Return to TOPPS home page
GENERAL INSTRUCTIONS:
Employees who have accumulated more than 120 hours of sick leave as of November 30 of any calendar year are eligible to convert up to 24 hours of the accumulation in excess of 120 hours to personal leave. (Example: As of November 30, 2005, an employee has a sick leave balance of 132 hours. The employee is eligible to covert up to 12 hours of sick leave to personal leave.)
CONDITIONS:
Each eligible employee must notify their local personnel representative, in writing, no later than December 31 of each calendar year of the amount of sick leave he/she wishes to convert.
Personal leave can only be used the calendar year following conversion.
Any personal leave not used by December 31 of the year for which such leave was eligible for use will be lost and cannot be restored for any reason, including retirement.
Once sick leave has been converted to personal leave, it cannot later be changed back to sick leave.
If an employee transfers to another State Department, any unused personal leave balance will also be transferred.
If an employee terminates employment (resignation, dismissal, death, etc.) any unused personal leave balance will be lost, and no payment will be made for any unused balance.
If an employee returns from a leave without pay and still has some unused personal leave that was converted for use during that same calendar year, the employee is eligible to use the personal leave. If the employee returns to duty in a different calendar year, he/she will not be eligible to use the leave.
USE OF PERSONAL LEAVE:
The following conditions shall apply to the request and use of personal leave:
Employees shall normally be required to provide at least a twenty-four (24) hour advance notice of a request to use personal leave unless an emergency exists. More advance notice will enable the department to have a greater opportunity to consider/reschedule workload issues and result in a greater likelihood of approval of personal leave requests. Employees should plan the use of personal leave so as not to interfere with the accomplishment of their assigned duties and work of the Department.
It shall be the responsibility of managers/supervisors to make every reasonable effort to accommodate requests for personal leave. Each manager/supervisor shall, however, schedule and coordinate the use of personal leave to insure that the workload of the department is accomplished.
CONVERTING SICK LEAVE TO PERSONAL LEAVE:
During December of every calendar year, each employee will receive an individual Leave Totals Verification statement containing a summary of all their leave, holiday and compensatory time balances as of November 30 of that year. This report will also indicate if the employee is eligible for personal leave and if so, how much sick leave can be converted. Note: Employees may convert whole hours and partial hours in multiples of fifteen (15) minutes.
Employees should carefully read the conditions pertaining to personal leave provided on the back of the report along with the instructions on how to elect to convert sick leave to personal leave.
Employees should check the balances on the statement to insure the balances are correct as of November 30 of that year. Any discrepancies in leave balances should first be resolved with the individual in the employee's work unit responsible for processing leave. If the discrepancy cannot be resolved at that level, staff from the work unit should contact staff in the Office of Personnel.
Each employee who wishes to convert some amount of sick leave to personal leave should designate the number of sick leave hours/minutes to be converted to personal leave in the appropriate blanks provided on the statement.
Any employee who does NOT wish to convert any sick leave to personal leave should check the appropriate box on the statement. The employee must sign and date the form in the space provided.
The form must be returned to the local personnel representative no later than December 31. Any forms returned after this date can NOT, by law, be processed.
The local personnel representative will verify that the employee is eligible to convert as requested on the form and proceed as necessary to complete the conversion. If forms are received wherein an employee has selected an odd number of minutes to be converted to personal leave, this number will be rounded down to the nearest quarter hour.
REFERENCE:
O.C.G.A. 45-20-16
Rules of the State Personnel Board, Rule 18 Leave and Holidays, Section 18.1110
Leave Regulations, TOPPS 2230-1
Return to top of document