s salary according to the above guidelines.

Related Information:

Shared Leave

Qualifying employees may receive donations of leave when they experience a serious, extreme or life threatening injury, impairment or physical or mental condition, either personally or by a family member. The family member definition is limited to persons related to the employee by blood, marriage, adoption, or minors residing in the employee’s residence as a result of court proceedings pursuant to the Kansas code for care of children or the Kansas juvenile offenders code. The employee must use all accumulated leave, including vacation, sick leave and compensatory time earned, before requesting donations.

When Eligible: Eligibility begins after 6 months of continuous service.

Who Pays: The University pays the employee’s salary based upon the number of hours of donated leave.

Forms: