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Holiday and Leave Benefits

OSU offers employees a variety of leave benefits designed to accommodate personal and professional needs.  Availability of benefits are based on classification.


Holiday Schedule

OSU employees receive 12 paid holidays per year in line with policy 3-0709.  The Holiday Schedule applies to OSU Stillwater, Division of Agricultural Sciences and Natural Resources, Center for Veterinary Health Sciences, and cooperative extension offices and research stations.

  • FISCAL YEAR 2021
     
    Calendar Year 2020  
    July 3 (Friday) Fourth of July Holiday
    September 7 (Monday) Labor Day
    November 26 (Thursday) Thanksgiving
    November 27 (Friday) Day after Thanksgiving
    December 24 (Thursday) Christmas Eve Holiday
    December 25 (Friday) Christmas Day Holiday
    December 28 (Monday) Holiday
    December 29 (Tuesday) Holiday
    December 30 (Wednesday) Holiday
    December 31 (Thursday) Mandatory Leave Day
    Calendar Year 2021  
    January 1 (Friday) New Year’s Day Holiday
    January 18 (Monday) Martin Luther King Day
    May 31 (Monday) Memorial Day
  • FISCAL YEAR 2022
    Calendar Year 2021  
    July 5 (Monday) Fourth of July Holiday
    September 6 (Monday) Labor Day
    November 25 (Thursday) Thanksgiving
    November 26 (Friday) Day after Thanksgiving
    December 24 (Friday) Christmas Eve Holiday
    December 27 (Monday) Christmas Day Holiday
    December 28 (Tuesday) Holiday
    December 29 (Wednesday) Holiday
    December 30 (Thursday) Holiday
    December 31 (Friday) New Year’s Day
    Calendar Year 2022  
    January 17 (Monday) Martin Luther King Day
    May 30 (Monday) Memorial Day
  • FISCAL YEAR 2023
    Calendar Year 2022  
    July 4 (Monday) Independence Day
    September 5 (Monday) Labor Day
    November 24 (Thursday) Thanksgiving
    November 25 (Friday) Day after Thanksgiving
    December 23 (Friday) Christmas Eve Holiday
    December 26 (Monday) Christmas Day Holiday
    December 27 (Tuesday) Holiday
    December 28 (Wednesday) Holiday
    December 29 (Thursday) Holiday
    December 30 (Friday) Mandatory Leave Day
    Calendar Year 2023  
    January 2 (Monday) New Year’s Day
    January 16 (Monday) Martin Luther King Day
    May 29 (Monday) Memorial Day

 

Leave Benefits

OSU staff and faculty who work 0.50 FTE or greater are eligible for certain paid time-off benefits.  Temporary and student employees are not eligible.  OSU offers an annual leave bank and a sick leave bank.  Your leave balances are available for you to view in your Employee Portal at my.okstate.edu under the Self-Service icon. 

  • Annual Leave
    Non-exempt Staff Employees - 1.00 FTE
    Years of Service

    Monthly

    (per pay period)

    Biweekly

    (per pay period)
    Hours Accrued Per Year Maximum Hours Accumulation
    0-5 Years 9.33 4.31 112 (14 days) 224 (28 days)
    6-10 Years 13.33 6.15 160 (20 days) 320 (40 days)
    11+ Years 14.67 6.77 176 (22 days) 352 (44 days)

    Exempt Staff Employees - 1.00 FTE 
    Years of Service Monthly (per pay period) Hours Accrued Per Year Maximum Hours Accumulation
    Classification Bands 1-4: 
    0-4 Years 10.00 120 (15 days) 240 (30 days)
    5+ Years 14.67 176 (22 days) 352 (44 days)
    Classification Bands 5-6
    All Service 14.67 176 (22 days) 352 (44 days)

    Annual leave is scheduled by the department head after consideration of both department and employee needs. Annual leave is not available during the first three months of regular service (probation) for classified employees. Upon resignation, the maximum accumulation that can be paid as terminal annual leave is equivalent to the number of hours earned in one year.  

    Attendance and Leave for Staff, Policy 3-0713

  • Sick Leave
    Staff Employees - 1.00 FTE
    Years of Service

    Monthly

    (per pay period)

    Biweekly

    (per pay period)
    Hours Accrued Per Year Maximum Hours Accumulation
    All Service 14.67 6.77 176 (22 days) 1600 (200 days)

    The maximum accumulation of sick leave is 1,600 hours or 200 days. Any sick leave accrued over the maximum is forfeited. However, for record keeping purposes, the forfeited amount is captured in an Extended Sick Leave Account. Sick leave is an absence from assigned duty with pay when such absence results from a personal illness or incapacity.

    The unit administrator may require staff to furnish certification of illness or disabling injury from a qualified, licensed medical practitioner. Sick leave may also be used for occasions that require the employee to care for a member of the immediate family who is ill or incapacitated. The immediate family is defined as spouse, children, parents, siblings, grandparents, grandchildren, or corresponding in-law relationships. The unit administrator may require satisfactory proof of need for the employee to care for a member of the immediate family who is ill or incapacitated. Employees are not paid for unused sick leave. Employees who return to OSU within six months from the date of termination may have up to ten working days of their previous balance of sick leave reinstated with approval of the employee’s present department head.

     

    Sick Leave for Staff, Policy 3-0716

  • Faculty Sick Leave Information

    While faculty accrue sick leave at the same annual rate (22 days) as university staff, it is accrued at a different monthly rate based on the academic year.All eligible faculty accrue sick leave at 19.56 hours per month for each of the nine months from September through May, regardless of whether they have a nine, ten, eleven, or twelve-month appointment. There is no accrual for the months of June, July and August. Sick leave is maintained in Employee Self-Service, my.okstate.edu.

     

    Faculty on nine and eleven months appointments do not accrue annual leave. Annual leave, when appropriate, is maintained at the department/college level. All inquiries should be directed to your department head.

     

    Faculty Sick Leave, Policy 2-0113

  • Inclement Weather

    OSU-Stillwater is a residential campus with many of our students in close proximity to classes. As a result, the University seldom closes due to inclement weather. However, the University recognizes that travel to and from the campus for work may be difficult for many employees during poor weather conditions.

    Policies governing inclement weather can be found on the web at Policies and Procedures. For staff, the appropriate policy is 3-0713, Attendance and Leave for Staff, section 8.01, Inclement Weather.

    Inclement Weather FAQs / Banner Timekeeping for Inclement Weather (pdf)

    Staff are encouraged to use extreme caution during inclement weather. The ultimate decision as to how the employee will safeguard his/her safety is at the employee’s discretion. If the employee feels unsafe commuting to work, no matter how close or how far, the employee is encouraged to use his/her best judgment. Individual decision does not exempt the employee from proper notification of an absence to the supervisor or unit administrator.

     

    Inclement Weather and No University Closing

    • Employees will use annual leave or compensatory leave to cover the absence. If annual leave or compensatory leave is not available, the leave will be without pay. Classified employees within the three-month orientation period may use compensatory leave, if available, or leave without pay. If an employee or dependent’s illness coincides with an inclement weather day, sick leave may be taken, provided it is documented in writing to the unit administrator. Employees should continue to maintain contact with the unit administrator and follow proper departmental call in procedures regarding the need for an inclement weather absence and expected date/time of return to work.
    • If the University, due to poor weather conditions, decides to allow employees to leave early at their own discretion to ensure their safety in returning to their homes, then the time will be charged as annual leave or compensatory leave since it is at the employee’s discretion. Staff should notify the supervisor in advance of leaving when exercising this option.

    Inclement Weather With University Closing

    • In certain instances, the administration of the University may make the decision to close all offices except those recognized as necessary to maintain essential services. In the event of the University closing, information will be posted to the OSU web site and a campus-wide message will be distributed. In addition, any decision will be communicated to University offices and radio and television stations, including KOSU, KSPI, channel 31 in Stillwater; KTOK, KFOR (channel 4), KOCO (channel 5), KOKH (channel 25/FOX 25), KSBI (channel 52), KWTV (channel 9), and OETA-PBS (channel 13) in Oklahoma City; and KRMG, KJRH (channel 2), KOKI (channel 23/FOX 23), KOTV (channel 6), KTUL (channel 8), and KOED-PBS (channel 11) in Tulsa.

    Maintaining Essential Services and Programs

    • While the University is closed, a unit may require certain employees to work to maintain essential services or assist in special necessary functions. Essential emergency services include but are not limited to maintaining building operations, clearing walkways, streets and parking lots, student residential hall services, and public safety. Unit heads must determine their staffing requirements in advance to ensure the maintenance of these services. Each Unit head is responsible for designating “essential personnel”, including such designation in their position description and communicating that designation to such personnel annually, prior to any inclement weather.  In other instances, certain functions or responsibilities that can be performed by more than one employee in a unit will be so identified and the employees who may potentially perform those functions will be notified. Unit heads are required to inform employees in advance of this determination.
    • Essential personnel who do not report for work or do not remain at work when the university is closed may be subject to disciplinary action.

     Compensation during a University Closing

    • If the University closes, administrative leave will be recorded for those who were scheduled to work during the time of closing. If an employee is scheduled in advance for annual leave or sick leave, the individual will be charged annual leave or sick leave since the inclement weather did not impact the employee’s plans to work. Although not encouraged, an employee not designated as essential personnel but choosing to work until the end of their shift, will be paid for working as usual, even though a closing has been announced.  This will be the case whether or not the employee was aware of the closing.  If an employee chooses to stay after university closure to wrap up work but leaves prior to the end of the shift, the employee will be paid for hours worked and will record the remaining hours of the shift as administrative leave.
    • Non-exempt employees working as essential personnel or in response to a request by a unit administrator will be compensated by administrative leave at straight time for the hours worked in addition to being paid for the hours worked. Any hours actually worked over 40 during the workweek are subject to overtime provisions. Exempt essential personnel will be paid their normal salaries. 
    • If the University decides to close during the work shift and sends staff home early, the time worked will be paid according to the number of hours worked, and the remaining time will be considered administrative leave. If an employee decides to leave work because of concerns over commuting in inclement weather prior to an actual closing time, annual leave or compensatory leave will be charged for leave prior to closing. Likewise, if an employee arrives late at work due to concerns over commuting in inclement weather after the University has resumed activity, annual leave or compensatory leave will be charged for the time while the University is actually open. Time during the actual closing will be charged as administrative leave.
    • Temporary employees and student employees are paid only for hours actually worked. If unable to work due to the University closing or to inclement weather, these employees may not receive anticipated compensation. The same situation may exist for employees who elect not to work due to inclement weather while the University remains open and do not have or are not able to use annual leave or compensatory leave. Units may choose to allow these employees to work additional hours at another time to make up the shortage of pay; however, such an arrangement would require approval by the supervisor in advance of actual hours being worked. Normal overtime provisions may apply.

    Questions regarding these practices can be addressed to OSU HR Consulting Services, 405.744.2909. 

  • Family Medical Leave (FMLA)

    The Family and Medical Leave Act (FMLA) of 1993 is a federal law designed to provide employees with up to 12 weeks of unpaid job-protected leave for qualified family and medical related reasons.

     

    FMLA Information

  • Military Leave

    Military leave is time off work for service in the military or to fulfill Reserve or National Guard duty. Employees may retain ties with OSU for up to five years. This means certain benefits will continue unless cancelled. 

     

    Military Leave Information

  • Administrative Leave

    Administrative Leave is applied when a benefits-eligible employee misses scheduled work time due to campus delays or closures, as well as other situations defined in policy.

     

    We recommend reviewing the Attendance and Leave for Staff policy 3-0713 or contact your HR Consultant for clarification on Administrative Leave.

  • Leave Without Pay

    Leaves of absence without pay for personal reasons may be recommended by the department when it appears to be in the best interest of the university and the employee.

     

    We recommend reviewing the Attendance and Leave for Staff, Policy 3-0713 or contact your HR Consultant for Leave With/Without Pay questions.

  • Layoff

    While in layoff status, you are placed in layoff status and retain ties with OSU for up to one year. Certain insurance benefits will continue during the layoff unless you cancel them. 

     

    We recommend reviewing the Layoff and Reduction In Workforce for Staff, Policy 3-0711 or contact your HR Consultant for Layoff questions.

 

OSU Human Resources developed this information for the convenience of OSU employees. It is a brief interpretation of more detailed and complex materials. If further clarification is needed, the actual law, policy, and contract should be consulted as the authoritative source.

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