University of Illinois System
System Human Resource Services » Pay » Earnings Statement » Leave Balance Information for Academic and Exempt (not overtime eligible) Civil Service Employees

Leave Balance Information for Academic and Exempt (not overtime eligible) Civil Service Employees

Academic Employees

For Academic employees, vacation and sick leave balances will generally appear on your October and November earnings statements. The following information may assist you in understanding the leave balance information that appears on your earnings statement.

How to read the Leave Benefits Summary on the Academic earnings statement:

  • Leave accruals are shown in HOURS (not days).
  • The amount of leave shown as Balance is the total of leave carried forward or "rolled" from August 15 of the last academic year.  Academic employee balances will appear on October and November earning statements.
  • The balance for each type of leave will be listed separately. If you are not eligible for a particular type of leave, then that type of leave will not appear on your earnings statement. Types of leave include:
    • SICK - 96 hours accrued cumulative sick leave (no maximum restriction).
    • SICC/CompSick - Compensable sick leave balance for employees who accumulated compensable sick leave between January 1, 1984 and December 31, 1997.
    • SICN/NoncSick - 104.04 hours accrued non-cumulative sick leave.  Accrual does not roll over each academic year.
    • VACA/Vacation - Standard vacation leave (maximum carry-over of 384 hours for full-time). An employee must be on a 12-month service contract in order to earn vacation.
    • VACN/Vacation – Vacation earned by Postdoctoral Research Associates.  Vacation leave (maximum carry-over of 384 hours for full-time).  Postdoctoral research associates hired on or after 8/16/2019 shall be ineligible for vacation termination pay and their vacation leave shall not transfer to any position that is not postdoctoral.
    • VACC/Compensable Vacation - Compensable vacation leave above the employee's current maximum.  The following examples (not exhaustive) may be reason for hours to populate in VACC:   a result of a reduced FTE, an employee group change, or a return from active duty military leaves.
    • ERSickLv - Emergency sick leave for COVID-19 conditions under the Families First Coronavirus Response Act. Balance expires September 30, 2021.  Discontinued as of May 2023.
    • PLFA – Paid Leave for All Workers – see section below
    • PLFC – Paid Leave for All Workers – see section below
    • ERSA – Employee Requested Supervisor Approved leave for athletic coaches.  120 hours accrued for full-time.  Accrual does not roll over each academic year and is not paid out.

Exempt (not overtime eligible) Civil Service Employees

For Exempt (not overtime eligible) Civil Service employees, vacation and sick leave balances will only appear on the first check in October. The following information may assist you in understanding the leave balance information that appears on your earnings statement.

How to read the Leave Benefits Summary on the exempt (not overtime eligible) Civil Service earnings statement:

  • Leave accruals are shown in HOURS (not days).
  • The amount of leave shown as Balance is the total of leave carried forward or "rolled" from day 1 of BW19. Payroll Schedules
  • The balance for each type of leave will be listed separately. If you are not eligible for a particular type of leave, then that type of leave will not appear on your earnings statement. Types of leave include:
    • SICK - Civil Service employees accrue sick leave without limit at the rate of .0462 hours for each hour, exclusive of overtime, that the employee is in pay status (approximately 12 days per year for full-time status).
    • SICC/CompSick - Compensable sick leave balance for employees who accumulated compensable sick leave between January 1, 1984 and December 31, 1997.
    • SICN/NoncSick – Civil Service employees working a 37.5 work week will accumulate 3.75 hours of non-cumulative sick leave bi-weekly.  Civil Service employees working a 40.0 work week will accumulate 4 hours of non-cumulative sick leave bi-weekly.
    • VACA/Vacation - Civil Service employees may earn up to 28 days of vacation leave per year, depending on length of service. Please see Civil Service Accrual Tables.
    • VACC/Compensable Vacation - Compensable vacation leave above the employee's current maximum as a result of FTE of employee group change. (If applicable, primarily employees who have reduced total FTE.)
    • ERSickLv - Emergency sick leave for COVID-19 conditions under the Families First Coronavirus Response Act. Balance expires September 30, 2021.
    • PLFA – Paid Leave for All Workers – see section below
    • PLFC – Paid Leave for All Workers – see section below

Paid Leave for All Workers Leave (PLFA/PLFC) Information

  • PFLA – Paid Leave for All Workers leave
  • PLFC – Paid Leave for All Workers leave that may be a result in certain employee group changes, returning after leaving the University of Illinois, or other uncommon occurrences that are eligible for PLFA.

How to read the Leave Benefits Summary for employees eligible for Paid Leave for All Workers (PLFA/PLFC):

  • Leave balances are shown in HOURS (not days).
    • Eligible Academic employee balances will only appear on October and November earnings statements.
  • If you are not eligible for Paid Leave for All Workers leave, then this leave type will not appear on your earnings statement.
    • Student employees, including undergraduate and graduate students, are not eligible for Paid Leave for All Workers leave.
    • Employees covered by a collective bargaining agreement may not be eligible. Please consult with your university Labor and Employee Relations department for more information.
    • University of Illinois employees who earn vacation leave are generally not eligible for Paid Leave for All Workers.
    • Employees with multiple jobs and if one earns vacation, the employee generally is not eligible for Paid Leave for All Workers leave.
  • Earning PLFA is as follows:
    • Faculty with a 9-month or 10-month appointment or less:  40 hours (prorated via FTE) will be front loaded in the beginning balance field each academic year.  The hours do not roll into the next academic year, and they are not paid out. The maximum usage during an academic year is 40 hours per academic year. 
    • Academic Professionals with a 9-month or a 10-month appointment or less:  40 hours (prorated via FTE) will be front loaded in the beginning balance field each academic year.  The hours do not roll into the next academic year, and they are not paid out. The maximum usage during an academic year is 40 hours per academic year. 
    • Civil Service Extra Help:  The hours will be added to the accrual field.  The accrual is based on hours worked with a maximum earned of 40 hours per academic year.  The hours will roll and are not paid out.  The maximum usage during an academic year is 40 hours per academic year. 
      • System Office appointments for Civil Service Extra Help employees for professional positions will have 40 hours front loaded in the beginning balance field each academic year.  The hours do not roll into the next academic year, and they are not paid out.
  • Civil Service Seasonal Extra Help: The hours will be added to the accrual field.  The accrual is based on hours worked with a maximum earned of 40 hours per academic year.  The hours will roll and are not paid out.  The maximum usage during an academic year is 40 hours.
    • System Office appointments for Civil Service Seasonal Extra Help employees will have 40 hours front loaded in the beginning balance field each academic year.  The hours do not roll into the next academic year, and they are not paid out.
  • Academic Hourly: The hours will be added to the accrual field.  The accrual is based on hours worked with a maximum earned of 40 hours per academic year.  The hours will roll and are not paid out.  The maximum usage during an academic year is 40 hours. 
    • System Office Academic Hourly employees will have 40 hours front loaded in the beginning balance field each academic year.  The hours do not roll into the next academic year, and they are not paid out.
  • 9-month Post Doctoral Research Associate:  40 hours (prorated via FTE)  will be front loaded in the beginning balance field each academic year.  The hours do not roll into the next academic year, and they are not paid out. The maximum usage during an academic year is 40 hours per academic year. 

Questions regarding Paid Leave for All Workers should be directed to your department/unit HR, System HR, UIS HR, or UI Health Leave Coordinator.

Leave Systems

For employees who use a leave system and for further assistance with interpreting balance, accrual and usage, please visit the appropriate leave system link below.  If you are unsure of which link to review, or your time is not tracked in one of the listed leave tracking systems, contact your  department/unit HR, System HR, UIS HR, or UI Health Leave Coordinator, and they will provide you with your Paid Leave for All Workers balance and will assist you with leave information.

Earnings Statement

To access and view your online earnings statement, access the Earnings Statement link. For security purposes, you will need your University NetID, Password, and 2FA/Duo authentication.

Please review your leave balances carefully. If you have questions, please see your unit/department HR contact. **Please note: if your unit/department has not yet recorded your leave balances in Banner, you will not see accurate leave balances on your earnings statement.

For more leave information, please visit the System Human Resource Services leave page.