The University provides
opportunities for all regular full-time and regular part-time employees
(from .5 FTE to 1.00 FTE) to take leaves of absence where necessary
and approved. Leaves of absences are either paid or unpaid.
Detailed information regarding all leaves of absence is available in
the Employee Benefits Handbook. For purposes of this training, the following
general information will focus on the Supervisor's role in assuring
their employees are using their leave in accordance with University
policies and in some cases State and Federal laws.
All regular full-time
and regular part-time staff accrue vacation days beginning the first
of the month following or coinciding with the employee's date of hire.
Please see official vacation leave policy for rates of accrual and
other details. Vacation accrual may be used, with supervisory approval,
at any time. Supervisors must evaluate the vacation request based
on the needs of the department. Supervisors should make every effort
to accommodate a vacation request, but in doing so must balance the
operational needs of the department. Supervisors may, at their discretion,
turn down a request for vacation if the time-off request conflicts
with peak or crucial operations for which the employee's presence
is imperative. Supervisor's should encourage employees to submit vacation
requests far in advance so the supervisor and the employee together
can adequately prepare for coverage during the time off.
Note: Supervisors should encourage employees to take their
accrued vacation on a regular basis. Generally, employees who take
a break and are rested can be more productive over the long run.
All regular full-time
and regular part-time employees begin to accrue sick days the first
day of the month following or coinciding with the date the employee
begins work with the University. Employees may utilize accrued sick
days for: Illness, injury, or medical appointments of the employee;
Illness, injury or medical appointments of the employee's dependent
child(ren); Care of a spouse or parent where the spouse or parent
experiences a serious health condition (see the FMLA section, page
2); and Family bereavement (up to 5days). Employees accrue 15 sick
days per year and are allowed a maximum accumulation of 65 days or
a prorated maximum based on FTE. Supervisors are responsible for monitoring
the proper use of sick leave. See Leaves of Absence, page 7 for acceptable
reasons for an employee to take sick leave. If an employee's absences
are deemed excessive or if a supervisor believes any use of sick leave
is being misused, the supervisor may request that the employee produce
a physician's note stating the need for the amount of sick leave being
Note: Any sick leave use of 5 or more consecutive days
must be reported (by either the employee or the supervisor) to the
Office of Human Resources for FMLA tracking. Short term disability
and maternity leave Employees are eligible for short term disability
and maternity leave following one year of continuous employment with
Defined as the
employee's physician certified inability to perform some or all of
the functions of their job for eight days or more. The duration of
paid short term disability leave is based on physician certification
and the employee's years of service with SPU. Paid maternity leave
is six weeks. For more details see the actual short term disability
and maternity leave policy statements.
Note: Where possible, employees should discuss the need
to take such a leave with their supervisors first prior to discussing
the need with the Office of Human Resources. Supervisors should make
every effort to accommodate such requests. The Office of Human Resources
coordinates all paperwork for Short Term Disability and Maternity
Leave, and should be informed of the need for such a leave as soon
as possible after the employee has communicated with their supervisor.
- Christmas Closure
- Jury Duty
- Witness Duty
For more details regarding these other paid leaves, please refer to
the actual policy statements in the Employee
and Medical Leave Act (FMLA)
FMLA is a federally
mandated leave available to all employees for qualified reasons (see
the FMLA section of this handbook) after completion of at least 12
months of employment with SPU for at least 1,250 hours during that
time period. FMLA leave is unpaid and may be designated to run concurrently
with other, paid leaves such as sick, vacation, short term disability,
or maternity leave. FMLA leave is designed to protect the employee's
position and health insurance benefits during absences for qualified
reasons. For more information see the FMLA
section of this handbook.
Note: The University, through the Office of Human Resources,
is responsible for designating FMLA leave regardless of whether the
employee requests such leave. Should an employee fail to notify the
Office of Human Resources of possible FMLA considerations when requesting
a leave of absence, and the supervisor is aware that FMLA considerations
exist, the supervisor should notify the Benefits Manager or Director
of Human Resources.
employee medical leave of absence policy allows the employee to be
gone from work for up to six months for the employee's physician certified
serious health condition. The date the leave begins will coincide
with the date the Office of Human Resources designates the leave as
qualified under the FMLA. Unlike FMLA, the Employee Medical Leave
of Absence Policy must be needed and taken on a consecutive basis.
To be eligible for medical leave, the employee must have been employed
by the University for at least 12 months and at least 1,250 hours
during that time period. During an employee's medical leave of absence
the employee's position and insurance benefits are protected.
Note: Medical leave is unpaid leave but may run concurrent
with other paid leaves such as: accrued sick leave; accrued vacation
leave; short term disability leave; or maternity leave. A medical
leave is granted upon confirmation by a medical doctor that the employee
is unable to work.
A University approved
personal leave of absence is an unpaid leave in excess of five working
days but less than one calendar year. An employee may apply for a
personal leave of absence following one year of employment, providing
the employee intends to return to the University at the conclusion
of the leave. The University will allow the employee to continue insurance
benefits at the employee's cost, when the personal leave is in excess
of two weeks.
Note: Personal leaves of absence must be requested by the
employee as soon as the need is known, but not less than 30 days prior
to the beginning of one to four week leaves and not less than 60 days
prior to leaves in excess of four weeks. Personal leaves are approved
at the discretion of the supervisor and the area vice president.
to Use The Leave of Absence Form
or requesting the following types of leaves (or any combination of
those listed below) must complete a leave
of absence form.
Term Disability Leave (8 or more days)
Leave (8 or more days)
Medical Leave (FMLA) (more than 3 consecutive days)
Medical Leave (more than 5 days)
Leave (more than 5 days)
Note: Prior to consulting the Office of Human Resources,
the employee should discuss the leave with their supervisor.
Of Absence Processing
are responsible for the smooth operation of their unit or department,
a supervisors participation is key to the processing of all
leaves of absence. Employees should work first and closely with their
supervisors when requesting and planning for a leave of absence.
of absence request forms are facilitated through the Office of
Human Resources by the Associate Director of Human Resources. Leave
of absence requests require the approval of the Director of Human
Resources (to ensure the request for leave in within University policy),
the employees Department Head and the employees area vice
president. Employees or supervisors may request a leave of absence
form from the Office of Human Resources or, in the instance where
an employee is unable to complete the form, the Office of Human Resources
can complete the process for the employee. If an employee is unable
to complete the leave of absence form, the department head should
notify the Office of Human Resources. Once the leave form has been
completed, the Office of Human Resources will route a copy to the
employee, the department head and to Payroll.
Note: Where possible, the employee should be provide at least
30 days notice of their intention to take a leave of absence.
Coverage During Leaves
coordination with their department head, must arrange for coverage
when an employee takes an extended leave. Options for coverage include
any combination of the following:
- Reducing expectations
of departmental output for the specific time period;
work load of employee requesting leave to other employees (may require
overtime of other employees); and or
- Hiring a temporary
- If coverage
for a leave involves additional funding (hiring a temporary employee
or paying overtime to other employees) departments must look for
funding within departmental budgets as a first step. Funding may
be available in various budget lines or in the salary line of the
employee on leave if a portion of that leave is unpaid. The completed
LOA form will reveal any portion of unpaid leave (department heads
will receive a copy of the completed form). If no budget is available
and the department has an urgent need for coverage, the department
head may appeal to their area vice president for contingency funds
to cover the need.