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Division of Human Resources

Holidays and Leave

Whether you are sick or planning a family vacation, USC offers generous leave benefits to help our employees maintain a healthy balance between work and home life. 

Summary of Leave Benefits

Each type of leave has unique eligibility requirements, accrual rates and procedures. For more details, please refer to the individual leave policies.

HR Annual Leave Policy 1.03 [pdf]

Eligibility:

  • Applies to full-time and part-time (FTE), research grant (RGP), and time-limited (TL) employees working 20+ hours/week.
  • Faculty on less than 12-month contracts are excluded.

Accrual:

  • 9.375 hrs/month for 37.5-hour weeks
  • 10 hrs/month for 40-hour weeks
  • Pro-rated for other schedules
  • Bonus accrual for 10+ years of service (up to 30 days/year)
  • Max carryover: 45 days/year

 Procedure:

HR Sick Leave Policy 1.06 [pdf]

Eligibility:

  • Same as Annual Leave (FTE, RGP, TL working 20+ hours/week)

Accrual:

  • 9.375 hrs/month for 37.5-hour weeks
  • 10 hrs/month for 40-hour weeks
  • Pro-rated for other schedules
  • Max accrual: 15 days/year
  • Max carryover: 180 days

Employee Procedure:

HR Family and Medical Leave Policy 1.07 [pdf]

Eligibility Requirements:

  • Employed with the State of SC for 12 months (not necessarily consecutive)
  • Worked 1,250 hours in the past 12 months

Procedure (Leave-Earning Employees):

  • Request via Time and Absence System (Extended Absence tile)
  • Upload medical certification or required documents
  • Central Benefits Office reviews and responds within 5 business days

Procedure (Non-Leave Earning Employees):

  • Submit  Form P-83 AND a medical certification to your Department/Campus HR Leave Administrator. 
  • Do not send medical info to supervisors

Required Documentation:

HR Paid Parental Leave Policy 1.08

Employee Request for Paid Parental Leave Form [pdf]

On June 30, 2026, Governor Henry McMaster signed into law S. 11, which amended Sections 8-11-150 and 8-11-155 of the South Carolina Code of Laws governing Paid Parental Leave (PPL) available for South Carolina state employees. The law expands the employees eligible for PPL, changes the rate at which paid parental leave is paid, codifies the inclusion of stillbirth as a qualifying event and increases the number of weeks of leave available for some qualifying events. 

These changes apply to qualifying events that occur on or after Oct. 1, 2026. PPL for qualifying events that occur before Oct. 1, 2026, will continue to be governed by the law in effect before the Oct. 1, 2026, amendments.

Definitions

Child: A newborn biological child or foster of a child in state custody and under the age of 18 or a child initially legally placed for adoption and under the age of 18. No child can have more than two parents eligible for paid parental leave

Eligible State Employee: An employee occupying any percentage of a full-time equivalent (FTE) position, research grant (RGP) position or time-limited (TL) position as of the date of the qualifying event. Employees in temporary positions are noteligible for PPL.

Paid Parental Leave (PPL): Six weeks or four weeks of paid leave, as applicable, based on the qualifying event and the employee’s relationship to the child. PPL is paid at the employee’s rate of pay at the time the leave is taken. Leave for an eligible part-time employee is prorated based on the percentage of hours the employee is normally scheduled to work.

Parent/Co-Parent:  the person listed as a legal parent in the applicable required documentation (birth certificate, adoption order, etc.) or the foster parent of a child.

Qualifying Event: The birth of a newborn biological child to an eligible state employee, or after a co-parent’s birth of a newborn child, fostering a child in state custody, the initial legal placement of a child by adoption or stillbirth. Stillbirths are considered births for the purposes of PPL. A “Certificate of Birth Resulting in Stillbirth” issued in accordance with Section 44-63-55 of the South Carolina Code of Laws should be provided as documentation of this qualifying event.

Rate of Pay: The base pay of an employee to include any non-base salary adjustments to be paid through the University’s payroll system that is in effect at the time paid parental leave is taken. This may include an administrative salary adjustment, faculty overload, grant salary adjustment, market or geographical differential pay, special assignment pay or temporary salary adjustment. Rate of pay does not include bonuses, lump-sum payments, dual employment compensation, compensation paid directly by a foundation or other external source or a salary adjustment that is not in effect while the employee is using paid parental leave.

Paid Parental Leave Benefits

  • Paid Parental Leave (PPL) is paid at 100% of the employee's rate of pay.
  • PPL for part-time FTE employee's pay will be prorated based on the percentage of their average weekly hours.
  • Employees will accrue annual and sick leave at their normal rate and receive holiday pay while on PPL, if applicable.
  • The amount of paid leave depends on the reason for the leave: birth or stillbirth, adoption, or foster care placement.
  • PPL must run concurrently with Family Medical Leave (FMLA). However, the eligible employee will receive PPL even if they do not qualify for FMLA.

Eligibility

  • For qualifying events that occur on or after October 1, 2026, employees eligible for PPL include those occupying any portion of a FTE position, a research-grant (RGP) position or time-limited (TL) position. 
  • For qualifying events that occurred prior to October 1, 2026, only FTE positions are eligible for PPL. 
  • An eligible state employee shall receive no more than one occurrence of six or four weeks of PPL for any twelve-month period, even if more than one qualifying event occurs.
  • Regardless of the qualifying event, the entitlement to PPL expires at the end of the twelve-month period beginning on the date of the qualifying event.
  • PPL does not accumulate for subsequent use, may not be donated and any unused PPL is forfeited at the end of the twelve-month period or upon separation from employment.
  • No service time required.

PPL Entitlement

The amount of leave available depends on the qualifying event (adoption, birth, stillbirth, or foster care placement) and the employee’s relationship to the child. Employees occupying all or part of a full-time equivalent (FTE) position, research grant (RGP) position or time-limited (TL) position are eligible for PPL as described below:

  • Adoption
    • Eligible employees who are primarily responsible for furnishing the care and nurture of their child initially placed for legal adoption and under the age of 18, are entitled to six weeks of PPL.
    • Eligible employees who are not primarily responsible for furnishing the care and nurture of their child initially placed for legal adoption under the age of 18 are entitled to four weeks of PPL.
    • Only one eligible state employee may be designated the parent primarily responsible for furnishing the care and nurture of their child.
  • Birth and Stillbirth
    • Eligible employees who give birth to a biological newborn child or experience stillbirth are entitled to six weeks of PPL.
    • Eligible employees whose co-parent gives birth to a biological newborn child or experience stillbirth are entitled to receive four weeks of PPL.
  • Foster Care
    • Eligible employees who foster a child under the age of 18 in state custody are entitled to receive four weeks of PPL.

PPL Usage:

  • Employees do not have to exhaust all other forms of leave before being eligible to take PPL.
  • If an employee requires leave before the birth, adoption, or foster care placement due to medical reasons or to fulfill legal obligations, other available leave balances shall be utilized per the University's leave policy. PPL may not be used before the qualifying event.
  • When a holiday falls during a period of PPL, the employee is entitled to holiday pay and the holiday will not be counted toward the total leave hours received for PPL.
  • PPL is paid at the employee’s rate of pay at the time the leave is taken.

PPL and FMLA Leave:

  • PPL must run concurrently with leave taken pursuant to the Family Medical and Leave Act (FMLA) and any other unpaid leave to which the eligible state employee may be entitled as a result of the qualifying event.
  • However, an eligible state employee shall be eligible for PPL even if the employee has exhausted their FMLA leave, or is not eligible for FMLA coverage, at the time of the qualifying event.
  • If an employee becomes eligible for FMLA leave while on PPL, the employee must use FMLA leave, and the PPL runs concurrently with FMLA leave.

Leave Amount

  • 6 weeks for primary caregiver
  • 4 weeks for secondary caregiver
  • 4 weeks for foster care (leave may be taken consecutively or split into four 1-week blocks)

Required Documents:

  • Adoption: Legal placement documentation
  • Birth: Birth certificate, proof of birth, or custody order
  • Stillbirth: Certificate of birth resulting in stillbirth
  • Foster care: Placement agreement and custody order

Other Notes:

  • Only one occurrence of PPL allowed per 12-month period
  • Leave must be used within 12 months, or it is forfeited
  • PPL is not paid out or transferable
  • No need to use other leave types first

For more information on PPL, email hrleave@mailbox.sc.edu or call 803-777-6650. 

PPL Frequently Asked Questions [pdf]

Refer to HR Leave Without Pay Policy 1.12 [pdf] for details.

Eligibility:

  • Applies to FTE, RGP, and TL employees.
  • Only used after all applicable paid leave is exhausted.

Insurance Premiums 

  • Employees must pay their share of insurance premiums while on LWOP.

Staff Employee Procedure:

  • Up to 5 days: Submit request in the Time and Absence System to your supervisor.
  • More than 5 days: Submit request in the Time and Absence System and ask HR Contact to submit a status change form in Peoplesoft HCM.
  • Non-leave earning employees: Contact your HR representative for guidance.

Faculty Employee Procedure:

HR Other Leave With Pay Policy 1.09 [pdf]

Eligibility:

  • Applies to FTE, RGP, TL, and some temporary employees.

Procedure:

Types of Leave (based on position):

  • FTE, RGP, TL (20+ hrs/week): Blood donation, court, voting, disaster service, educational, bone marrow, family death, extended disability, organ donation.
  • Temporary (20+ hrs/week): Bone marrow donation.

Civil Air Patrol Leave

The Civil Air Patrol is a federally chartered, nonprofit corporation that serves as the official civilian auxiliary of the United States Air Force, tasked with conducting emergency services, disaster relief, aerospace education, and cadet programs. 

On June 30, 2026, Governor Henry McMaster signed S.1043 into law, enacting the Civil Air Patrol Leave Act which provides paid leave for eligible Civil Air Patrol related activities. Civil Air Patrol Leave is available only for qualifying absences occurring on or after October 1, 2026. 

In accordance with the Civil Air Patrol Leave Act, all state employees must provide notification of their active membership in the Civil Air Patrol within 30 days of their official hire date or within 30 days of joining the Civil Air Patrol, whichever is later. 

Onboarding procedures have been updated to include a section where newly hired employees must indicate if they are a member of the Civil Air Patrol. Those who indicate they are active members of the Civil Air Patrol are required to complete and submit the Civil Air Patrol Membership Notification Form to the Division of Human Resources within 30 days of their official hire date. Current members of the Civil Air Patrol must complete the Civil Air Patrol Membership Notification Form no later than Oct. 31, 2026. 

For more information about the Civil Air Patrol Act, refer to 2025-2026 Bill 1043:Civil Air Patrol Leave Act.

HR Leave Transfer Policy 1.10 [pdf]

Eligibility:

  • FTE employees working 20+ hours/week.
  • Must use all accrued leave and comp time before using donated leave.

Donating Leave:

Requesting Leave:

HR Hazardous Weather and Emergency Leave Policy 1.18 [pdf]

Policy:

  • Richland and Lexington counties are directed by the governor and not the county
  • The Governor may grant up to 5 days of paid leave per emergency.

Eligibility:

  • FTE, RGP, and TL employees who earn paid leave.

Procedure:

  • Check  South Carolina Emergency Management Division and Carolina Alert websites. 
  • If Governor grants leave and you were scheduled to work, you qualify for paid leave.
  • If not granted, choose one of the following:
      • Request annual or comp leave
      • Request LWOP; or
      • Make up time with supervisor approval
  • HR will communicate the Governor’s decision.
  • For additional information, please refer to the frequently asked questions regarding hazardous weather and emergency leave.

HR Holiday Leave Policy 1.15 [pdf]

USC observes thirteen (13) holidays each year.



FAQs for Requesting and Managing Leave

Below are answers to common questions about requesting absences and managing leave balances in the Time and Absence System. Visit the Payroll Toolbox for a list of job aids to help you perform each task.


Employee Questions

As far as the leave calendar allows (typically 1 year).

 

Before the leave occurs, especially for planned absences. For FMLA please try to apply one (1) month in advance of planned absences. For unplanned absences please give notice as soon as the need for leave is foreseeable. For other leave please consult your department (ex: you want HR applying for annual leave two (2) weeks in advance) for their preferences. Please try to apply for leave in advance of the absence.  

You can submit a leave request for up to 30 days after the absence. If it’s been longer, your manager or TL/ABS approver can submit it for you—up to 60 days back. For anything beyond that, contact the Central Benefits Office for help.

Cancel and resubmit.

Use the Cancel Absence tile in Employee Self-Service. Use this job aid [pdf] to walk you through the process. The cancel request will require your manager’s approval.

After the leave date is processed in payroll.

If you're a leave-earning employee and worked more than half the month in paid status, your leave (annual and/or sick) will be added between the 22nd–25th of the month.

No. You can only use leave that has already been earned. The system won’t allow you to apply future accruals to past absences.

Submit and get approval for your Leave Transfer Donation during the pay period before your last day. LUse this job aid [pdf] for help.

Follow this job aid [pdf] to enter partial day leave hours.

  • The system defaults to a half-day.
  • To enter a specific number of hours, switch the “Is Partial Day a Half Day?” toggle to “No” and enter the exact hours.

After approval, submit your absence requests in the system to cover your FMLA days. Use this job aid [pdf]] for step-by-step help.


Manager Questions

Ideally, before the leave happens.

  • Employees can submit requests up to 30 days after the absence.
  • Managers can enter them up to 60 days after.
  • All leave should be submitted before payroll is processed for that period.
  • Go to the far right of the screen and click the “Canceled Absence Request” link.
  • You can also cancel the absence for the employee if needed. 
  • Use this job aid for guidance. 

 

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