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THE COMMONWEALTH OF MASSACHUSETTS

HUMAN RESOURCES DIVISION




RULES GOVERNING PAID LEAVE AND OTHER BENEFITS FOR MANAGERS AND CONFIDENTIAL EMPLOYEES


November 1, 2015



http://www.mass.gov/anf/docs/hrd/policies/publications/pol-redbk.rtf


As authorized by Massachusetts General Laws, Chapter 7, Section 28


HUMAN RESOURCES DIVISION
RULES GOVERNING PAID LEAVE AND OTHER BENEFITS FOR MANAGERS AND CONFIDENTIAL EMPLOYEES
Table of Contents

Section Subject Page
1.00 General 3
2.00 Vacation Leave 7
3.00 Personal Leave 12
4.00 Sick Leave 13
5.00 Family and Medical Leave 19
6.00 Military Leave 24
7.00 Court Leave 26
8.00 Other Leave 28
9.00 Travel Expenses and Meal Reimbursement 31
10.00 Hours of Employment and Overtime 36
11.00 Holidays 40
12.00 Charges to State Personnel 42
13.00 Tuition Remission 43
14.00 Prevention of Accidents and Occupational Diseases 44
15.00 Adoption Assistance Program 47

1.00 GENERAL


1.01 Authority
These rules are issued by the Personnel Administrator in accordance with M.G.L., Chapter 7, §28. The Personnel Administrator shall decide all questions arising out of the operation of these rules.
1.02 Purpose
These rules regulate the awarding of vacation leave, sick leave and other leave with pay; overtime compensation; payments in lieu of any of the preceding; travel and meals for persons traveling within and outside of Massachusetts; charges to state employees; prevention of accidents and occupational diseases; and other miscellaneous benefits.
1.03 Effective Date
These rules are effective November 1, 2015. Any previous rules or policies of the Personnel Administrator or the Secretary of Administration and Finance governing vacation leave, sick leave, travel, court leave, military leave, other leave with pay, hours of employment and overtime, or charges to persons are hereby revoked, but no rule shall reduce vacation, personal or sick leave allowances to which a person was entitled on the effective date of these rules.
1.04 Applicability
With the exception mentioned below, these rules shall apply to all employees and managers employed in the Executive Branch of the Commonwealth whose positions are classified by the Personnel Administrator in accordance with M.G.L., Chapter 30, §45, except those employees covered by collective bargaining agreements based upon M.G.L., Chapter 150E, or whose compensation or expenses while performing their duties is expressly provided for by law in a manner other than that provided by these rules.
The rules concerning meal reimbursement while traveling on state business apply to all persons employed by offices, departments, boards, commissions and other agencies receiving state appropriations, as stated in M.G.L., Chapter 7, §28.
1.05 Appeal
Any person subject to these rules or any Appointing Authority, if aggrieved, may appeal in accordance with the procedure set out in M.G.L., Chapter 30, §§53 to 57.
1.06 Attendance Records
All Appointing Authorities having employees who are subject to these rules shall maintain attendance records in a format as directed by the Personnel Administrator. Attendance records will incorporate reasons for any absences from scheduled work periods. Such records shall be open to inspection by the Secretary of Administration and Finance, the Personnel Administrator, and the State Auditor as well as the affected employee.
If an employee subject to these rules is absent for reasons other than those authorized by these rules or by special approval of the Appointing Authority, such absence from scheduled work shall be charged off in same manner as described for sick leave charges in Rule 4.05.
1.07 Definitions of Terms
The definitions here listed are intended for use only with the rules contained herein. In construing these rules the following words shall have the meaning herein given, unless a contrary intention clearly appears in the rule:
ABSENCE WITHOUT PAY: Any unauthorized absence from scheduled work.
APPOINTING AUTHORITY: a person, board or commission with the power to appoint or employ personnel; or his/her designee.
CABINET SECRETARY: The head of an executive office, as defined in M.G.L., Chapter 6A.
CALENDAR MONTH: The month of January, the month of February, etc., and is synonymous to the word "month."
COMPENSATED TIME: Time during which compensation for regularly scheduled work is paid.
CREDITABLE SERVICE: As defined in Rules 2.04 and 4.01.
DAY: When used in overtime rules it will mean work day, a period of 24 consecutive hours from the start of a "tour of duty" and the word "work day" need not be identical to a calendar day. For the purpose of all leave benefits and holidays, the term “day” with respect to employees who work an irregular work day or whose regular work day is longer than the normal seven and a half or eight hours shall mean seven and one-half or eight hours, whichever is appropriate.
DEPARTMENT: Office, department, division, board or commission.
EMPLOYEE: An employee or manager to whom these rules apply, pursuant to Rule 1.04.
FISCAL YEAR: Fiscal Year for pay purposes as determined by the various Appropriation Acts.
HUMAN RESOURCES DIVISION: The central human resources agency for Executive Branch departments, as authorized by Chapter 151 of the Acts of 1996.
INTERMITTENT EMPLOYEE: An employee who is expected to work less than 50% of the hours in a work week of a regular full-time employee in the same title, or who is expected to work less than 50% of a work year of a full-time employee (compare to REGULAR PART-TIME EMPLOYEE).
LEAVE OF ABSENCE WITH PAY: any authorized absence with pay from scheduled work, synonymous with "Leave with Pay."
LEAVE OF ABSENCE WITHOUT PAY: any authorized absence from scheduled work but without pay.
NOTICE OF AUTHORIZATION: Monthly premiums report - direct payment of insurance premiums to State Employees' Group Insurance Commission as provided by statute.
PERSONNEL ADMINISTRATOR: The head of the Human Resources Division as defined in M.G.L., Chapter 7, §4A, or his/her designee.
Political Subdivision of the Commonwealth: All branches and agencies of state, local and county government, including the legislative and judicial branches, municipalities, state and local authorities, constitutional offices, state colleges and universities, and district attorneys. Does not include the federal government or its agencies.
REGULAR PART-TIME EMPLOYEE: An employee who is expected to work 50% or more of the hours in a work week of a regular full-time employee in the same title (e.g., at least 18.75 hours for a 37.5 hour weekly tour of duty), and who is employed for at least 50% of a work year.
RULES: These rules, as mandated by M.G.L., Chapter 7, §28, unless the connotation is expressly otherwise.
SERVICE: Service in any position in the Commonwealth covered by these rules, unless otherwise indicated. Service shall also include any approved paid leave of absence as described in these rules, and industrial accident leave.
TRANSITION YEAR: Fiscal year in which an employee becomes eligible for additional vacation leave credits, based on years of creditable service.
VACATION ALLOWANCE: Vacation credits earned during any year.
VACATION CREDITS: The number of days of vacation earned and available under the rules in Section 2.00, not necessarily limited to a year.
VACATION STATUS: The amount of vacation credits that can be earned in a year.
VETERAN: As defined in M.G.L., Chapter 4, §7, clause 43.
WEEK: For the purpose of vacation rules, will mean five days, excluding holidays; for the rules pertaining to overtime, it will mean a "calendar week" i.e., a week extending from Sunday to Saturday inclusive.

2.00 VACATION LEAVE


2.01 Accrual of Vacation Leave
The vacation year shall be the first full pay period in January through the last full pay period inclusive of December 31st of the same calendar year.
Vacation leave with pay shall be credited to full-time employees employed by the Commonwealth at the end of each pay period as follows:
Total Years of Service Scheduled hours Accrued Credit Bi-Weekly
Less than 4.5 years 7.5 3.46455 hours

8.0 3.69232 hours
4.5 years but less than 9.5 years 7.5 4.326975 hours

8.0 4.61544 hours
9.5 years but less than 19.5 years 7.5 5.7693 hours

8.0 6.15392 hours
19.5 years or more 7.5 7.21155 hours

8.0 7.69232 hours
Employees will be credited with the next higher level of accrual status during the pay period that includes July 1 of the fiscal year that the employee reaches the higher accrual status. On July 1st of a transition year, the higher standard monthly accrual rate will begin. Example: If an employee reaches 4.5, 9.5 or 19.5 years of creditable service in December, the higher accrual rate will begin the preceding July.
Vacation credits shall not accumulate for service in excess of either 37.5 or 40 hours a week as determined by Rule 10.01.
2.02 Part-Time Employees
Regular part-time employees shall accumulate vacation credits in the same proportion that their part-time service bears to full-time service.
Intermittent employees are not eligible for paid vacation.
2.03 Vacation Status and Creditable Service
All service beginning on the first working day in a state agency and all service thereafter is considered toward “total years of service” provided there has not be any break of three years or more in such service as referred to in Section 2.12.

Creditable service for purposes of vacation status only will also mean service in any political subdivision of the Commonwealth prior to entry into a position covered by these rules, provided that no break in service of three years or more occurred between termination of employment in the political subdivision and entrance into a covered position. In order to credit such prior service toward vacation status, an employee must submit to his/her Appointing Authority a sworn statement of such service executed by the appropriate official of the political subdivision.
Creditable service, for the purpose of vacation status only, may also include experience comparable to the duties of the job for which the person is being hired. To be recognized for this purpose, such comparable experience must be in excess of that which meets the minimum entrance requirements for the position, and shall include experience in all employment sectors, including work for all private and public employers. Such experience must be full-time and will be credited on the basis of one year of experience for one year of creditable service. This policy is intended to be used as a recruitment tool at the time of hire. All such requests, and decisions concerning the application of this paragraph, are subject to the approval of the Personnel Administrator.
2.04 Reductions to Vacation Status
A full-time employee on leave without pay and/or absent without pay during the pay period shall earn vacation leave credits based on the hours paid within the bi-weekly pay period.
2.05 Conversion of Vacation Credits During Industrial Accident Leave
If an employee on Industrial Accident Leave has available vacation credits which have not been used and if he/she, because of the two year rule against carryover of vacation, would lose such vacation credits, the Appointing Authority shall convert such vacation credits to sick leave credits in the new calendar year beginning with the first full pay period in January of the year in which such vacation credits would be lost if not taken. Such additional sick leave shall be added to any sick leave the employee may have accumulated.
2.06 Annual Crediting of Accumulated Vacation
On a bi-weekly basis, vacation leave shall be credited the first full pay period in January of every year through the last full pay period inclusive of December 31st of the same calendar year.
2.07 Approval of Vacation Leave
Appointing authorities will grant vacation leave at such times during the vacation year as will best serve the public interest. Preference should be given employees on the basis of years of employment by the Commonwealth.

2.08 Carryover of Vacation Accrual
The Appointing Authority will grant vacation leave in the year in which it becomes available, unless in his/her opinion it is impossible or impractical to do so because of work schedules or other emergencies. Unused vacation leave earned during the previous two years can be carried over to the new calendar year beginning with the first full pay period in January. Annual earned vacation leave credit not used by the last full pay period inclusive of December 31st of the second year it was earned will be forfeited. The Appointing Authority is charged with the responsibility of ensuring that vacation is taken in the succeeding years so that the employee may not lose vacation credits; except as provided in rule 2.05. In extraordinary circumstances, an agency head may request the Personnel Administrator to permit an employee to carry over more than two years of vacation credits. The approval of such a request shall be at the discretion of the Personnel Administrator.
2.09 Use of Vacation Credits for Sick Leave Purposes
Absences due to illness in excess of that authorized under the rules thereof for personal reasons not provided for under sick leave rules may, at the discretion of the Appointing Authority, be charged to vacation leave.
2.10 Payment of Unused Vacation Credits Upon Death of Employee
Upon the death of an employee, payment will be made in an amount equal to no more than two years of unused earned vacation leave provided that no monetary or other allowance has already been made therefor. The Personnel Administrator may, upon request of the Appointing Authority of the deceased person, authorize the payment of such compensation upon the establishment of a valid claim, in the following order of precedence:
First: To the surviving beneficiary or beneficiaries, if any, lawfully designated by the person under the state employees' retirement system:
Second: If there is no such designated beneficiary, to the estate of the deceased. (M.G.L., Chapter 29, §31A).
2.11 Cash Out of Unused Vacation Credits Upon Termination
Employees whose services terminated by resignation, by dismissal through no fault or delinquency of their own, by retirement, or by entrance into the defense forces, shall be paid an amount equal to the vacation leave which has been credited but not used by the employee up to the time of separation, provided that no monetary or other allowance has already been made therefor.
2.12 Crediting of Prior Service Upon Reinstatement/Reemployment
Employees who are reinstated or who are reemployed shall be entitled to the vacation status they had achieved at the termination of their previous service. No credit for previous service may be allowed where reinstatement occurs after absence of three years unless the Appointing Authority secures the approval of the Personnel Administrator for any of the following reasons:


  1. Illness of the employee and not because of illness of his/her immediate family.




  1. Termination due to a reduction in force (layoff).




  1. Injury while in the service of the Commonwealth in the line of duty and for which the employee would be entitled to receive Workers' Compensation Benefits.


2.13 Transfer of Vacation Leave Credits from other State Agencies
Employees who enter positions covered by these rules from other state agencies not covered by these rules (including the judicial or legislative branches of state government, institutions of higher education, the Constitutional Offices, certain sheriffs' departments, the district attorneys, and other state agencies, but excluding state authorities and all other political subdivisions), and who had unused accumulated vacation credits at the time of their termination from such other state agencies, may be allowed to transfer such unused accumulated vacation leave credits upon approval in writing by the Appointing Authority and the Personnel Administrator.
This transfer of credits will be allowed provided that there has been less than a three-year break in service from the date of termination of the employment in such other state agency, and provided that the employee has not already been compensated for such credits by the previous employer.
The amount of credits to be transferred will be limited to the amount allowed for creditable service under rule 2.01 and limited by the two year carryover rule (2.08). For

example, an employee who was previously employed for one year by a district attorney and who earned 15 days of vacation credits in that year would only be able to transfer 12 days of such credits upon entering a position covered by these rules.


    1. Advanced Vacation for New Employees


Subject to the approval of the Personnel Administrator, newly hired employees who have completed one month of state service have the option to request an advance of no more than five vacation days. Employees who opt to receive an advance of vacation leave shall not accrue additional vacation credits until sufficient time has passed to offset the amount of vacation credits that were advanced. Employees may exercise the option to advance vacation credits only once during the first twelve months of employment. In the event that an employee who exercises this option separates from the employment of the Commonwealth with a deficit of vacation credits, said employee’s final pay remittance will be reduced by an amount corresponding to the negative balance of vacation credits.
2.15 School Employees in Non-Teaching Positions
Employees in non-teaching positions in any school within any department, whose regular service is rendered between September 1st and June 30th, may be granted the vacation leave to which they are entitled either during the period of their regular service, or after the expiration of said period, as is determined by the Appointing Authority. Such employees shall be credited with 10/12 of vacation allowance per school year.
3.00 PERSONAL LEAVE
3.01 Accrual of Personal Leave
During the first full pay period in January employees will be credited annually with three days of personal leave credits which may be taken by the last Saturday prior to the first full pay period in January. Full-time employees, beginning state service or after the first day of the calendar year, shall be credited with paid personal leave as follows:

Personal Leave

Date of Employment Granted
January 1 through March 31 3 days

April 1 through June 30 2 days

July 1 through September 30 1 day

October 1 through December 31 0 day
3.02 Use of Personal Leave
Personal leave may be taken during the calendar year when requested by such employee and upon approval by his/her Appointing Authority. Any personal time not taken by the last Saturday prior to the first full pay period in January will be forfeited by the employee. An employee who cannot utilize his/her personal leave in the months of November and December, due to the operational needs of the agency, shall be permitted to carry over one day of personal leave not utilized to the next calendar year.

3.03 Part-Time Employees
Regular part-time employees shall accumulate personal leave credits in the same proportion that their part-time service bears to full-time service.
Intermittent employees are not eligible for paid personal leave.

4.00 SICK LEAVE


4.01 Accrual of Sick Leave
A full time employee shall accumulate sick leave with pay credits at the following rate for each bi-weekly pay period of employment:
Scheduled Hours Sick Leave Accrued

75 hours bi-weekly 4.326975 hours

80 hours bi-weekly 4.61544 hours
Any employee on any leave with pay or industrial accident leave shall accumulate sick leave credits. There shall be no limit to the number of unused sick leave credits which an employee may accumulate.
4.02 Reductions/Limits to Sick Leave Credits
A full-time employee shall not accrue full sick leave credits for any bi-weekly pay period in which he/she was on leave without pay or absent without pay. Instead the employee shall earn sick leave credits based on the hours paid within the bi-weekly pay period.
Sick leave shall not accumulate for service in excess of either 37.5 or 40 hours a week as determined by Rule 10.01.
4.03 Part-Time Employees
Regular part-time employees shall accumulate sick leave credits in the same proportion that their part-time service bears to full-time service.
Intermittent employees are not eligible for paid sick leave.
4.04 Conversion of Vacation Credits During Industrial Accident Leave
If an employee on Industrial Accident Leave has available vacation credits which have not been used and if he/she, because of the two year rule against carryover of vacation, would lose such vacation credits, the Appointing Authority shall convert such vacation credits to sick leave credits on December 31st of the year in which such vacation credits would be lost if not taken. Such additional sick leave shall be added to any sick leave the employee may have accumulated.


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