Skip navigation - Jump to page content

Making Calendar Entries
Cyclic Yearly Leave

UNDERSTAND

Some employees work cyclic year schedules that include a scheduled period of leave without pay each year due to known, recurring periods in the annual cycle when they are not scheduled to work. These employees will typically have service periods of 9, 10, or 11 months of work per year.

For classified staff who have completed a probationary period and professional staff who have completed six (6) months of service, cyclic yearly leave without pay does not constitute a break in service and is not deducted from the employee's length of service in computing the employee's annual leave accrual rate.

It is important to enter cyclic yearly leave properly, so that OWLS will continue to compute the employees’ annual leave accrual rate correctly and track the period of time that the employee is on cyclic yearly leave.

ACT

To enter cyclic yearly leave in an employee’s OWLS record, open the employee’s record and take the following steps:

For the months when the employee is regularly scheduled to be off, you will need to enter 'CYL' on all the work days, including Holidays.

Then, when you are ready to submit the month and send PERMs, you will need to be sure to answer the additional accrual questions.

Answering the Accrual Questions

It is intended that employees in cyclic year appointments accrue annual leave and sick leave for the overall number of months worked. Entire months designated as a cyclic period would not accrue normally, whereas partial months would accrue at the beginning of the cyclic period, but not at the end.

For example, an appointment period of September 16 through June 15 should receive 9 months of annual and sick leave accrual. In this example, the employee would accrue in June but not in September, provided that the employee is in pay status through the end of the regular appointment in June (i.e., through June 15).

Accrues Normally

Example 1 - The entire month is a regularly scheduled work period. (Example: if the employee’s regularly scheduled work period is 9/15 – 6/15 this would be the correct choice for October, November, December, January, February, March, April, May)

Example 2 - The beginning of the month is a regularly scheduled work period, and the last part of the month is in a designated yearly leave period. (Example: if the employee’s regularly scheduled work period is 9/15 – 6/15 this would be the correct choice for June)

Does Not Accrue Normally

Example 3 - The entire month is a designated yearly leave period. (Example: if the employee’s regularly scheduled work period is 9/15 – 6/15 this would be the correct choice for July and August)

Example 4 - The beginning of the month is a designated yearly leave period, and the last part of the month is a regularly scheduled work period. (Example: if the employee’s regularly scheduled work period is 9/15 – 6/15 this would be the correct choice for September)

Example 5 - Employee was not in paid status their last scheduled work day before a school break period.

In the example below, because the entire month is "CYL," the answers indicate that there is no accrual for the month.

1. Does this month accrue normally? No. 2. Was the employee paid for any portion of their designated yearly leave period (CYL)? No. 3. Click on 'Save Accrual Info.' 4. Click on 'Submit Month and Send PERMs.'

Note:  If the additional accrual questions (see #'s 1 and 2 above) do not appear, verify that the employee’s service period is correctly set up.

If you are unsure whether the month accrues normally, click the "Help! I'm not sure" buttons and select the answer that best describes the employee's cyclic period.

Calendar Updates
Topics

Please be sure that the service period is properly reflected in the "Schedule/FTE/Svc.Per." screen.