Leave
Employees of the District enjoy several types of leave benefits:
– Accrued leave includes the familiar personal, illness and vacation days.
– Non-accrued leave is for extenuating circumstances like funerals or illness in family.
Please read on to understand the various types of leave our employees can take.
Leave Accrual
Employees are accrued leave based on collective bargaining agreements and School District policy. Rules for accrual and adjustment are listed in this section.
Details for your individual accrual, usage and adjustments are in the Leave section of the Payroll Information application. To access this application, please login then enter your user id (email name) and password (email password) in the employee option. To research leave adjustments, you should first click the accrual field of the leave adjustment line. This will return information on the leave year adjusted and amount of leave added or deducted. You can then go to the accrual field on the line for that type of leave to verify the amount accrued for the leave year.
Accrued Leave
Employees are granted a limited number of Personal Leave, Personal Illness and Vacation days and may not use more than the number accrued.
Eligible unused leave is paid out at retirement, resignation and layoff.
Personal Leave
Personal leave (01)Employees accrue 3 days at the beginning of the school year except for Supportive Services Assistants, Health Room Technicians and Noon Time Aides, who accrue 1 day. Employees hired or returning from a leave after September 15 receive the percentage equal to the number of months employed (approximately .3 per month for 10 month employee, .25 per month for 12 month employees, .1 for the listed exceptions).
Frozen Personal Leave (01F) Unused Personal Leave days will be moved to the Frozen Personal Leave bank at the conclusion of each school year. Days in the Frozen Personal Leave bank cannot be used.
Excess Personal Leave (01E) For 10 Month employees with 30 or more days in the frozen bank 2 frozen personal leave days are moved to a bank labeled Excess Personal Leave and may be used after the 3 Personal Leave days accrued that leave year have been used.
Prep Personal Leave (01B) Lost Prep periods converted to Personal Leave are kept in a separate leave bank. These days are never moved to the frozen bank and there is no maximum number of days that may be kept in the leave bank. Days in the Lost Prep bank will be used after the 3 accrued in the leave year and after the days in the excess bank have been used.
Vacation (02)
12 month employees are accrued vacation in monthly increments. Vacation accrual is posted on the check that pays for the 15th of the month.
Monthly accrual occurs prior to deduction of any vacation taken during the pay period. Employees are allowed to have twice their annual accrual in their leave balance. Once the balance limit is reached, there will be no monthly accrual until vacation usage reduces the balance below the limit.
Accrual Rate:
Length of Uninterrupted service from beginning of school year to July 1.
Vacation Time Monthly Accrual Bank Maximum
Appointed between January 1 and April 30 5 days .83 10
Six months to four years 10 days .83 20
Four years to eight years 15 days 1.25 30
Eight years to fifteen years 20 days 1.67 40
Over fifteen years 22 days 1.83 44
Excess Vacation (02E) Employees may have an excess vacation bank. Days in this bank are available for usage and are used after the regular vacation days.
10 Month employees do not accrue vacation and may not use vacation days in their leave bank that were earned as a 12 month employee. A 10 month employee with vacation balance may leave the days until they return to a 12 month position, or write to the Payroll Department to request that the days be paid out.
Personal Illness (04)
Employees accrue 10 personal illness days at the beginning of the school year. Employees hired or returning from a leave after September 15 receive the percentage equal to the number of months employed (approximately 1 per month for 10 month employee, .8 per month for 12 month employees).
Unused days remain in the available leave balance. There is no limit on the number of days that may be in the available leave balance. Personal illness is accrued and used as days with a day being equal to the length of the employee work day when the absence occurs.
Negative Banks
Employees who, in a prior year, used more leave than they had a right to and do not have a sufficient amount in their current bank to cover the over usage will have a negative bank for that type of leave. This negative bank will be reduced by subsequent accruals or deducted from eligible leave payout at retirement, resignation or layoff if there is a remaining negative balance.
Non-Accrued/Limited Usage Leave
Wage Continuation Enrolled employees will have a Wage Continuation Corridor and paid Wage Continuation accrual and usage bank. Unused days remaining in the bank are not paid out at retirement, resignation or layoff.
Wage Continuation Corridor (04C) Unpaid corridor days between the last personal illness day and the paid wage continuation days. The number of unpaid days is determined by the employee plan which is based on the number of days in the personal illness bank on September 1.
Wage Continuation (04H) Wage Continuation days paid at 75% of the daily rate
- Contact Employee Benefits for further details
Wage Continuation from Legacy (L04H) Entry to track wage continuation usage prior to 1999
Illness in the Family School District of Philadelphia policy dictates the amount of paid and unpaid Illness in the Family leave.
Illness in the Family (31) paid at 50% of the daily rate
Illness in the Family no pay (30)
- Contact Employee Health Services for further details on eligibility and usage
Workers Compensation
Workers Comp Denied- No pay (77)
Workers Comp (78)
Workers Comp 100% (79)
- Contact the Workers Compensation office for further details
Other Leave– Other available types of leave are for specified events.
Funeral Leave
Immediate Family (11) 5 non-consecutive days taken within 10 working days of the death of; parent (in-law), child, spouse
Near Relative (12) 3 non-consecutive days taken within 10 working days of the death of; grandparent (in-law), sibling(in-law),grandchild, or a non relative residing in your home
Relative (13) 1 day to attend the funeral for relative; aunt, uncle, cousin, niece, nephew (all include in-laws)
Funeral of Distant Relative (32) use of personal leave day if one is available. When no personal leave is available, lose ½ day’s pay
Funeral of Friend (42) use of personal leave day if one is available. When no personal leave is available, lose 2/3 day’s pay
Funeral of Faculty Member (15)
Period of Mourning (41) Must be approved by Employee Health Services, employee must present a letter from leader of religious congregation stating required period of mourning.
Jury Duty (70) – Used for all types of Jury Duty
Subpoena (72)- Witness in a non School District related case
Military Leave (19) – 15 days per school year for military reserve training
Religious Holiday (44) – Religiously required absence. Must have prior approval of Employee Health Services. Requires a letter from leader of religious congregation stating employee absence is required in observation of named specific holiday or observance
Compensatory Time (21)-Usage of compensatory time
Official School District Business (20) Away from the normal work location on School District business.
Own Graduation (16)
Observation (17) Approved by principal
Inclement Weather (51) (51HR) Employee unable to get to work due to inclement weather
Authorized Leave without Pay (60) Leave without pay authorized by Human Resources
Unauthorized Leave without Pay (61) Absence without pay not authorized by Human Resources
Suspended without Pay (63) Disciplinary action authorized by Human Resources
Suspended with Pay (64) Disciplinary action authorized by Human Resources
Reasons for Adjustment to Annual Accrual
Reasons for Leave Adjustment
Over accrual Employees accrued more than the appropriate amount for the year will have the additional days removed.
Accrued in error Employees accrued days in error due to late processing will have the days removed.
Sabbatical Employees approved for sabbatical leave are entitled to their yearly allotment of personal illness days during their sabbatical period. No personal leave or vacation days are granted during the period of sabbatical. However, since personal leave days are granted September 1, any employee approved to begin sabbatical after September 1 will be subject to a pro-rata share of those days.
For example: An employee approved to begin sabbatical on February 1 would have been credited with 3 personal leave days on September 1. Since the employee is not entitled to credit for February 1 through June 30, the automated leave program will reduce the employee’s personal leave balance for the entire period of sabbatical.
Leave without pay Leave without pay is normally an approved leave i.e., 89 day leave, no pay status, parental leave, charter school leave, educational leave, extended suspension, etc. for which an employee receives no pay and is not entitled to personal illness, personal leave or vacation accrual for the period on leave. Yearly entitlements to personal leave and personal illness days (posted to leave banks in September or upon hire date respectively) will be proportionately reduced based on date of approved leave. Vacation accrual will cease during any leave without pay period.
Wage Continuation Usage Personal Leave will be reduced for every 22 days of wage continuation usage during the employee’s tenure. For 12 month employees .25 personal leave days will be deducted for every 22 wage continuation days used. For 10 month employees .30 personal leave days will be deducted for every 22 wage continuation days used.