Excess Annual Leave Rollover & Retention

Message to department representatives

This message has been approved by Shelley Lopez, Program Director, Communications/Special Projects, for distribution to all Department Representatives.

As announced in October, the University has temporarily increased the maximum annual leave year-end limit by 80 hours. Employees with hours above the 2023 maximum year-end annual leave limit as of December 21, 2023, will have those hours converted to sick leave at the end of Pay Period “N” (January 4, 2024). Employees can view their new leave balances on January 9, 2024.

Maximum Year-End Annual Leave Balances:

All hours beyond these limits are considered excess annual leave.

Employee Type

Maximum Year-End Annual Leave Balance





Faculty (12-month)


Executive Service



Employees who do not want to retain the 80 hours of annual leave and would like hours above the normal pay plan limit for their classification converted to sick leave will need to complete the Request to Roll Over Excess Annual Leave Hours to Sick form. The completed form must be received in Human Resources no later than December 8, 2023, to be eligible for review and processing.

The increase to the 2023 maximum year-end annual leave balances will NOT impact the lifetime maximum leave payout limits outlined in the policy. All leave payouts will be in accordance with normal maximum payout amounts.

How to Determine if Employees Have Excess Annual Leave Balances:

Departments can use this OMNI query to identify employees with excess annual leave balances.

Query by Department (require DEPTID to run)


EE Vac Bal> Carry +80 by Dept


By EE Vac Leave Bals > Max +80


Questions? Please contact a member of the Attendance & Leave staff.

Article Date