Time and Leave - CUNY Graduate Center

Time and Leave 

FULL FULL-TIME TIME NON-TEACHING NON TEACHING INSTRUCTIONAL STAFF 

Office of Human Resources

DISCLAIMER 

• This presentation does not replace the terms of 

the PSC contract. This presentation is a general 

guideline g on the timekeeping p gp process conducted 

by the Office of Human Resources (OHR). 

• Rosa A. Valentin, Chief Timekeeper, can be 

reached for an appointment at 1-212-817-7700 or 

by email at rvalentin@gc rvalentin@gc.cuny.edu cuny edu 

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ANNUAL LEAVE – for for New Staff 

Staff 

ACCRUALS 

• NNon Non-Teaching T TTeaching hi I Instructional i lS Staff ff 

(HEO HEO Series, CLTs and Research titles titles) 

1st year of service 15 days 

2nd through 11 11th th 15 days plus one additional 

year dday and dthereafter f for f each 

year of service to a maximum 

of 25 days 



Staff 

• The first year you earn: 

1d 1 day – 1h 1 hour – 45 min i = 15 days d 

• Every subsequent year on your anniversary you 

will earn an extra day y which is prorated p into 35 

minutes each month you are on the payroll. 



Staff 

Employees Hired after January 1, 1988 

Annual Leave Chart 

Monthly Accrual Annual Accruals (days) 

Year Day Hour Min 

1. 1 1 45 15 

2 2. 1 2 20 16 

3. 1 2 55 17 

4. 1 3 30 18 

5. 1 4 05 19 

6. 1 4 40 20 

7. 1 5 15 21 

8. 1 5 50 22 

9 9. 1 6 25 23 

10. 2 0 00 24 

11. 2 0 35 25 

Please note that a b break in service resulting from an approved d leave of absence b 

will alter your anniversary date which will affect your accrual rate change. 



Staff 

ACCRUALS 

• Librarians ibrarians and Counselors 

1st year of service 20 days 

2nd through 11 11th th 20 days plus one additional 

year dday and dthereafter f for f each 

year of service to a maximum 

of 30 days 


ANNUAL LEAVE – 

for for Library/Counselors 

Library/Counselors 

Employees Hired after January 1, 1988 

Annual Leave Chart 

Monthly Accrual Annual Accruals (days) 

Year Day Hour Min 

1. 1 4 40 20 

2 2. 1 5 15 21 

3. 1 5 50 22 

4. 1 6 25 23 

5. 2 0 00 24 

6. 2 0 35 25 

7. 2 1 10 26 

8. 2 1 45 27 

9 9. 2 2 20 28 

10. 2 2 55 29 

11. 2 3 30 30 

Please note that a b break in service resulting from an approved d leave of absence b 

will alter your anniversary date which will affect your accrual rate change. 



Staff 

• If you worked the 1 st of the month, this is your 

anniversary y date and you y will earn for that month. 

• If you started during the middle of a work week or later 

in the month, you y do not earn for that month and the 

1 st day of the following month is your new anniversary 

date. 

• MUST WORK THE FULL MONTH TO EARN. * 

EX: Hire Date: Monday, September 4 – But the first of the month was 

Fid S t b 1 st Friday, September 1 th l th th d l l 

st , then you lose the month and your annual leave 

anniversary is October 1 st of each year. If you terminate employment during 

the middle of the month, you do not accrue for that month. 

*According to Article 14.2b of the contract 


ANNUAL LEAVE – CAPS 

• Maximum accrual: 

– A Annual lL Leave – CCCapped Capped dd at at 45d 45d 45 45 days days 

– Sick Leave – Capped Capped at at 160 160 days days 

• The Annual Leave period is from September 1 1st August 31 31st st . 

st to 

• Ti Timesheets h are d due the h 1 1st week k of f the h consecutive i 

month. Late submissions of timesheets risk stop on 

paycheck. You may Fax or email the timesheets and 

mail signed originals to 

mail signed originals to Rosa Valentin l 

• The fax #: 212 212-817 817-1639 1639 


UNSCHEDULED HOLIDAYS 

• Unscheduled Holidays (UN) are days that replace a 

h holiday lid that h f falls ll on a weekend k d and d the h number b of f UN 

changes from year to year. This annual leave year we 

have 4. 

• They must be used by Aug 31st of each year: Use them 

or l lose them! h ! 

• UN UN Holidays are are Pro Pro-rated. rated. For example, anyone who 

started in July does not earn an UN holiday – Must 

work 3 complete months to earn 1 UN holiday!! 

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UNSCHEDULED HOLIDAYS 

– In September of each year we received 4 UN 

h holidays. lid UN are prorated, d which hi h means the h 

employee must work 3 complete months to earn 

one. 

– You are allowed to use UN holidays immediately. 

– If you leave before you are entitled to receive it, it 

will be be deducted deducted from from any any available available annual annual leave 

leave 

balance or your last pay check. 

– EX: Y You use 4i 4 in S September, b b but l leave i in 

December, then you owe back 3 UN. 

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Staff 

• Annual Leave and Unscheduled holidays require 1 day 

or more of supervisor’s supervisor’s p approval. pp 

• If you are out and d there h is i no office ffi coverage, it i is i 

advisable to contact Human Resources in case there are 

calls inquiring why department department is closed closed. 

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ANNUAL LEAVE - Transfers 

• If you y are not new to CUNY, , but new to The Graduate 

Center, the Timekeeper requires a DP2001 form from 

the college you are transferring from. The form reports 

th the annual l and d sick i k leave l balances b l to t be b transferred. tr f rr d 

• Upon receipt of the form, the Chief Timekeeper will 

notify employee of the balances being transferred over. 

If employee pl disagrees di with ith the th information, i f ti s(he) (h ) must t 

contact his/her former college’s Office of Human 

Resources. 

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ANNUAL LEAVE - Transfers 

• Please note note that that The The Graduate Graduate Center 

Center 

determines the accrual rate based on the year the 

employee employee became became a a full full-time time employee employee in in the 

the 

HEO Series or a Civil Service title at CUNY 

with no no break break in service service. 

• College Assistants or Part-time Part time employees can 

only transfer any remaining Sick Leave hours. 

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SICK LEAVE – Applicable to all Non- 

teaching hi I Instructional i l titles i l 

• Annual Annual Sick Leave Leave accrual accrual rate rate is is 20 20 days: 

days: 

• Monthly accrual rate: 1 day – 4 hours - 40 min 

• U Under d the h F Family il M Medical di l L Leave A Act (FMLA) – 

Five (5) consecutive Sick Leave Absences require 

medical di l d documentation. i 

• The FMLA year is from September 1 st to August 

31 st of each year for a total of 12 weeks. 

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TIME TIME SHEET FORM 

FORM 

Currently, this is the timesheet used by all full time Non-teaching 

Instructional staff 

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FORM 

• The right side of the form used to carry previous 

month’s h’ b balance l f forward d and d calculate l l the h current l leave 

balances. 

– Enter your y monthly y accrual rate as indicated. 

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R1 

8/17/2010 Rosa Valentin 2007 18

Slide 18 

R1 Please note this is only if you started the first of the month. Otherwise, this is what it will look like on the second month. 

RValentin, 11/15/2007


FORM 

• The right side of the form used to carry previous 

month’s balance forward and calculate the 

current leave balances. 

– Uses of Unscheduled Holidays are recorded at the 

bottom of form and should be carried over to all 

subsequent monthly timesheets. 

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FORM 

• The left side side of of the form is for indicating time taken 

and hours worked worked. 

• In the day of the Month column, please indicate M, T, 

WThFSS 

W, Th, F, S, S. 

• If taking Sick or Annual Leave indicate it in the 

appropriate section section. 

• Please indicate days worked by placing a 1 in the day 

C Column. l mn 

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TIME SHEET FORM FORM – Summer Hours 

Hours 

• During the 44-day 

day work week period, a work day is 

h hours and d45 45 minutes, i 1 1 sick i kd day is i charged h d at 8 8h hours 

45 mins or 1 day 1 hour and 45 minutes. 

• V Vacation/annual i / ll leave taken k M Mon through h hF Friday id i is 

charged as 5 days since the Friday must also be charged 

to annual. 

• Unscheduled holidays can only be charged to 7 hours. 

If you y use an unscheduled holiday y during g the summer 

hours you must also charge an additional 1 hour and 45 

minutes from annual/sick leave. 

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TIME SHEET FORM – Summer Hours 

NOTE: USE SUMMER HOURS SAMPLE ONLY DURING THE 4-DAY WEEK 

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Information on: 

Time and Leave 

• Bereavement 

– U Unlike lik Ci Civil il S Service i staff ff who h only l need d to b bring i proof/documentation, f/d i N NNon 

Non- 

Teaching Instructional must complete an application for Special Leave for 

Personal Emergency and submit documentation. 

• Jury Duty – 

– When you receive a Jury Duty notice notify Human Resources immediately. Plus 

you must bring certificate of completion of Jury duty Services. 

• Other types of leave information: 

– Can be found on The Graduate Center Human Resources website at 

http://www.gc.cuny.edu or http://web.gc.cuny.edu/HumanResources 

http://web.gc.cuny.edu/HumanResources. 

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THANK THANK YOU! 

YOU! 

This concludes concludes the the time time and and leave leave presentation. 

presentation 

If you have any questions please contact the 

OHR at 212 212-871 212 871-7700. 81 817700. 00 

For further information visit the OHR Website at: 

http://web.gc.cuny.edu/HumanResources/ 

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Time and Leave - CUNY Graduate Center

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