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The vacation benefit provides a period for rest, relaxation and renewal away from work with no loss in compensation. Accordingly, staff are strongly encouraged to schedule vacations each year to use their accrued benefit.
Regular full-time and regular part-time staff are eligible for the vacation benefit.
Description of Staff Vacation Benefit
Vacation accrues each month at a rate based on the number of days to be accrued for the year. Vacation accrual begins the first of the month following employment. Vacation accrual for regular part-time staff (between .5 and 1.00 FTE) is prorated based on FTE percentage.
All regular University employees may accrue vacation up to two times the annual accrual. Accrued vacation balances at any given time shall not exceed two times the individual's annual accrual.
In the event an employee leaves the University and then returns, vacation accrual will pick up from the point it was when the employee left provided that the break in service was not longer than the span of time the employee originally worked.
Vacation accrual is calculated in the following ways:
1. Nonexempt staff: Accrue two weeks of vacation per year for first five years and one additional day per year each year for the next ten years for a total maximum accrual of four weeks per year upon completion of fifteen years of employment with the University:
|
Years
of employment |
Accrued each year |
|
1
-- 5 |
10 days (2 weeks) |
|
6
|
11 days |
|
7 |
12 days |
|
8 |
13 days |
|
9 |
14 days |
|
10 |
15 days (3 weeks) |
|
11 |
16 days |
|
12 |
17 days |
|
13 |
18 days |
|
14 |
19 days |
|
15
or more |
20 days (4 weeks) |
2. Exempt staff (other than the groups of exempt staff described in #3 and 4): Accrue two weeks of vacation per year for the first five years, three weeks per year from five to ten years of employment with the University, and four weeks per year after the completion of ten years of employment with the University.
|
Years
of employment |
Accrued
each year |
|
1
-- 5 |
2
weeks |
|
6
-- 10 |
3
weeks |
|
11+ |
4
weeks |
3. Directors: Accrue three weeks of vacation per year for the first five years, and four weeks per year after the completion of five years of employment with the University.
|
Years
of employment |
Accrued
each year |
|
1
-- 5 |
3
weeks |
|
6
-- 10+ |
4
weeks |
4. Vice presidents, associate vice presidents, executive directors, and deans who report to vice presidents will accrue four weeks of vacation per year.
Regular full-time and regular part-time staff may take accrued vacation at any time with prior supervisory approval.
Vacation Reporting Requirements
All Exempt Staff must submit on the required form, to their supervisors, a monthly report of vacation and sick leave take. Exempt Staff leave is to be reported in hours, in one-hour increments. Non-Exempt Staff report their leave taken, in hours, on their time sheets.
Vacations are scheduled and approved by the employee's supervisor, according to each department's procedure. Although efforts will be made to accommodate any staff requests to take vacation at specific times, supervisors are required to consider the needs of the department when evaluating vacation requests. Therefore, vacation requests may be denied during peak activity periods within the department or when other related staff are scheduled to be away from the University.
Deductions from accrued leave banks will be made to offset reductions in assigned work schedules.
Coaching Staff who work less than 12 months, Residence Life Coordinators, Temporary and short hour employees are not eligible for paid vacation benefits.
In order to minimize the economic hardship that may result from a short-term illness or injury, the University provides sick pay benefits to regular full-time and regular part-time staff. Sick pay may be used for:
- illness, injury, or medical appointments of the employee;
or,
- illness, injury or medical appointments of the employee's dependent child(ren); or to care for a nondependent child of an employee who is incapable of self-care because of a mental or physical disability;
- care of spouse, parent, parent-in-law or grandparent, where the spouse or parent experiences a serious health condition or emergency condition;
- family bereavement.
Please see the Family Care policy for further information relative to using sick pay to care for family members.
Regular full-time and regular part-time staff are eligible for sick leave. All regular full and part-time staff are eligible to take accrued sick pay up to the amount accrued.
Description of Sick Leave Benefit
Sick pay accrues at the rate of 1.25 days (10 hours) per month from the first day of the month following employment as a regular full-time employee, up to a maximum of 15 days per year. The monthly accumulation of hours for staff who work between .5 and 1.00 FTE is prorated based on FTE percentage. Unused sick pay accumulates from year to year, up to a maximum of 13 weeks (65 days for a 1.0 FTE employee, prorated for part-time employees based on FTE).
Staff who are unable to report to work due to a personal illness or a dependent child's, spouse's, or parent's illness or injury must contact their supervisor as soon as possible but no later than two hours after the start of the work day. If an employee, an employee's dependent child, spouse or parent becomes ill or is injured during the work day, the supervisor must be notified before the employee leaves the campus unless emergency medical treatment is needed and the supervisor is not readily accessible.
Absences in excess of five working days, whether for the illness or injury of an employee, the employee's dependent child, spouse, or parent, must also be reported to the Office of Human Resources.
The absence will be evaluated in light of the University's Family and Medical Leave policy and the sick days utilized by the employee may be designated as Family and Medical Leave. The evaluation may include a request by the University for physician certification of the illness or injury and, in the case of an absence to care for an employee's spouse or parent, certification that the employee's presence is necessary for the care of the spouse or parent. The University reserves the right, at the University's expense, to require a second medical opinion.
Use of Sick Leave for Maternity Leave
Please see Staff Short Term Disability/Maternity Leave Policy.
Use of Sick Pay for Paternity Leave
Up to five days of sick pay may be taken by the father of a newborn child within the first two weeks of birth.
If, through childbirth, the employee's spouse experiences a serious or emergency health condition, or if the child has a health condition that requires supervision, the employee may be eligible for sick leave use above the five days (see Family Care policy for further information).
Family medical leave allows eligible employees to take up to twelve weeks of unpaid time off for specified family and medical reasons including the birth of a son or daughter or to care for the child after birth. Family medical leave may run concurrent with paid time off that is taken for paternity leave. Please see the University's Family Medical Leave policy for further information.
Use of Sick Pay to Care for a Newly Adopted Child
Based on an employee's years of service as indicated below, accrued sick leave may be used by an employee who is the *primary caregiver of a newly adopted child within the first two weeks following the adoption, or placement in the home:
Limitations and Exclusions
*When a mother and father of a newly adopted child are both employees of the University and eligible for this benefit, only one employee is entitled to use this benefit.
If the newly adopted child has a health condition that requires supervision, the employee may be eligible for additional sick leave use (see Family Care policy for further information).
Family medical leave allows eligible employees to take up to twelve weeks of unpaid time off for specified family and medical reasons, including the placement of a son or daughter with the employee for adoption or foster care, and may run concurrent with paid time off to care for a newly adopted child. Please see the University's Family Medical Leave policy for further information.
Use of Sick Leave for Bereavement
Up to five days of sick pay may be taken upon the death of the employee's spouse, parent, father-in-law, mother-in-law, child, son-in-law, daughter-in-law, grandparent, grandchild, sibling, brother-in-law, or sister-in-law.
Coaching Staff who work less than 12 months, Residence Life Counselors, Temporary and short hour employees are not eligible for paid sick benefits.
Sick pay benefits may not be used to care for a spouse or parent who does not experience a serious health condition as defined in the FMLA policy. Examples of illnesses or injuries which are not considered incapacitating are the common cold, flu, minor sprains or strains.
A physician's release authorizing an employee's return to work may be required by the University in cases of surgery, prolonged illness, or excessive absenteeism.
Since the purpose of sick pay is to minimize economic hardship resulting from illness or injury, unused sick pay will not be paid out at termination.
Illnesses in excess of 3 working days may be covered under the provisions of the Family Medical Leave of Absence Policy. Disabilities and maternity leaves are covered under the Short Term Disability and Extended Short Term Disability leave policies. Disabilities with a duration in excess of six months are covered under the Long Term Disability Insurance Policy.
Nonexempt staff utilize sick leave on an hour by hour basis.
Current and newly hired exempt and nonexempt staff are subject to the above policies beginning January 1, 1996. All time accrued by nonexempt staff hired prior to January 1, 1996, will be transferred hour for hour into the employee's sick leave bank.
Employees who have accrued more than 65 sick days as of January 1, 1996 will be allowed to "bank" those days and use them incrementally until they are down to 65 days at which time they will begin accruing to a maximum level of 65 days.
Short Term Disability Leave / Maternity Leave - Staff
Disability leave offers protection from economic hardship caused by short or long term illnesses or disabilities. Paid maternity leave allows for economic protection during a pregnancy related disability or for recuperation from delivery. Through these leaves, employees are assured of replacement of a substantial portion of their income, based on years of service, in the event of such disability or maternity.
Short Term Disability Benefit Eligibility
Employees are eligible for the short term disability or maternity benefit after one year of continuous employment in a regularly budgeted position in which the employee works a minimum of 20 hours per week (.50 FTE). Continuous employment is defined as employment of one year which is not interrupted by termination and reinstatement. For any type of disability, with the exception of maternity leave, a physician's certification of the disability is required. Physician's certification should include information regarding the length of disability and prognosis for recovery
Description of Short Term Disability Benefit
This benefit is provided by the University at no cost to the employee. "Short term disability" is defined as an employee's inability to perform some or all of the functions of their job for at least 8 days.
A physician's certification of the disability is required. The University reserves the right to require a second medical opinion at the University's expense.
After a waiting period of 1 day for an accident or 8 days for an illness, the University will pay 60% of the employee's pre-disability salary for a length of time based on years of service, as shown below. Pre-disability salary is defined as the regular monthly salary a staff member is paid in the month prior to the date a disability occurs.
|
Years
of Service |
Benefit
Duration |
|
1
-- 3 years |
1
month |
|
3
-- 6 years |
2
months |
|
7
+ years |
3
months |
Accrued sick leave must be used during the waiting period. Remaining accrued sick leave or vacation leave will be used incrementally to offset or "boost" the 40% of salary not paid under the short term disability leave.
Maternity leave is paid by the University at 60% of salary for six (6) weeks. Six weeks is the typical maternity recovery time recommended by physicians. In the instance where a physician recommends additional time off from work, either before or after the delivery date, maternity leave will be coordinated with sick leave and/or short term disability leave.
The University reserves the right to request physician certification prior to extending paid leave beyond six weeks for reasons in conjunction with maternity.
In instances where Short Term Disability and Maternity Leave are combined, the staff member will receive the greater of six weeks or the length of short term disability leave to which the staff member is qualified by years of service.
An individual's accrued sick and/or vacation leave will be utilized to "boost" or offset the 40% of salary not paid by the University.
Maternity leave also falls under the Family and Medical Leave Act, and will be designated by the University and coordinated as FMLA leave. Please see Unpaid Leaves of Absence - FMLA for more information.
Extended Short Term Disability
When an eligible employee has applied for long term disability insurance and coverage by the long term disability insurance company is confirmed, and after the Short Term Disability benefit is exhausted, Seattle Pacific University will pay the disabled employee's salary at 60% of the pre-disability salary, up to the current maximum allowed, for the remainder of the six months prior to the commencement of long term disability payments. Any remaining accrued sick leave or vacation leave may be used incrementally to "boost" or offset the 40% of salary not paid during the 6 month waiting period only. The continued pay during this six-month period is taxable by both FIT and FICA. During these six months, an employee will be eligible for limited benefits, as described in the Employee Medical Leave of Absence Policy.
Part time staff members who regularly work less than 30 hours per week (less than .75 FTE) are not eligible for Extended Short Term
When an employee who is eligible for long term disability insurance has applied for partial disability insurance and coverage by the long term disability insurance company is confirmed, benefits are also provided as outlined under "Extended Short Term Disability." The University will replace 60% of the employee's lost pre-disability salary, after Short Term Disability benefits are exhausted, until the end of the six month LTD waiting period. "Partial disability" is defined within the long term disability insurance plan booklet and contract.
Part time staff members who regularly work less than 30 hours per week (less than .75 FTE) are not eligible for Partial Short Term Disability.
Short Term Disability Limitations and Exclusions
Temporary employees, short hour employees, employees scheduled to work fewer than 20 hours per week and those employed less than one year are not eligible for this disability benefit.
Disabilities of a shorter duration are covered under the provisions of the Sick Pay Policy.
Disabilities which recur, for the same condition, within six months from the date the original disability leave ended will not be considered a new disability. The time period of the recurrent disability will be combined with the original disability leave and short term disability salary replacement will be limited to the length of time for which an employee is qualified based on years of service.
Disabilities which recur after 6 months from the date the original disability leave ended will be considered a new disability and Short Term Disability salary replacement will start over again.
Employees who terminate employment at the beginning of a planned maternity leave will not receive salary replacement. Should an employee decide to terminate employment while using a paid maternity leave, the employee must reimburse the University for the salary received during the leave. Employees on maternity leave who intend to return to work and later change their plans must return to their jobs for one month, giving at least one month's notice. Employee's who return to work after a maternity leave and fail to give this notice must reimburse the University for the salary received during the leave. This same policy will apply to individuals who are on Short Term Disability leave, where their failure to return to their jobs or to give a month's notice is not related to a medical condition.
Since benefits for short term disability and maternity leave are designed to provide reasonable salary protection to staff members for the length of the disability (based on years of service) or recovery from childbirth, payment for short term disability or maternity leave will not be extended in length when holidays or Christmas closure occurs between the designated start and end of the leave. For example, if a staff member begins a 12 week leave of absence in the first week of December for childbirth, recovery, and care of the newborn they would receive six weeks of paid maternity leave through the second week of January regardless of closure or encompassing holidays and the remaining six weeks would be counted as unpaid FMLA leave and either paid through use of accrued vacation or will be unpaid if no accrued vacation time is available.
In order to allow certain staff members the opportunity to perform research and writing regarding topics related to the staff member's employment, pursue a professional interest, or otherwise improve her/himself professionally, the University provides sabbatical leave to eligible staff members. This opportunity for sabbatical leave is a granted privilege and not a guaranteed right or accrued benefit. Upon returning to the University, the staff member shall submit a written report to the President of the University through the appropriate vice president (if applicable) describing his/her activities and accomplishments during the sabbatical period.
This benefit allows a staff member, meeting the eligibility requirements, a 13-week or 26-week paid absence from work in order to pursue professional research and growth. The applicant may apply to receive full salary for a leave of one quarter in duration or one-half salary for a leave of two quarters in duration. All fringe benefits regularly applying to the applicant will continue during the sabbatical leave, with the exception of vacation accrual. The recipient of a sabbatical leave is under obligation to return to SPU for at least one full academic year subsequent to the leave or the entire amount of salary received for the sabbatical leave is to be repaid to the University. This obligation on the part of the staff member does not guarantee continued employment by the University.
A staff person at the vice president level and above may apply for a sabbatical after five years of full-time employment with Seattle Pacific University. Staff members at or above a director level may apply after seven years of full-time employment with Seattle Pacific University. Application for sabbatical leave is to be made to the President through the individual area managers.