Eligibility for leave depends on the employee’s 1) appointment type, and 2) hours worked. Most eligibility standards in this policy follow from these:

• Employees in a career, probationary, permanent and non-permanent experiential, or time-limited appointment working full-time are eligible for every type of leave in this policy. Some types of leave have additional eligibility criteria, with full details in the section for each type of leave. 
  • Employees in these appointments working 20 hours per week or more are eligible for every type of leave in this policy, typically on a prorated basis based on the number of hours worked.
  • Employees in these appointments working less than 20 hours per week are not eligible for the types of leave in this policy, except for paid parental leave.
• Employees in a temporary appointment and contractors are not eligible for the types of leave in this policy.
• Employees in an exempt appointment are generally eligible for all types of leave in this policy, unless your employing agency has provided you with an alternative leave policy or specific information stating you are not eligible for all or certain types of leave.
   

An employee should request leave at least two weeks before the leave is needed or as soon as practicable. For some types of leave, like Bereavement Leave, two weeks' notice is often impractical by the nature of the event.

• Supervisors are expected to approve vacation and sick leave requests for the date(s) requested to the greatest extent possible while maintaining business operations. It is possible that supervisors cannot approve every leave request at the dates requested if it hinders business operations or safety;
• There are a few exceptions in which supervisors must approve leave requests including:
  • A birth parent’s request for Paid Parental Leave
  • Bereavement Leave following the loss of an immediate family member(s) for the date(s) requested if it involves attendance at a funeral, visitation, or memorial event.
  • Civil Leave
  • Other Management Approved Leave (OMAL) – non-discretionary
     

Agencies are required to advance (also known as accelerate) 40 hours of vacation leave to employees new to state government and may advance sick leave or additional vacation on a discretionary basis. The total amount of leave advanced during a calendar year may not exceed the maximum leave entitlement.

Leave that accumulates as a balance, such as sick and vacation leave, is granted to employees who are in pay status for one half or more of the regularly scheduled workdays and holidays in the pay period.

Leave granted in a set amount is provided either on January 1 of each year or upon the qualifying event.

Full-time employees receive 40 hours of Bereavement Leave following the loss of an immediate family member and up to eight hours of Bereavement Leave following the loss of a colleague for travel to and from and attendance at a funeral or other memorial event.

Part-time employees receive a prorated amount of leave based on their hours worked relative to a full-time schedule.

For Bereavement Leave purposes, the following relationships qualify as immediate family:

Spouse

• Husband
• Wife
• Domestic Partner
• Parent

Parent

• Biological
• Adoptive
• Step
• Loco Parentis*
• In-law (including that of a domestic partner)

*A person who is in the position or place of a parent.

Child

• Biological
• Adoptive
• Foster
• Step
• Legal Ward
• Loco Parentis*
• In-law (including that of a domestic partner)

*A person who is in the position or place of a parent.

Sibling

• Biological
• Adoptive
• Step
• Half
• In-law (including that of a domestic partner)

Grand/Great

• Parent
• Child
• Step
• In-law (including that of a domestic partner)

Dependent

• Living in the employee's household.

Family Equivalent

• Any individual related by blood or affinity whose close association with the employee is the equivalent of a family relationship.

A colleague is any employee within the executive, judicial, or legislative branches with whom you have worked.

Yes. If you previously worked with that employee, you may use Bereavement Leave to attend their funeral or memorial event.

Following the loss of an immediate family member, Bereavement Leave may be used as the employee deems appropriate for time to grieve, attend a funeral, visitation, or memorial service; deal with estate matters; or address other related needs. The leave does not have to be used on consecutive days but must be used within 180 days of the family member’s death.

Following the loss of a colleague, Bereavement Leave may only be used to attend the funeral, visitation, or other memorial event.

It depends on your agency. While not required by OSHR policy, each agency may implement internal procedures related to documentation to support the use of Bereavement Leave. Contact your agency’s HR to receive information on your agency’s policy and what documentation, if any, is required.

No, Bereavement Leave may only be used on days for which you would otherwise be scheduled to work. For example, if the memorial occurs on a Saturday, and you normally work Monday through Friday, you may not use leave.

Yes. Employees may use Bereavement Leave before exhausting any accumulated compensatory time.

Employees should use A/A code 9250 for Bereavement Leave approved for the loss of an immediate family member. Employees should use code 9255 for Bereavement Leave following the loss of a colleague.

Employees are eligible for Bereavement Leave following the loss of each immediate family member or colleague, even if they occur in the same calendar year.

If an employee loses more than one immediate family member on the same day or event, the employee is eligible to take up to 40 hours of leave for each immediate family member.

Yes, employees are eligible for Bereavement Leave in addition to Paid Parental Leave in this circumstance. Bereavement Leave must be used within 180 days of the date of death. In the event of a stillbirth, the non-birth parent who is not eligible for paid parental leave is still eligible for Bereavement Leave.

If an employee with unused Bereavement Leave transfers from one agency to another agency, the employee may use the remainder of the Bereavement Leave for which they are eligible at the receiving agency if it falls within the required timeframe. The receiving agency may confirm the amount of Bereavement Leave eligibility and expiration date with the sending agency.

You may be eligible for PPL if you meet all of the following requirements at the time of your qualifying event:

• You are a full-time or part-time employee regardless of appointment type or hours worked. Temporary employees and contractors are not eligible for PPL.
• You have been employed without a break in service for the 12 months immediately before the qualifying event at one of the following:
  • An executive branch agency or university;
  • Public school units that provide paid parental leave in accordance with G.S.126A-71; or
  • Community college institutions of the State of North Carolina.
• You have been in pay status for at least 1,040 hours during the previous 12 months.
   

For an eligible full-time employee:

• 12 weeks (480 hours) of leave for bonding following the birth, adoption, foster care, or other legal placement of a child.
• 4 weeks (160 hours) for recuperation following a miscarriage or stillbirth after the 12th completed week of pregnancy, when the employee was pregnant, or after giving birth and transferring custody of the child after birth.

Part-time employees receive a prorated amount based on their normally scheduled hours.
 

Prior to October 1, 2026, the birth parent could receive eight weeks of PPL and the non-birth parent could receive four weeks of leave. However, S.L. 2026-40 changed these amounts for qualifying events on or after October 1, 2026, authorizing up to 12 weeks for both parents. This law did not change eligibility or the definition of a qualifying event.

• No. The qualifying event (birth, adoption, etc.) must occur October 1, 2026, or later, to be eligible for 12 weeks. 
• Employees with qualifying events that occur prior to October 1, 2026, may be eligible for PPL under the previous policy allocation.
   

Yes. Paid Parental Leave is paid at 100% of your regular, straight-time pay.

• Shift differentials, premium pay, and overtime are not included.

PPL can only be used after the qualifying event occurs.

• For a birth, PPL cannot be used before the child is born.
• For an adoption, foster care, or other legal placement, PPL cannot be used before the qualifying placement.

If you need leave before the qualifying event for medical reasons or to complete legal adoption requirements, you must use other available leave in accordance with applicable leave policies.

Whenever possible, you should notify your agency at least 10 weeks before you intend to use PPL.

• This advance notice allows your agency time to plan for coverage.
• You may withdraw your request at any time.
• You must follow your agency's normal leave-request procedures, unless unusual circumstances apply.
   

Contact your agency HR and complete the required certification and leave-request documentation.
You may be asked to provide documentation confirming the qualifying event, such as:

• Birth: Birth certificate, report of birth, or other approved documentation.
• Adoption: Adoption order or proof of placement.
• Foster or other legal placement: Placement agreement, custody order, or proof of placement.
• Miscarriage or stillbirth: Medical or other approved documentation confirming the event occurred after the 12th completed week of pregnancy.

Documentation should identify the date of the qualifying event and establish the employee's legal parent relationship when applicable.
 

Both options may be available.

• PPL may be taken as one continuous period or intermittently, requires supervisor approval if used intermittently.
• If you give birth and want to take your PPL continuously, your agency may not deny or delay the leave or require you to take it intermittently.
• Intermittent leave requests may be subject to agency approval and, in some circumstances, operational or public safety considerations.
   

Yes. If both parents are eligible employees, each parent may receive PPL.

• You may take your leave at the same time or at different times.
• Timing may be affected by a public safety concern. Your agency may need to request employees delay or use intermittently their PPL because of a public-safety concern. In all cases, the agency shall provide PPL as soon as practical following the qualifying event.
   

A public-safety concern is a significant impairment to the state agency's ability to conduct its operations in a manner that protects the health and safety of North Carolinians. This could mean unsafe staffing ratios in a 24/7 facility such as a hospital or correction facility or ensuring appropriate staffing.

If your agency may need to request employees change their use of PPL because of a public-safety concern, they will have an internal policy and procedure that gives you more information about this.
 

The policy provides four weeks (160 hours) of PPL for recuperation when an eligible employee who was pregnant experiences a miscarriage or stillbirth after the 12th completed week of pregnancy.

• Your agency may require medical or other approved documentation confirming when the event occurred.
• A miscarriage occurring before 12 complete weeks is not a qualifying event.
• You should contact your HR representative if you need assistance understanding leave options for a miscarriage prior to the 12th completed week of pregnancy.
   

If you meet the eligibility requirements, you receive the full amount of PPL for which you are eligible.

• The PPL does not end because of the child's death.
• Your agency can help you understand what other leave may be available to you.

If you give birth, and then transfer custody of the child, like giving a child up for adoption or if you were acting as a surrogate, you are eligible for four weeks of paid leave for recuperation.

PPL must be used within 12 months of the qualifying event.

• Unused PPL is forfeited 12 months after the qualifying event.
• PPL may be used only once within a 12-month period.
• Unused PPL cannot be donated or paid out when you leave state employment, and it cannot be used for retirement credit.
   

PPL and FML may run concurrently.

• PPL does not require you to have unused FML available to be eligible for PPL.
• If you become eligible for FML while receiving PPL, you must apply for and use FML, and the leave will run concurrently.
   

Start with your agency HR representative responsible for benefits/time & leave.

Your HR representative can help you:

• Confirm your eligibility.
• Determine the amount of PPL available to you.
• Complete the required certification and documentation.
• Coordinate PPL with FML and other available leave.
• Assist you with your agency's leave-request procedures.
   

Eligible employees earn sick leave at the rate of eight hours per month (96 hours per year).

Sick leave may be used for the following:

• Illness or injury,
• Medical appointments,
• Temporary disability due to childbirth,
• To care for members of immediate family,
• Death of immediate family member,
• Donations to a member of the immediate family who is an approved voluntary shared leave recipient,
• Adoption of a child, limited to a maximum of 30 days for each parent.  (Note: this is interpreted to mean at the time of physical possession of the child and have either adopted or are in the process of adoption), and;
• A school or dependent care facility closing resulting from a public health emergency.
• Options for use of sick leave under the Workers Compensation Policy, Family and Medical Leave Policy, and Military Leave Policy are included in these respective policies. Information on donating vacation leave to an employee who is an approved voluntary shared leave recipient is found in the Voluntary Shared Leave policy.
   

For sick leave purposes, the following relationships qualify as immediate family:

Spouse

• Husband
• Wife

Parent

• Biological
• Adoptive
• Step
• Loco Parentis*
• In-law

*A person who is legally in the position or place of a parent.

Child

• Biological
• Adoptive
• Foster
• Step
• Legal Ward
• Loco Parentis*
• In-law

*A person who is legally in the position or place of a parent.

Brother/Sister/Sibling

• Biological
• Adoptive
• Step
• Half
• In-law

Grand/Great

• Parent
• Child
• Step
• In-law

Dependents

• Living in the employee's household

Unused sick leave converts to additional retirement service credit if you retire within five years of separating from state service. You receive one month of service credit for every 20 days of unused sick leave. Any leftover portion of 20 days, that is at least one hour, also counts as a full extra month of state service.

For example, you have 543 hours of unused sick leave when you decide to retire. This is equivalent to 67.9 days of work (543/8). These 67.9 days are equivalent to four months of added service – three full months (3x20=60 days) and the remaining 7.9 days count as a full month.
 

Vacation leave may be used for any reason that causes the employee to be absent from work, including personal or family illness in lieu of using sick leave.

Options for use of vacation leave under the Workers Compensation Policy, Family and Medical Leave Policy, and Military Leave Policy are included in these respective policies. Information on donating vacation leave to an employee who is an approved voluntary shared leave recipient is found in the Voluntary Shared Leave Policy.

Yes.

Employees can carry over up to 240 hours (30 days) of vacation leave to the next calendar year. On December 31, any balance exceeding 240 hours automatically converts to sick leave.

Vacation leave is paid out as a lump sum only at the time of separation regardless of the reason for the separation (resignation, dismissal, retirement, reduction in force, or death). Vacation leave cannot be paid out except at the time of separation.

Other leave cannot be paid out except in limited situations such as compensatory leave for Fair Labor Standards Act subject employees and legislatively provided bonus leave when payout is authorized by the N.C. General Assembly. Consult your agency HR with any specific questions about leave payout.