Excess Annual Leave Rollover & Retention

Message to deans, directors, department heads, and department representatives

This message has been approved by Renisha Gibbs, Associate Vice President for Human Resources and Finance & Administration Chief of Staff, for distribution to all Deans, Directors, and Department Heads.

Employees’ annual (vacation) leave balances over the maximum year-end balance are converted into sick leave on an hour-for-hour basis at the end of each calendar year. As outlined in policy, the University can approve the retention of excess annual leave, and the University will increase the maximum year-end limits for the calendar year 2025.

Staff and Faculty will automatically retain up to 80 hours of annual leave beyond the normal maximum for their classification to use in the calendar year 2026. The increased maximum year-end annual leave balances are outlined below.

2025 Maximum Year-End Annual Leave Balances:

Employee Type

Maximum Year-End Annual Leave Balance

USPS

320

A&P

432

Faculty (12-month)

432

Executive Service

560

 

Hours over the 2025 maximum year-end annual leave balances as of December 18, 2025, will be converted to sick leave. Employees are not eligible to retain annual leave beyond the 2025 maximum year-end limits.

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 by December 5, 2025, to be eligible for review and processing.

The increase to the 2025 maximum year-end annual leave balances will NOT impact the lifetime maximum leave payout limits outlined in 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 the queries listed below to identify employees with excess annual leave balances.

Query by Department (requires DEPTID to run)

FSU_TL_LEAVE_BAL_MAX_DEP_RET80

Shows all employees within the department who have excess annual leave balances. The Rollover Amt is the amount of annual leave that will roll into sick leave.

 

Query by Employee (requires EMPLID to run)

FSU_TL_LEAVE_BAL_MAX_EE_RET80

Shows a complete OMNI HR history of annual leave earned and used, leave plan limit, and the rollover amount.

 

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

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