The following leave actions should be inputted into the Online Leave System and supporting documentation completed and submitted to your departmental HR representative.
Eligible employees earn vacation leave at the rate of 14 hours per month for each month of full-time service. Accrued hours are earned based on total hours worked per month for less than full-time services.
Once the accrued vacation balance reaches 42 days (336 hours), employees may accumulate no more than 15 days (120 hours) per calendar year. On December 31 of each year, hours in excess of 120 hours earned will be forfeited.
Vacation leave may be accumulated up to a total of 90 days (720 hours for full-time employees, etc.). Unused vacation hours in excess of 90 days will be forfeited at the end of the calendar year.
Employees are paid for unused vacation leave after separating from University employment.
Eligible non-instructional faculty and 11-month instructional faculty within the University’s community college system earn vacation leave at the rate of 1-3/4 working days or 21 working days annually (e.g. a full-time faculty member earn 14 hours per month) for each full month service. Eligible part-time non-instructional faculty and part-time 11-month instructional community college faculty earn vacation on a prorated basis.
Eligible 11-month instructional faculty at 4-year campuses and 9-month faculty members observe annual non-duty periods, therefore, such faculty do not earn vacation leave.
Additional information regarding vacation leave is outlined in the Unit 7 collective bargaining agreement.
Faculty Members earn:
Eligible faculty members earn sick leave at the rate of 1-3/4 working days or 14 hours for each full month of full-time service. Eligible part-time faculty earn sick leave on a prorated basis.
Eligible faculty members on a 9-month appointment earn 15.75 days or 126 hours of sick leave per academic year.
Non-Faculty Employees earn:
Eligible staff, managers and executives accrue sick leave at the rate of 1-3/4 days per month (e.g. full-time employees earn 14 hours per month) for each full month worked. Eligible part-time employees earn sick leave on a prorated basis.
Accumulation of Sick Leave
Sick leave may be accumulated without limitation. If you have 60 or more days of unused sick leave when you retire and leave government service in good standing, you will receive an additional month of service credit for every 20 days of unused sick leave.
Employees are allowed up to three days (24 hours) of paid bereavement leave within a reasonable time after the death of an immediate family member. Please refer to your collective bargaining contract for a definition of “immediate family member.”
INSTRUCTIONS: Employee shall indicate relationship of immediate family member in the comment section of the online leave form.
Employees who voluntarily donate blood to the Hawaiʻi Blood Bank are eligible for up to two (2) hours of paid leave, inclusive of travel time.
Employee who volunteer to be tested for possible bone marrow or organ donation matches, are eligible for administrative leave for a reasonable amount of time (i.e., two (2) hours), inclusive of travel time, of paid leave for these purposes.
Employee who is selected as a donor may receive up to seven (7) days of paid leave each calendar year to serve as a bone marrow donor, and up to thirty (30) days of paid leave each calendar year to serve as a living organ donor.
Employees are eligible for up to 30 calendar days of paid leave to serve with the American Red Cross for disasters.
- Employee shall submit Application to Provide Disaster Relief Services (HRD Form G-1/DR); to the department’s Dean/Director via his/her supervisor;
- Employee shall provide evidence of a registered membership ID card of the American Red Cross Disaster Services Human Resources System.
Employees who are licensed foster parents with a foster child(ren) under the State of Hawaiʻi Department of Human Services’ placement responsibility, may be granted up to eight (8) hours of paid time off per calendar year to attend Family Court hearings regarding their foster child(ren).
Employees are granted paid leave to serve as a summoned witness or juror in any judicial proceedings, except those which may involve or arise out of employee’s outside employment or personal business or private affairs. Employees summoned for judicial proceedings not related to work may be granted leave without pay or elect to use vacation leave.
- Employee shall submit a work slip from the Jury Clerk for each day of jury duty.
- Your supervisor may request to see your jury summons.
Employees may be eligible for various leaves without pay. Specific requirements and additional information are outlined in the various bargaining unit agreements.
INSTRUCTIONS: Employee shall submit a Request for Leave Without Pay (UH Form 62, page 6) prior to the commencement of the leave.
Employees called or ordered and reports to duty are eligible for up to 15 day of paid leave for active duty and annual training for reserves. The Uniformed Services Employment and Reemployment Rights Act (USERRA) of 1994 provides protection and rights of reinstatement to employees who participate in the National Guard and Reserve. The Act allows members to go on military duty either voluntarily or involuntarily for a period up to five (5) years and be reinstated with no loss of seniority, status, or pay.
- Employee shall provide advance notice to their supervisors unless precluded by military necessity.
- Employee shall submit a copy of their official military orders, once available.
Employees are eligible for up to two (2) hours of paid leave, inclusive of travel time, to discuss a child(ren)’s progress and development. Each calendar year, up to two (2) leaves per child are authorized for attendance at mutually-scheduled parent-teacher conferences. Parent-teacher conferences are for the employee’s child(ren) attending a public or private school in grades K-12, as well as preschool-aged child(ren) in licensed group child care centers (outside of the caregiver’s home). Hourly employees are not eligible for this benefit.
INSTRUCTIONS: Employee shall complete the application UH form 122 and obtain approval from immediate supervisor and Dean/Director.
APT employees meeting eligibility requirements in accordance with the Unit 08 Collective Bargaining Agreement may be afforded an opportunity to pursue individual advancement which directly benefits both the individual and the university.
INSTRUCTIONS: Employee shall submit a memo containing a description of the study, research or professional activity to be undertaken and the location. Department will take appropriate action.
Faculty employees meeting eligibility requirements in accordance with the Unit 07 Collective Bargaining Agreement may be afforded an opportunity for further professional growth and development so that they may serve more effectively on their campus and in their field of specialization.
INSTRUCTIONS: Employee shall complete and submit Sabbatical Leave, Other Than Community Colleges (UH Form 36, page 4).
An employee is eligible for up to 30 calendar days of unpaid leave per calendar year if the employee or the employee’s minor child is a victim of domestic or sexual violence.
- Employee shall be prepared to provide a certificate from a health care provider estimating the number of leave days necessary and the estimated commencement and termination dates of leave required;
- Employee shall submit a medical certificate from the employee’s attending health care provider attesting to the employee’s condition and approving the employee’s return to work.
If employee has not taken more than five (5) calendar days of leave for non-medical reasons, employee shall provide certificate to the employer in the form of a signed statement within a reasonable period after the employer’s request, that the employee or the employee’s minor child is a victim of domestic violence and the leave is for one of the purposes enumerated in subsection (a) of [Â§378-72] Leave of Absence for Domestic or Sexual Violence. If the leave exceeds five (5) days per calendar year, then the certification shall be in the form of one of the following:
- Signed written statement from an employee, agent, or volunteer of a victim services organization, from the employee’s attorney or advocate, from a minor child’s attorney or advocate, or a medical or other professional from whom the employee or the employee’s minor child has sought assistance related to the domestic or sexual violence; OR,
- Police or court record related to the domestic or sexual violence.
- Certification of Health Care Provider for Employee’s Serious Health Condition (Form WH-380-E)
- Certification of Health Care Provider for Family Member’s Serious Health Condition (Form WH-380-F)
- Certification of Qualifying Exigency for Military Family Leave (Form WH-384)
- Certification for Serious Injury or Illness of a Current Servicemember – for Military Family (Leave Form WH-385)
- Certification of Eligibility (UH Form 100)
- Request Form for Personal Illness/Injury (UH Form 69)
- Certification of Physician for Personal Illness/Injury (UH Form 49)
- Request Form To Care for a Family Member (UH Form 98)
- Certification of Physician To Care for a Family Member ) UH Form 99)
- Donation Form (UH Form 68)