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Human Resources Administrative Practice Manual:
Time Away from Work

Print friendly Modified November 25, 2013

Shared Sick Leave Program

Citation Reference  
Official Title Policy on Shared Sick Leave
Abbreviated Title Shared Sick Leave
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised January 2008

Policy Statement

Institutions in the University System of Georgia are authorized to establish policies through which employees may contribute on a voluntary basis unused sick leave to a pool for possible use by another institutional employee who is experiencing a catastrophic illness or injury and who has used all accumulated paid leave.

Reason for Policy

The purpose of the Shared Sick Leave Program is to provide a means for University System of Georgia employees to donate paid sick leave to a leave pool to be used by fellow employees who are eligible for and require leave while experiencing a life-threatening or emergency medical condition as defined, and which has caused, or is likely to cause, the employee to take leave without pay.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel within the University System of Georgia should be aware of this policy along with all employees eligible for said policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None.

Related Documents/Resources

Definitions

These definitions apply to the terms as they are used in this policy:

  • Employee means any employee of the System who earns or accrues annual or sick leave as a benefit of his/her employment by the System, including part-time employees, whose leave transfer amounts will be pro-rated based on their percent time worked within the USG during either the past twelve months or their entire time in service within the University System of Georgia, whichever term is shorter.

  • Physician means a physician licensed by his/her respective state.

  • Leave donor is an employee that makes a voluntary, written request for the irrevocable transfer of sick leave to the leave pool. Once leave has been transferred to the leave pool, it may not be used by the donor for any other benefit purposes.

  • Leave recipient Means a current employee who has completed the employment provisional period and for whom the institutions Shared Leave Certification Committee has approved an application to receive leave from the leave pool. The recipient may use Shared Leave for any purpose authorized under the Board of Regents Program Manual Section 802.07.02 which meets the definition of life- threatening or emergency medical condition as described below.

  • Life-threatening or emergency medical condition means a health condition involving a serious, extreme, or life-threatening illness, injury, impairment, or condition that is likely to require an employee’s absence from duty for a period of time longer than the amount of sick and annual leave available to the employee, and the health condition is such that it is not medically appropriate for the employee to delay the absence in order to accrue additional sick or annual leave prior to the absence. Some examples of such conditions include: advanced or rapidly growing cancers, acute life-threatening illnesses, chronic life-threatening conditions in need of immediate care, life-threatening infections, severe injuries arising from automobile or other serious accidents and severe or life-threatening conditions involving failure of bodily organs or systems (e.g., heart attack). The absence may be continuous, as in hospitalization following surgery or an accident, or intermittent, as in periodic absences for chemotherapy or other procedures.

  • Catastrophic personal injury or illness is a severe condition or combination of conditions affecting the mental or physical health of an employee and has had a major impact on life functions.

  • Leave pool is accumulated sick leave donated by employees to be used in accordance with this program. A minimum donation of eight (8) hours leave per calendar year is required to become a member of the leave pool. A member may contribute leave but must maintain a minimum of forty (40) hours of personal sick leave. Should the Shared Leave pool reserve drop to less than 120 hours, the pool will be considered depleted. All donors will, in this situation only, and upon notification of the depleted status of the pool, automatically are charged eight (8) hours per donor, unless the donor wishes to withdraw from the program. Leave requests will be honored in the order in which they were placed when the pool is replenished. The automatic charge to replenish the pool may occur only one time per calendar year. Should the pool be depleted a second time in a given calendar year, no further requests for Shared Leave will be accepted.

  • Pandemic An epidemic over a wide geographical area.

Overview

Employees will be given the opportunity to donate a specified number of hours of sick leave from their sick leave accounts to an institutional leave pool during the annual open enrollment period for other benefits.

If an institution chooses to adopt such a program, it shall be known as the “Shared Sick Leave Program” and the following provisions shall apply:

  • Only regular benefits eligible employees who have been employed in a benefits eligible position and has completed the BOR provisional period upon enrollment shall be eligible to participate as either a contributor or recipient.
  • To contribute or receive leave under this program, an employee shall be required to enroll in the pool during the annual open enrollment period established by the Board of Regents.
  • Any unused shared sick leave not used by a recipient for the catastrophic illness or injury will be forfeited to the Shared Leave pool.
  • Each institution must designate a Shared Leave Administrator and is encouraged to appoint a committee to review and respond to requests for use of leave from the pool.
  • A recipient cannot receive shared sick leave with other benefits. (SSI, Disability, Workers Compensation, etc.)
  • Eligibility for participation shall end upon termination of employment.
  • Funding limitations may impact eligibility and participation.
  • Participation in shared leave is voluntary.
  • Institutions should consider flexibility in this policy in rare and exceptional circumstances involving pandemic emergencies.

If adopted, the program shall be subject to an annual review and confirmation of continuation. This policy establishes the method by which University System of Georgia institutions can implement a Donated Leave pool.

Donation of Leave

Employees will be given the opportunity to donate a specified number of hours of sick leave (in eight (8) hour increments) from their sick leave accounts to the Shared Leave pool during the annual open enrollment period for other benefits by completing a Donor Transfer Certification form. The Shared Leave will be transferred to the Shared Leave pool at the same time other benefit elections are effective (normally January 1). An employee who donates leave must retain a combined total of forty (40) hours of leave in his/her own annual and sick leave accounts (pro-rated for part-time employees).

Enrollment in the sick leave pool shall only be allowed during the open enrollment periods conducted during the months of October and November of each year.

No employee shall be denied membership in the sick leave pool if the membership criteria are met.

A participating employee shall not be allowed to donate to the pool any unused or unpaid sick leave from the employee’s personal account at the time of separation from the University System of Georgia , including retirement.

The employee will continue to accrue sick leave during their absence as long as they are paid at least one half of a monthly salary.

Eligibility for Benefit:

In order to be eligible to receive Shared Leave, the employee must:

  • be a member of the leave pool, and
  • have completed the initial provisional period of employment, and
  • provide certification from a licensed physician of a life-threatening or emergency medical condition, and
  • have exhausted all sick and annual leave (or provide credible medical evidence that he or she will have exhausted all sick and annual leave before the medical condition is resolved).

Termination of Membership

An employee may withdraw from the pool at any time by sending a written request for withdrawal to the Human Resources Officer. Any leave contributed to the pool prior to withdrawal shall be forfeited.

When a participating employee withdraws the maximum number of hours for which he/she is eligible, his/her membership in the pool will automatically terminate. The maximum withdrawal amount during a calendar year is 480 hours (12 weeks). To re-enroll, the employee will be subject to the initial enrollment requirements for membership. When a sick leave pool member is eligible for workers’ compensation, unemployment, disability or retirement benefits, etc., he/she shall not be granted sick leave pool credits.

Suggested Leave Committee:

If possible, institutions should encourage the formation of a leave committee to assist in the implementation of the Donated Leave Policy. The committee may consist of one staff member from Human Resources, one faculty member, and one staff member from a work unit other than Human Resources.

Application of Benefits:

An eligible employee may request donated leave by completing the Donated Leave Request Form, obtaining a completed Physician’s Certification Form and submitting these documents to the Donated Leave Certification Committee in care of Human Resources. If the employee is not capable of making application on his or her own behalf, a personal representative, having documented power of attorney for the employee, may make written application on behalf of the employee by completing the Donated Leave Request Form, obtaining a completed Physician’s Certification Form and submitting these documents to the Donated Leave Certification Committee in care of Human Resources.

A potential leave recipient may request up to 160 hours of Shared Leave at one time, and may make up to two additional requests for Shared Leave within a calendar year, for a maximum total of 480 hours per year within a five (5) year period. The requests may be consecutive.

Confidentiality

Any medical information provided to the Shared Leave Certification Committee, will remain confidential and will not be shared except with employees in Human Resources on a need-to-know basis. Potential leave recipients, their representatives and Shared leave committee members must refrain from using institutional e-mail to solicit leave by revealing a medical condition, as e-mailing of medical information may violate HIPAA privacy guidelines. (Added from UGA)

Approval Process

Each request will be reviewed by the Shared Leave Certification Committee. The Chief Human Resources Officer, or his or her designee, will appoint these committee members for a renewable term of one (1) year. The committee member from Human Resources or his or her designee will carry out the administrative functions of the committee.

If any member of the Shared Leave Certification Committee is from the potential leave recipient’s department, that committee member will be replaced by an alternate, designated by the Chief Human Resources Officer.

If any committee member(s) is unavailable to perform the functions of the committee due to illness, vacation, or other reason, or is unable provide a timely decision for any given applicant, the Chief Human Resources Officer, or his or her designee(s), will serve as substitute ad hoc member(s) of the committee.

The committee’s decision to approve or disapprove a request for Shared Leave will be by simple majority vote and may be the result of communication by email, telephone, or other means in lieu of meeting together in one location.

If the request is approved, the Shared Leave Committee will notify the Shared Leave Coordinator (a designated employee within the Human Resources Department). The Shared Leave Coordinator will notify the applicant (or the personal representative who applied on behalf of the employee) within five (5) working days after the date the completed request for Shared Leave is received by the committee (or the date that the institution makes changes to these policies or procedures, if that date is later) that:

  • the request has been approved; and
  • the employee may begin drawing leave from the pool, and
  • if the employee has entered the status of leave without pay, the approved Shared Leave may be substituted retroactively to cover the period of leave without pay.
  • Or the request has been denied; and the reason for the denial

Appeal

Requests which have been denied may be appealed in writing to the institution’s Human Resources office.

Responsibilities

The responsibilities each party has in connection with the Policy on Donated Leave are:

Party Responsibility
Vice Chancellor for Human Resources, USG Provide guidance to institution human resources officers on appropriate application of the donated leave policy, monitor campus practices for compliance.
Institution Chief Human Resources Officers Ensure appropriate utilization of the USG donated leave policy, including program enrollment and ethical application of the policy, ensure compliance with applicable laws.

Forms

Appendices

Frequently Asked Question’s

Who is eligible to request Shared Leave?
Employee who has completed the Board program provisional period, is eligible to donate, and has a life-threatening or emergency medical condition and has exhausted, or will exhaust his/her personal leave time
How will I know that I have received Shared Leave?
You will be notified by Human Resources via written documentation.
What happens to any Shared Leave I don’t use?
All unused leave will go back to the pool.
Will an affected employee continue to accrue sick and annual during the time missed from work?
Yes, the employee will accrue leave based on their current status. Accrued leave will be applied to the absence before Shared Leave is applied.
How much leave may be requested?
You may request up to 160 hours of leave per application (pro-rated for part-time employees) up to three (3) times in a calendar year for a maximum of 480 for a five (5) year period.
Who is eligible to donate leave?
Any benefit eligible employee that has participated in the pool and has completed their six (6) month provisional period.
How much leave may I donate?
You may donate leave in eight hour (8, 16, 24, etc) increments but must maintain at least forty (40) hours of personal sick leave. Participants will donate a minimum of eight (8) hours of leave at Open Enrollment.
What if I change my mind about donating leave?
Donations are irrevocable but donators may give written notice to terminate membership.
Can I donate leave upon my leaving the institution or University System of Georgia?
Leave cannot be donated upon termination.
How can I donate leave?
During Open Enrollment, simply complete the Leave Donation form and send it to Human Resources for processing.

Human Resources Administrative Practice Manual:
Time Away from Work

Print friendly Modified November 25, 2013

Policy on Education Leave without Pay

Citation Reference  
Official Title Policy on Education Leave without Pay
Abbreviated Title Education Leave without Pay
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised January 2008

Policy Statement

The University System of Georgia has established a policy to allow for educational leave.

Leaves of absence of one (1) year or less with or without pay may be granted by the institution’s President and reported to the Chancellor. Extensions of such leaves, or the initial granting of leaves of more than one (1) year, require the approval of the Chancellor or his/her designee.

In considering a request for leave with pay, the President should bear in mind that it is the policy of the Board that such leave shall be granted only for the purposes of promoting scholarly work and encouraging professional development. The President should examine carefully the program or project on which the employee proposes to work, and he/she should also consider the likelihood of the employee’s being able to accomplish the purposes for which leave is requested. (It is expected that scholarly and professional leaves shall be granted without pay where the leave is supported by an external grant or stipend).

In considering a request for a leave, the President should take into consideration the effect that the granting of the leave will have on the institution or on the department of which the employee is a member. If the employee’s work cannot be handled by other employees and if funds are not available for the employment of a substitute, the President will be justified in refusing to recommend that the leave be granted or in deferring action upon the request for a leave.

The President ordinarily should not approve a request for a leave with pay if the applicant for leave has been employed at an institution for the period of less than three (3) years. The University System Chief Academic Officer will promulgate guidelines regarding educational and professional leave.

Any employee who has been granted a leave of absence with pay shall be required, before beginning the leave, to sign an agreement indicating that:

  1. for a leave with pay of less than one (1) year, the employee will return to the institution at the termination of the leave for a period of at least one (1) year;
  2. for a one (1) year leave with pay, the employee will return to the institution at the termination of the leave for a period of at least two (2) years; and that
  3. if the employee does not return to the institution for the full amount of time specified in the agreement, the employee will reimburse the institution for the amount of compensation received while on leave, as well as any other expenses paid by the University System of Georgia during the leave, including all benefit costs.

A faculty or staff member who returns from an authorized leave which enhances professional study and development shall be entitled to a salary which will include, as a minimum, the mandated across-the-board salary raises which occurred during the period of leave. (BR Minutes, 1980-81, p. 191).

No leaves of absence will be granted to persons in the University System who are retired and who are drawing retirement benefits from the Teachers’ Retirement System of Georgia or from the University System. Approved leave shall allow employees the right to elect to continue group insurance benefits with institutional participation (BR Minutes, 1949-50, pp. 452-53; 1990-91, pp. 298-299; February, 2007, pp 46-47).

Reason for Policy

The University System recognizes the need for employees to further their professional development through educational opportunities. This policy ensures general consistency among institutions of the University System.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel and faculty within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

Related Documents/Resources

N/A

Overview

The University System of Georgia has established a policy to allow for educational leave. Leaves of absence of one (1) year or less with or without pay may be granted by the institution’s President and reported to the Chancellor. Extensions of such leaves, or the initial granting of leaves of more than one (1) year, require the approval of the Chancellor or his/her designee.

Process/Procedures

Each institution shall establish procedures to implement this policy.

Responsibilities

The responsibilities each party has in connection with the Policy on are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain and revise educational leave policy as appropriate.
Institution Chief Human Resources Officers Each institution shall establish and maintain an adequate procedure for implementing this policy.
Institution President Grants leave

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Time Away from Work

Print friendly Modified November 25, 2013

Inclement Weather or Other Emergencies

Citation Reference  
Official Title Policy on Inclement Weather or Other Emergencies
Abbreviated Title Inclement Weather or Other Emergencies
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised January 2008

Policy Statement

The University System of Georgia allows leave under specific guidelines. In the event of inclement weather or any emergency which requires leaves of absence of employees, the President of a system institution may declare leave with or without pay

Reason for Policy

This policy ensures consistency among institutions of the University System as necessary while also affording the appropriate level of flexibility needed at the institutional level.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

Human Resources personnel and employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia
  • Other Leave: Leave that allows for institutional closure due to weather or other unforeseen incidents.

Overview

Other Leave: In the event of inclement weather or any emergency which requires leaves of absence of employees, the President of a System institution may declare leave with or without pay

Responsibilities

During Other Leave

The responsibilities each party has in connection with the Policy on Other Leave are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain policy, provide guidance to institution human resources officers on effective utilization of policy, monitor for compliance, update the system as necessary, and respond to campus requests for updates.
Institution Chief Human Resources Officers Ensure appropriate utilization of the USG other leave on their respective campuses.
Institution President or designee in absence of President Discretion for utilization and activation of policy.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Time Away from Work

Print friendly Modified November 25, 2013

Organ and Marrow Donation

Citation Reference  
Official Title Policy on Organ and Marrow Donation
Abbreviated Title Organ and Marrow Donation
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised January 2008

Policy Statement

Employees of the University System of Georgia who serve as an organ donor for the purpose of transplantation shall receive a leave of absence, with pay, of thirty (30) days. Each employee who serves as a bone marrow donor for the purpose of transplantation shall receive a leave of absence, with pay of seven (7) days. Leave taken under this provision shall not be charged against or deducted from an employee’s accrued annual or sick leave.

Reason for Policy

This policy ensures compliance with state law on organ and bone marrow donations and supports employees who may elect to be an organ donor or bone marrow donor by providing limited additional leave to cover absences related to the donation.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel and employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

Related Documents/Resources

  • GA State Law (O.C.G.A. §45-20-31 - Organ/Bone Marrow Donation Leave)

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • Organ Donor and Marrow Donation: Leave that allows the employees to undergo said medical procedures without charge to accrued leave.

Overview

Leave for Organ and Marrow Donation: Each employee who serves as an organ donor for the purpose of transplantation shall receive a leave of absence, with pay, of thirty days. Each employee who serves as a bone marrow donor for the purpose of transplantation shall receive a leave of absence, with pay of seven days. Leave taken under this provision shall not be charged against or deducted from an employee’s accrued annual or sick leave. Such leave shall be included as service in computing any retirement or pension benefits. This provision shall apply only to an employee who actually donates an organ or marrow and who presents to the appropriate supervisor a statement from a licensed medical practitioner or hospital administrator that the employee is making an organ or marrow donation.

Process/Procedures

Employee must present appropriate official orders to Human Resources.

Responsibilities

The responsibilities each party has in connection with the Policy on Organ and Marrow Donation are:

During Organ or Marrow Donation:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain leave, provide guidance to institution human resources officers on effective utilization of policy, monitor for compliance, update the system as necessary, and respond to campus requests for updates.
Institution Chief Human Resources Officers Ensure appropriate utilization of the USG organ or marrow donation on their respective campuses.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Time Away from Work

Print friendly Modified November 25, 2013

Personal Leave

Citation Reference  
Official Title Policy on Personal Leave
Abbreviated Title Personal Leave
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised January 2008

Policy Statement

At the discretion of the President of an institution, personal leave of absence without pay for periods not to exceed one year may be approved.

Reason for Policy

This policy provides flexibility to institution Presidents to approve a personal leave of absence for an employee for a period not to exceed one (1) year and when such leave is deemed in the best interest of the institution..

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel and employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • Personal Leave: Unpaid leave that allows the employees time off for extended periods beyond normal accrued leave.

Overview

At the discretion of the President of an institution personal leave of absence without pay for periods not to exceed one year may be approved. Such approved personal leave shall allow the employee the right to elect to continue group insurance benefits. The employee must pay the full cost for any coverage continued under this provision.

Process/Procedures

Employee must present appropriate official orders to Human Resources if applicable to the reason for leave.

Responsibilities

The responsibilities each party has in connection with the Policy on Personal Leave are:

During Personal Leave

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain leave policy, provide guidance to institution human resources officers on effective utilization of policy, monitor for compliance, update the system as necessary, and respond to campus requests for updates.
Institution Chief Human Resources Officers Ensure appropriate utilization of the USG personal leave on their respective campuses.
Institution President Categorical Approval off all Personal Leave.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Time Away from Work

Print friendly Modified November 25, 2013

Selective Service/Physical Examinations

Citation Reference  
Official Title Policy on Selective Service & Military Physical Examinations
Abbreviated Title Selective Service & Military Leave
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised January 2008

Policy Statement

The University System of Georgia allows paid leave for a regular employee who is required by Federal law to take a military examination for the time lost to take such an examination.

Reason for Policy

This policy ensures consistency among institutions of the University System as necessary for meeting applicable regulatory requirements while also affording the appropriate level of flexibility needed at the institutional level.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel and employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • Military Physical Examinations: Leave that allows the employees to obtain a required military physical examination without loss in pay.

Overview

Military Physical Examination: Any regular employee required by Federal law to take a military physical examination shall be paid for any time lost to take such an examination.

Process/Procedures

Employee must present appropriate official orders to Human Resources.

Responsibilities

The responsibilities each party has in connection with the Policy on Military Physical Examinations are:

During Military Physical Exams:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain leave policy, provide guidance to institution human resources officers on effective utilization of policy, monitor for compliance, update the system as necessary, and respond to campus requests for updates.
Institution Chief Human Resources Officers Ensure appropriate utilization of the USG military physical exams on their respective campuses.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Time Away from Work

Print friendly Modified November 25, 2013

Voting Leave and Other Miscellaneous Leave

Citation Reference  
Official Title Policy on Voting Leave and Other Miscellaneous Leave
Abbreviated Title Voting and Other Miscelleaneous Leave
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised November 2009

Policy Statement

The University System of Georgia encourages employees to exercise their constitutional right to vote in all federal, state, and local elections. If election polls are not open at least two (2) hours before or two (2) hours after an employee’s normally scheduled work shift, sufficient leave time must be granted to permit the employee to vote. Additionally, miscellaneous leave includes court duty, in which leave with pay shall be granted to regular employees for the purpose of serving on a jury or as a witness.

Reason for Policy

This policy ensures consistency in the implementation voting leave and court duty leave among institutions of the University System. Specifically in the case of voting leave, it provides consistency in making up to two (2) hours of leave available for voting purposes while also affording the appropriate level of flexibility needed at the institutional level.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel and employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • Voting Leave: Approved leave that allows an employee to vote during official local, state and federal elections.

  • Court Duty: Approved leave that is granted to regular employees for the purpose of serving on a jury or as a witness. Such leave shall be granted upon presentation of official orders from the appropriate court.

Overview

Employees of the University System are encouraged to exercise their constitutional right to vote in all federal, state, and local elections. If election polls are not open at least two (2) hours before or two (2) hours after an employee’s normally scheduled work shift, sufficient leave time must be granted to permit the employee to vote. In this instance, an institution should grant the employee a two (2) hour block of time in which to vote, if needed. Time off under this provision is with pay.

Court duty leave with pay shall be granted to regular employees for the purpose of serving on a jury or as a witness. Such leave shall be granted upon presentation of official orders from the appropriate court.

Process/Procedures

Employees should notify his/her supervisor to coordinate with departmental scheduling.

Responsibilities

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain leave policy, provide guidance to institution human resources officers on effective utilization of policy, monitor for compliance, update the system as necessary, and respond to campus requests for updates.
Institution Chief Human Resources Officers Ensure appropriate utilization of the USG voting leave on their respective campuses.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Time Away from Work

Print friendly Modified November 25, 2013

Fair Labor Standards Act Leave

Citation Reference  
Official Title Policy on FLSA Leave
Abbreviated Title FLSA
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised January 2008

Policy Statement

When an exempt employee is absent from work for less than one (1) scheduled workday and his/her accumulated leave is insufficient to cover the partial day of absence, the employer will:

  1. deduct the cost for such leave in hourly increments from an exempt employee’s salary; or
  2. place the exempt employee on leave without pay.

Such action by the employer will not disqualify the exempt status of the employee’s position (29 CFR 541.5d).

Reason for Policy

This policy ensures compliance with the Fair Labor Standards Act. This policy provides that the University System of Georgia as a public entity is allowed to have a leave program available to employees and from which an exempt employee will draw leave in the event of an absence from the workplace. Such a leave bank program is allowable under the law for public employers recognizing their need to be responsible to the public. The policy also ensures consistency among institutions of the University System in recording leave taken when an employee has exhausted leave from his/her paid leave bank without jeopardizing the exempt status of the employee under the law.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel and employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

Related Documents/Resources

None

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

  • FLSA Leave: Concerns exempt employees unpaid leave from work that covers less that one scheduled workday when the employee’s accumulated leave under one of the USG’s paid leave programs is insufficient to cover the leave.

Overview

The Fair Labor Standards Act (FLSA) establishes minimum wage, overtime pay, record keeping, and child labor standards affecting full-time and part-time workers in the private sector and in Federal, State, and local governments. The FLSA also allows public employers to provide paid leave programs that may be used by employees to account for their absences from the workplace. Such leave programs do not jeopardize the exempt status of an employee even if leave is reported in hour increments or some variation thereof. Public employers may also dock the pay of an exempt employee for leave taken when the employee’s accumulated leave is insufficient to cover the leave without jeopardizing the employee’s exempt status.

Process/Procedures

Responsibilities

The responsibilities each party has in connection with the Policy on FLSA Leave are:

During FLSA Leave:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain leave, provide guidance to institution human resources officers on effective utilization of policy, monitor for compliance, update the system as necessary, and respond to campus requests for updates.
Institution Chief Human Resources Officers Ensure appropriate utilization of the USG FLSA leave on their respective campuses, including its relation to exempt employees.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Time Away from Work

Print friendly Modified November 25, 2013

Military Leave

Citation Reference  
Official Title Policy on Military Leave
Abbreviated Title Military Leave
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised December 2007

Policy Statement

The University System of Georgia has established a policy to allow for military leave.

An employee who receives orders for active military duty shall be entitled to absent himself or herself from his or her duties and shall be deemed to have a leave of absence with pay for the period of such ordered military duty, and while going to and returning from such duty, not to exceed a total of eighteen (18) workdays in any one (1) federal fiscal year (October 1 - September 30) (as authorized by Georgia Law O.C.G.A. § 38-2-279[e]). After an employee has exhausted his/her paid military leave, an institution may pay the employee for his/her accumulated annual leave. At the expiration of the maximum paid leave time, continued absence by the employee shall be considered as military leave without pay. The employee shall be required to submit a copy of his or her orders to active military duty (BR Minutes 1990-91, pp. 173-174).

Notwithstanding the foregoing leave limitation of eighteen (18) days, in the event the Governor declares an emergency and orders an employee to State active duty as a member of the National Guard, such employee while performing such duty shall be paid his or her salary or other compensation as an employee for a period not exceeding thirty (30) days in any one (1) federal fiscal year.

Reason for Policy

The University System recognizes the requirements to allow employees time for military responsibilities. This policy ensures general consistency among institutions of the University System. This policy ensures compliance with applicable state and federal laws.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

Related Documents/Resources

Ordered Military Duty. For the purpose of this policy, ordered military duty shall mean any military duty performed in the service of the State or the United States , including, but not limited to, service schools conducted by the armed forces of the United States . Such duty shall be deemed “ordered military duty” regardless of whether the orders are issued with the consent of the employee (BR Minutes, 1990-91, p. 173).

Overview

An employee who receives orders for active military duty shall be entitled to absent himself or herself from his or her duties and shall be deemed to have a leave of absence with pay for the period of such ordered military duty, and while going to and returning from such duty, not to exceed a total of eighteen (18) workdays in any one (1) federal fiscal year (October 1 - September 30) (as authorized by Georgia Law O.C.G.A. § 38-2-279[e])

Process/Procedures

Notification

Upon receiving military activation orders, an employee must advise his/her employer. Unless precluded by military necessity, advance notice must be provided. Employees are encouraged to provide documentation of military duty prior to activation.

Upon re-employment, an employee will be required to present the institution with a copy of his/her completion of military assignment orders that specify the dates/duration of ordered military service.

Compensation While on Military Leave

The employee must be paid for up to eighteen (18) days of compensation in any one (1) federal fiscal year. If the employee’s active military duty transcends portions of two (2) different federal fiscal years, the employee will be paid eighteen (18) days military leave for each fiscal year in which the military leave occurred. After an employee has exhausted his/her paid military leave, an institution may pay the employee for his/her accumulated annual leave.

Benefits

Generally, benefits will continue while an employee is on full time ordered military duty. However, such action constitutes a qualifying event and permits an employee to make a change in his/her healthcare plan coverage. While an employee is on a paid leave status, to include military leave pay and payment of accrued annual leave, employee and employer retirement plan contributions should continue to be paid. Procedures related to specific benefits are detailed below:

Annual Leave

Once an employee has been paid for his/her maximum number of paid military leave days, he/she may elect to use his/her accrued annual leave. Employees who elect not to use accrued leave or who exhaust accrued leave shall be deemed to have a leave of absence without pay.

Health and Dental Benefits

An employee may elect to continue coverage under a University System of Georgia health insurance and/or dental insurance plan while he/she is performing order military service.

The military will provide primary medical and/or dental coverage for an employee while he/she is on active duty. The University System of Georgia will provide primary medical and/or dental coverage for a covered spouse and dependents, unless the covered spouse/dependents have primary coverage through another group plan.

For an employee who is called to full time active military duty such action constitutes a qualifying event and permits an employee to make a change in his/her health and/or dental plan coverage. An employee must make a change in health and/or dental plan coverage within thirty-one (31) days of his/her activation date. If the required military service of an employer coincides with a University System of Georgia open enrollment period, the member may make an open enrollment election within thirty-one (31) days of his/her return to employment within the System.

A member may enroll, change type of coverage (single, employee plus spouse, employee plus child, family) or discontinue coverage as a result of the employee’s full time activation into the military service. When an employee returns to employment with the University System of Georgia, the member may revert to his/her initial election of health and/or dental coverage.

A military activated employee who elects to continue with the University System of Georgia health and/or dental coverage while on unpaid active military duty will be responsible for remitting the employee portion of the monthly premium. Coverage will be cancelled if the employee fails to remit required premiums within institutionally defined deadlines.

Retirement Plans

While an employee is on paid leave military status, employee and employer retirement contribution amounts should continue to be paid. When an employee enters a leave without pay military status the employee and employer retirement plan contributions should cease.

Upon return from active military service, an employee is entitled to catch up’ with the retirement plan contributions that he/she would have made had the individual remained as an active employee with the University System of Georgia. Upon re-employment, USERRA identifies the time period that an employee is allowed to catch up with the retirement plan contributions. An employee may have either three (3) times the length of his/her active military service, or five (5) years, whichever is shorter.

A person’s entitlement to the catch up retirement plan contribution benefit will be terminated if he/she separates from the uniformed services under other than honorable conditions.

When an employee begins making military service retirement plan catch up contributions, the institution must begin submitting its corresponding employer contribution. Upon payment of these contributions to TRSGA for active military service such service shall be added as years of creditable military service.

Life Insurance

The employer should continue to provide $25,000 of basic life insurance for an employee while he/she is on active military duty.

With regard to supplemental and dependent life insurance, a covered employee may elect to continue such coverage while he/she is on active military duty. To continue this type of coverage, the member would be required to remit premiums to the employer. If a covered employee elected to drop this type of coverage while on active military duty, he/she would have to demonstrate evidence of insurability’ to be reinstated in the plan. There will be no accidental death and dismemberment benefit if the member dies from an “act of war or service in any military force of any country when the country is engaged in war.”

Holidays

There will be no payment for any holidays occurring during the period of an employee’s order military service.

Return to Work

The cumulative length of time that a returning service member may be absent from work for military service, and retain his her re-employment rights is five years. A returning service member is to be reemployed in the position that he/she held, or that he/she would have attained had he/she not been order to active military duty.

USERRA regulations specify return to work or re-employment timeframes that an employee must follow upon completion of active military service. They are:

Less than 31 days: An employee should return to work the first day following the completion of his/her active military service.

30 – 180 days: An employee must request reinstatement of employment within fourteen (14) days following the completion if his/her active military service.

Over 180 days: An employee must request reinstatement of employment within ninety (90) days following the completion if his/her active military service.

A service member convalescing from injuries during military service or in training may have up to two (2) years to return to his/her position.

Responsibilities

The responsibilities each party has in connection with the Policy on are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain and revise military leave policy as appropriate.
Campus Chief Human Resources Officers Each institution shall establish and maintain an adequate procedure to implement this policy.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Time Away from Work

Print friendly Modified July 31, 2012

Family and Medical Leave Act

Citation Reference  
Official Title Policy on Family and Medical Leave Act
Abbreviated Title FMLA
Volume Human Resources
Responsible Office Human Resources
Originally issued January 2009
Revised April 2009

Policy Statement

The University System of Georgia complies with the provisions of the federal Family and Medical Leave Act.

Reason for Policy

This policy ensures compliance with applicable law and consistency among institutions of the University System in providing leave to eligible employees under the Family and Medical Leave Act.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel and employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

Related Documents/Resources

Definitions

These definitions apply to these terms as they are used in this policy:

Board of Regents: The governing body of the University System of Georgia

Eligible Employee: An eligible employee is defined as any employee (including part-time and temporary) of the University System of Georgia, who has been employed by the University System of Georgia for at least twelve (12) months total (not necessarily the last twelve (12) months), and worked at least 1,250 hours during the twelve (12) month period immediately preceding the leave.

Immediate Family: Child, Spouse or Parent, but not in-laws.

Family Leave: Leave as defined by the Family and Medical Leave Act that allows the employees excused absences from their workplace due to: the birth or legal adoption of a child, the employee’s own serious health condition, the serious health condition of a member of the employee’s immediate family, leave due to a call to active duty or caregiver leave to care for a family member in the armed services who is recovering from an injury.

Care of a family member:

  • Encompasses both physical and psychological care.
  • Includes situations where the employee may be needed to fill in for others who are caring for the family member.
  • May include intermittent leave.

Family member:

  • Spouse:
    • The employee’s legal husband or wife as defined or recognized under State law for purposes of marriage in the State where the employee resides.
  • Parent:
    • A biological parent of the employee.
    • An individual who stands or stood “in loco parentis” to an employee by providing primary day-to-day care and financial support when the employee was a child.
    • Coverage does not include parents-in-law.
  • Child:
    • The employee’s biological son or daughter under the age of 18.
    • A legally adopted son or daughter under the age of 18.
    • A foster child, stepchild or ward under the age of 18, legally placed with the employee.
    • Any such child over the age of 18 if the child is incapable of self-care due to a mental or physical disability.
      • “Incapable of self-care” means requiring active assistance or supervision to provide daily self-care in three or more basic or instrumental “activities of daily living,” such as grooming & hygiene, bathing, dressing, eating, cooking, taking public transportation, etc.
      • A “mental or physical disability” is one that substantially limits one or more major life functions as defined under the Americans with Disabilities Act (ADA).

Serious Health Condition: See Serious Health Condition

Continuous & Intermittent leave

Leave for one’s own serious health condition, or for the care of a family member with a serious health condition, may be taken on a continuous basis - or on an intermittent basis in increments as small as one hour - if medically indicated. Institutions have the discretion to determine whether to allow intermittent leaves for birth, adoption, or foster placement - or whether such leaves must be continuous.

Intermittent leave or reduced work schedule

  • There must be a medical need for leave which can be best accommodated through an intermittent or reduced work schedule.
  • An employee must attempt to schedule leave or reduced work so as not to disrupt the employer’s operations.
  • The employer may assign the employee to an alternative position with equivalent pay and benefits that better accommodates the employee’s intermittent leave or reduced work schedule.
  • Intermittent leave may include leave periods of an hour or more, up to several weeks.
  • Only the amount of leave actually taken is counted toward the 12 weeks of eligibility.

    For example:

    • an employee who normally works 5 days per week and takes off 1 day per week as intermittent FMLA leave is charged 1/5 of a week of FMLA leave
    • an employee who normally works 8-hour days, but who works half-days under a FMLA reduced work schedule would be charged 1/2 week of FMLA leave.
  • The granting of intermittent leave or a reduced work schedule for well-child care after the birth, adoption, or placement of a child is at the discretion of the institution.

Rolling 12-month calendar

The retrospective 12-month period as measured backward from the date the employee began using FMLA leave.

To determine if an employee is eligible for FMLA leave during any given work week* on a “rolling year” basis, one looks back over the 12 months immediately preceding that week. If the employee has not utilized the equivalent of 12 weeks of FMLA-qualifying leave in the 12 months prior to the date in question, then the employee is eligible for that week of leave (assuming all other eligibility criteria are met). In utilizing a rolling year, this analysis may be conducted each week to determine continued eligibility.

*The fact that a holiday may occur within the week taken as FMLA leave has no effect; the week is counted as a week of FMLA leave. If, however, the institution’s business operations have ceased, and employees are generally not expected to report for work for one or more weeks (e.g., during the winter holiday break), those days do not count against the employee’s FMLA entitlement.

If a University System employee is working and residing outside of the State of Georgia, due to his/her employment situation, local state law may be applicable for FMLA. The Human Resource Director of the employing institution may need to seek assistance from the University System Office of Legal Affairs for interpretation of applicable state law.

Change in Circumstances

During the course of taking FMLA leave, the circumstances regarding the leave may change. For example, the employee may discover that more leave than planned is necessary for recovery from the employee’s own or a family member’s serious health condition. Conversely, recovery may be faster than anticipated and less leave is required. The employee may wish to return to work sooner than planned.

The supervisor may require the employee to provide reasonable notice of these changed circumstances. Reasonable notice usually means within two (2) business days.

Health care provider

The following individuals licensed/authorized to practice in the state in which they practice, and performing within the scope of their practice as defined under state law:

  • Doctors of medicine or osteopathy authorized to practice medicine or surgery
  • Podiatrists
  • Dentists
  • Clinical psychologists
  • Optometrists
  • Chiropractors (limited to treatment consisting of manual manipulation of the spine to correct a subluxation as demonstrated by X-ray to exist);
  • Nurse practitioners
  • Nurse-midwives
  • Clinical social workers
  • Christian Science practitioners listed with the First Church of Christ Scientist in Boston, Massachusetts
  • Any health care provider from whom the University System’s health care plans will accept certification of the existence of a serious health condition.

Intent to Return to Work

If the supervisor requires it, the employee must periodically report to the supervisor regarding the employee’s status and intent to return to work. Status generally refers to the employee’s or the family member’s progress in recovery from a serious health condition.

Any time the employee gives unequivocal notice of intent not to return to work, the University System’s obligations under the FMLA stop. This means the University System is no longer obligated to maintain group health benefits for the employee, and the University System is not required to restore the employee to an equivalent job.

For example, an employee who is on FMLA leave for the birth of a child and care of that child might advise the supervisor she has decided to stay home with the child and not return to work. Once the employee advises the supervisor of this decision, the University System’s responsibilities under the FMLA cease.

Notice for foreseeable leave

To take FMLA leave, the employee must provide the supervisor with notice of the need to take leave. When providing notice, the employee is not required to identify the leave specifically as FMLA leave, but must provide sufficient information regarding the nature of the leave to enable the supervisor to make a determination of the applicability of FMLA. In all situations, it is the supervisor’s responsibility to designate leave as FMLA leave.

If the leave is foreseeable, the employee must notify the supervisor of the need for leave at least 30 days before the date leave is to begin. If the leave is foreseeable and the employee fails to provide the 30-day notice, the supervisor may delay the taking of leave until 30 days have elapsed after the date of the employee’s notice.

Some possible examples of foreseeable need for leave are leave for the birth of a child and leave for elective surgery. However, there may be a change in circumstances or a medical emergency that necessitates the taking of leave earlier than anticipated. For example, an employee’s doctor may decide that to protect the health of the employee, a baby should be delivered through surgery earlier than the estimated date of delivery. When the circumstances change and leave is needed earlier than anticipated, the employee should notify the supervisor as soon as practicable (depending upon the circumstances, usually within one or two business days).

Notice for unforeseeable leave

In complying with the requirement to provide the supervisor with notice of the need to take leave, the need to take leave may take place from an unforeseeable or unanticipated event. This could arise, for example, because circumstances have changed regarding planned leave or due to a medical emergency.

When the need to take leave is unforeseeable, the employee is required to provide the supervisor with notice of the need for leave as soon as practicable. This means, generally, that notice is provided within one or two business days of when the employee becomes aware of the need for leave. The timing of the notice is dependent upon the nature of the circumstances that cause the need for leave.

The notice may be provided in person, by telephone, telegraph, fax, or other electronic means. There may be circumstances in which the employee is incapable of providing notice personally. For example, the employee may be unconscious in the hospital. When this occurs, a representative of the employee, spouse, adult family member, doctor, attorney, etc., may provide the initial notice of the need for leave to the supervisor.

Protection from Discrimination

A supervisor may not take any adverse action or otherwise discriminate against an employee or prospective employee who has taken FMLA leave. A supervisor may not interfere with any rights provided by FMLA, including:

  • Refusing to authorize FMLA leave.
  • Discouraging an employee from using FMLA leave.
  • Changing the essential functions of the employee’s job to preclude the taking of FMLA leave.
  • Reducing hours of work to avoid employee eligibility.
  • A supervisor may not discharge or discriminate against any person (whether or not an employee) because that person has:
    • Opposed or complained about any unlawful practice under the Act
    • Filed a charge, or has instituted (or caused to be instituted) any proceeding under or related to the Act.
    • Given, or is about to give, any information in connection with an inquiry or proceeding relating to a right under the Act.
    • Testified, or is about to testify, in any inquiry or proceeding relating to a right under the Act.
    • Used FMLA leave

Rights & benefits of FMLA-eligible employees

FMLA allows employees to balance their work and family life by taking reasonable unpaid leave for certain family and medical reasons. The FMLA seeks to accomplish this in a manner that accommodates the legitimate interests of employers, and minimizes the potential for employment discrimination on the basis of gender, while promoting equal employment opportunity for men and women.

The following is a list of your rights and benefits as an eligible FMLA employee: (links open in new browser window)

Note: A supervisor may not take any adverse action against an employee for taking FMLA leave; however, any personnel action/decision that would have happened if the employee had continued in a work status may happen while the employee is on FMLA leave.

Overview

Consistent with the provisions of the federal Family and Medical Leave Act (FMLA) of 1993, an eligible employee may be entitled to up to twelve (12) work weeks of leave during any twelve (12) month period. An eligible employee is defined as any employee (including part-time and temporary) of the University System of Georgia, who has:

  • been employed by the University System of Georgia for at least twelve (12) months total (not necessarily the last twelve (12) months) worked, and;
  • worked at least 1,250 hours during the twelve (12) month period immediately preceding the leave.

The University System of Georgia uses a “rolling” 12-month period (rather than a fixed calendar, fiscal, or academic year) to determine eligibility for, and availability of, leave time under FMLA. The 12-month period during which twelve weeks of family leave may be taken shall begin on the first day such family leave is taken. For example, if family leave begins August 1, 2002, the 12-month period is from August 1, 2002 until July 30, 2003.

An employee generally has a right to return to the same position, or an equivalent position in terms of pay, benefits, and working conditions. Certain “key employees” may be denied job restoration if they are among the highest-paid 10% of employees and if such denial is necessary to prevent substantial and grievous economic injury to the operations of the employer.

Leave under FMLA may be taken for one or more of the following reasons:

  • The employee’s own serious health condition, including an on-the-job injury or occupational disease covered by Worker’s Compensation, which causes the employee to be unable to perform the functions of his or her job (see definition of “serious health condition” on page 3 of the FMLA Medical Certification form
  • The care of an immediate family member with a serious health condition
  • The birth and care of a newborn child
  • The legal placement of a child with the employee for adoption or foster care
  • A spouse, son, daughter or parent being on active duty or having been notified of an impending call or order to active duty in the Armed Forces. Leave may be used for any “qualifying exigency” arising out of the service member’s current tour of active duty or because the service member is notified of an impending call to duty in support of a contingency operation.

Births and Adoptions under FMLA

Intermittent leave or a reduced work schedule may be granted for well-child care after the birth, adoption, or placement of a child at the discretion of the institution. Spouses employed by the University System of Georgia are jointly entitled to a combined total of twelve work weeks of family leave for the birth and care of a newborn child, for the placement of a child for adoption or foster care, or for the care of a parent who has a serious health condition.

Entitlement to this feature of FMLA leave expires at the end of the 12-month period that began on the date of the birth or placement. Any such FMLA leave must be concluded within this one-year period.

NDAA

Consistent with the provisions of the federal Family and Medical Leave Act (FMLA) of 1993 and the National Defense Authorization Act of 2008, an eligible employee may be entitled to up to twenty-six (26) work weeks of leave during any twelve (12) month period per service member and per injury or illness, for the following reason:

  • A spouse, son, daughter, parent, or nearest blood relative caring for a recovering service member. A recovering service member is defined as a member of the Armed Forces who suffered an injury or illness while on active-duty that may render the person unable to perform the duties of the member’s office, grade, rank or rating. Any family and medical leave, whether paid, unpaid, or a combination thereof, will be counted towards the twelve week leave entitlement.

Process/Procedures

Eligibility

Consistent with the provisions of the federal Family and Medical Leave Act (FMLA) of 1993, an eligible employee may be entitled to up to twelve work weeks of leave during any 12-month period, for one or more of the following reasons:

  • The employee’s own serious health condition, including an on-the-job injury or occupational disease covered by Worker’s Compensation, which causes the employee to be unable to perform the functions of his or her job.
  • The care of an immediate family member with a serious health condition.
  • The birth and care of a newborn child.
  • The legal placement of a child with the employee for adoption or foster care
  • A spouse, son, daughter or parent being on active duty or having been notified of an impending call or order to active duty in the Armed Forces. Leave may be used for any “qualifying exigency” arising out of the service member’s current tour of active duty or because the service member is notified of an impending call to duty in support of a contingency operation.

Consistent with the provisions of the federal Family and Medical Leave Act (FMLA) of 1993 and the National Defense Authorization Act of 2008, an eligible employee may be entitled to up to twenty-six work weeks of leave during any 12-month period, for the following reason:

A spouse, son, daughter, parent, or nearest blood relative caring for a recovering service member. A recovering service member is defined as a member of the Armed Forces who suffered an injury or illness while on active-duty that may render the person unable to perform the duties of the member’s office, grade, rank or rating.

Employee Responsibilities Under FMLA

FMLA allows employees to balance their work and family lives by taking reasonable unpaid leave for certain family and medical reasons. The FMLA seeks to accomplish this in a manner that accommodates the legitimate interests of employers, minimizes the potential for employment discrimination on the basis of gender, while promoting equal employment opportunity for men and women. As an employee requesting family leave, you are expected to provide your supervisor with appropriate notification and documentation.

  • To be entitled to leave, employees must give at least a 30-day advance notice for foreseeable leave, or as much notice as is possible and practicable. An employee must first obtain a Family & Medical Leave request form. For unforeseeable leave, you must provide notice as soon as possible. Your supervisor or department head will provide you with written notice regarding the approval or denial of your request for family leave.
  • Your institution may require documentation of the need for leave by having the health care provider complete the Form WH-380-E - Certification of Health Care Provider for Employee’s Serious Health Condition. An employee must provide the requested certification to his/her employer within the time frame requested (the institution must allow at least 15 calendar days after its request), unless it is not practicable to do so despite the employee’s diligent, good-faith efforts.
  • Medical recertification may be required every 30 days for prolonged illnesses. Please get the Form WH-380-E - Certification of Health Care Provider for Employee’s Serious Health Condition.
  • For a personal serious health condition, you may be required to present a fitness-for-duty clearance from your health care provider before being reinstated to active duty. Please get the Medical Evaluation (Return to Work) form.
  • You must make arrangements to pay your health insurance premiums. Please contact the benefits department at your institution to make these arrangements.
  • You must notify your employer of any change of circumstances for which your leave is being taken.
  • You are expected to return to work by the end of the approved FMLA leave. If you do not return, and if failure to return is not due to a continued or newly documented qualifying serious health condition, you may be required to reimburse the institution for the employer portion of the health coverage premiums that it paid on your behalf during the leave.
  • Once you have reviewed your responsibilities, please consult your supervisor or department head if you have further questions. Please review your FMLA rights and benefits.

Military Notification:

Leave is available to covered family members of members of the National Guard or Reserves, or of retired military, who are on active duty, called to active duty, or are notified that they will be called to active duty in support of a contingency operation, as that is defined in various statutes governing military service. Leave is not available to regular members of the Armed Forces, and it is normally not available to members of state militias, unless they are called up in support of a U.S. operation.

The regulations define eight categories of “qualifying exigencies”:

  • short-notice deployment (7 days notice or less and only available for 7 days total);
  • military events and related activities (such as ceremonies and briefings);
  • child care and school activities (for non-routine matters);
  • financial and legal arrangements;
  • counseling;
  • rest and relaxation (up to 5 days);
  • post-deployment activities (including debriefings or funeral services for up to 90 days following the termination of the covered military member’s active duty status); and
  • any additional activities agreed to by employer and employee.

Although intermittent and reduced schedule leave are available for qualifying exigencies, qualifying exigency leave counts against the employee’s 12-week per 12-month total allotment of FMLA leave. The employer may also request documentation of the need for qualifying exigency leave.

Supervisor Responsibilities Under FMLA

  • It is the responsibility of the home institution to designate leave, paid or unpaid, as FMLA-qualifying. An institution has the right to designate any qualifying time off as FMLA leave, even if the time is not specifically requested as FMLA leave per se by the eligible employee. It is also the responsibility of the home institution to notify the employee that it has designated such leave as FMLA-qualified. Institutions should review employee absences of 3 days or more to determine whether such time should be designated as FMLA leave.
  • A supervisor should be aware of the employee responsibilities under FMLA. Should a supervisor be unfamiliar with the guidelines related to FLMA policy, they should seek assistance from their campus Human Resource Department.
  • As soon as possible, a supervisor should provide written notice to an employee when leave taken for a qualifying condition will be designated as family leave. A supervisor must complete the FMLA Institutional Response form.
  • If leave is taken as a result of a serious health condition, please obtain a Form WH-380-E - Certification of Health Care Provider for Employee’s Serious Health Condition.
  • If you have a question regarding whether an employee’s leave should be designated as family leave, please contact the Human Resources office at your institution.
  • A University System of Georgia institution should provide its employees with information regarding the FMLA. Please obtain a poster to place in your break room or other prominent work location.
  • At some later date, an institution may request medical certification if there is reason to question the appropriateness of the leave or its duration. The Form WH-380-E - Certification of Health Care Provider for Employee’s Serious Health Condition may be used to recertify the leave. In addition, an institution that has reason to doubt the validity of a medical certification may, at the employer’s expense, require the employee to obtain a second opinion.
  • A supervisor may not directly contact a health care provider to request additional information, but he/she should consult with his/her institution’s HR office if assistance is needed. Arrangements may be made for a health care provider representing the institution to contact the employee’s provider, with permission, for clarification and authentication.
  • A supervisor should maintain contact with his/her employee to remain informed of any change in the circumstance for which leave is being taken.
  • You may request an attending physician to indicate when the employee may be able to return to work. Please obtain a Medical Evaluation (Return to Work) form.
  • A supervisor should notify the Human Resources/Payroll Office one week before an employee has exhausted all annual and sick leave. The purpose of this notification is to help the employee make arrangements to pay for health insurance premiums and other benefits premiums while not receiving a paycheck.
  • Please ensure you have provided information to the employee regarding his/her Employee Rights & Benefits.
  • If an employee is not able to return to work by the end of the approved FMLA leave, he/she may be eligible to request additional personal leave under other University System of Georgia policies. The granting of such additional leave is at the discretion of the institution. In no case may all leaves combined exceed twelve months. If an employee does not return to work and is not granted additional leave, his/her employment will end on the last day of the approved FMLA leave.
  • A supervisor should follow the established institutional documentation procedures regarding retaining FMLA-related paperwork. If the employee is a member of the faculty, a copy of the documentation should be sent to the Office of Faculty Affairs/Academic Affairs. For a faculty member working toward tenure, a copy of the Faculty Request for Extension of Probationary Period due to Family Medical Event form should be completed and submitted to the Office of Faculty Affairs/Academic Affairs.

HIPAA

The supervisor is responsible for ensuring that the Health Insurance and Portability and Accountability Act of 1996 (HIPAA) guidelines are followed. The supervisor/employer is responsible for protecting the privacy and confidentiality of all Personal Health Information (PHI) obtained as a result of an FMLA application and process. HIPAA guidelines will be applied to the use, maintenance, transfer, and disposition of healthcare records and information.

FMLA and Health Insurance

Whether utilizing paid or unpaid time, employees may continue their insurance benefits during FMLA leave by paying their portion of the premiums. Below is an example of how FMLA can impact the payment of your health care premium.

Definitions:

  • University System contribution - the portion of your health insurance cost the University System pays as a benefit for you.
  • Premium - the portion of your health insurance cost you are required to pay after the University System’s contribution.

    Example:
    You have missed work and have been in a leave without pay status for an entire calendar month. As a result, your premium and the University System contribution have not been paid. Under University System of Georgia policies, your health coverage is not current unless the University System contribution and your premium are paid for that month. In this example, your benefits summary is as follows:

    • The University System’s contribution towards your health coverage is $400 per month.
    • Your premium for your health coverage is $100 per month.
    • Under FMLA, you must make arrangements to pay the $100 premium.
    • The University System will pay its contribution of $400.

     

    Employees on family leave without pay may also continue participation in other benefits options (i.e., dental, life, LTD, AD&D) by making arrangements to pay the premiums while not receiving a paycheck.

    If you have any questions about your insurance as it relates to Family & Medical Leave, please contact the Human Resources office at your institution.

Postings

Each institution shall post general notice about FMLA in either:

  • a handbook or other document that is circulated annually (which may be in electronic format),
  • an eligibility and rights and responsibilities notice,
  • and a designation notice. Notices can be found in the Appendix to the new regulations at http://www.dol.gov/esa/whd/fmla/finalrule.htm

Medical Certifications

If certification (or recertification) is incomplete or insufficient, the institution must provide written notice of what specific information is still needed and give the employee 7 calendar days to cure the deficiencies. If the certification is still deficient at the end of the seven days, management may contact the employee’s health care provider to clarify. However, the management official contacting the health care provider may not be the employee’s immediate supervisor, and the individual may not ask health care providers for information beyond that required by the certification form.

FMLA and Leave

FMLA leave is unpaid (employers are not required to grant such leave as paid time off). However, employees may elect to utilize — or the institution may require that employees utilize — their accrued paid sick leave and/or annual leave, as appropriate for such absences. (Exception: If your FMLA leave is a result of an on-the-job injury, you have the option of using unpaid leave even if you have paid leave available.)

In the example below, the work week begins on Monday; however, the work week start and end dates may vary by institution. In order to comply with FMLA guidelines, you should calculate leave time (accrued and taken) based on the work week start and end dates at your institution. Please contact your campus Human Resources office or payroll department for specific information regarding your institutional work week.

Example:
You are a full-time employee and you were out on FMLA leave from the 2nd of the month through the 6th of the month. You returned to work on the 9th. You had a leave balance of 3 days at the time you began your FMLA leave (8 hours sick leave and 16 hours annual leave). If your absence was not a result of an on-the-job injury, you can elect or your employer may require you to begin using your 24 hours of available leave beginning the first day of your absence. In this example, your leave balance should reflect the following:

  • Your paid leave (sick and annual) will end on the 4th.
  • You will be on sick leave without pay (SLWOP) for two days, beginning on the 5th.
  • You used one week of FMLA leave.
Sun. Monday Tuesday Wednesday Thursday Friday Sat.
1 2 SL
8 hrs taken
3 AL
8 hrs taken
4 AL
8 hrs taken
5 SLWOP
8 hrs taken
6 SLWOP
8 hrs taken
7
8 9 10 11 12 13 14

If an employee is on unpaid FMLA leave he/she would not accrue annual leave or sick leave during this period of time. If an employee is using unpaid FMLA on an intermittent basis, leave accruals will only calculate on that paid portion of the pay period. Questions regarding the calculations of leave accruals should be directed to the Human Resources/Payroll office.

Note: Your institution may provide to its employees access to an institutionally-sponsored short term disability program. If so, please consult with your institution’s Human Resources office to determine the relationship between FMLA leave and your institutional short term disability program benefits coverage.

Light Duty

Employees who accept light duty positions in lieu of taking time off from work under FMLA leave cannot have the time spent on light duty counted against their FMLA entitlement.

Holidays

Holidays occurring during a full week of FMLA leave count as FMLA leave. However, if a holiday falls within a week where the employee has worked, the holiday does not count as FMLA leave unless the employee was scheduled to work on the holiday.

Overtime

If an employee is on intermittent or reduced schedule FMLA leave and would otherwise be required to work overtime hours, any overtime hours not worked due to the leave count as FMLA leave.

Record Retention

Employment prior to breaks in service counts towards eligibility; however, FMLA regulations limit the time period. Employers are only required to look back 7 years to determine eligibility. Furthermore, because the FMLA only requires files to be maintained for 3 years, the employee has burden to show eligibility if records of prior employment are no longer available.

Responsibilities

The responsibilities each party has in connection with the Policy on Family Leave are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain leave policy, provide guidance to institution human resources officers on effective utilization of policy, monitor for compliance, update the system as necessary, and respond to campus requests for updates.
Institution Chief Human Resources Officers Ensure appropriate utilization of the USG family leave on their respective campuses, as governed by the FMLA. Ensure appropriate record retention procedures in accordance with FMLA guidelines for purpose of determining eligibility.

Forms Related to FMLA

Appendices

None

Human Resources Administrative Practice Manual:
Time Away from Work

Print friendly Modified November 25, 2013

Sick Leave without Pay

Citation Reference  
Official Title Policy on Sick Leave without Pay
Abbreviated Title Sick Leave without Pay
Volume Human Resources
Responsible Office Human Resources
Originally issued

Policy Statement

The University System of Georgia has established a policy to allow for sick leave without pay for all benefits eligible employees.

Reason for Policy

The University System recognizes the need for employees to have legitimate absences from work. This policy ensures general consistency among institutions of the University System.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All Human Resources personnel within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

Related Documents/Resources

None

Overview

Any employee unable to return to work after exhausting all accumulated sick leave and accrued vacation leave may be granted sick leave without pay for a period not to exceed one (1) year. Furthermore, such approved sick leave shall allow the employee the right to elect to continue his or her group insurance benefits, and the institution will continue its share of the cost for such period. All other benefits are prohibited which otherwise would accrue to the employee.

Process/Procedures

Each institution shall establish procedures to implement this policy.

Responsibilities

The responsibilities each party has in connection with the Policy on are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain and revise sick leave policy as appropriate.
Institution Chief Human Resources Officers Each institution shall establish and maintain an adequate control system for recording employee leave.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Time Away from Work

Print friendly Modified November 25, 2013

Sick Leave with Pay

Citation Reference  
Official Title Policy on Sick Leave with Pay
Abbreviated Title Sick Leave with Pay
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised December 2007

Policy Statement

The University System of Georgia has established a policy to allow for sick leave with pay for all benefits eligible employees. For all regular full-time employees of the University System of Georgia (see BOR Policy Manual regarding Personnel Categories), sick leave shall be accumulated at the rate of one working day per calendar month of service. Regular part-time employees working one-half time or more will accumulate sick leave in an equivalent ratio to their percentage of time employed. Sick leave for employees shall be cumulative.

Sick leave may be granted at the discretion of the institution and upon approval by the supervisor for an employee’s absence for any of the following reasons:

  1. Illness or injury of the employee;
  2. Medical and dental treatment or consultation;
  3. Quarantine due to a contagious illness in the employee’s household; or
  4. Illness, injury, or death in the employee’s immediate family requiring the employee’s presence.

Paid sick leave shall not be used until it is accrued.

If sick leave is claimed for a continuous period in excess of one week, a physician’s statement is required to permit further claim of sick leave rights by the employee-patient.

A terminating employee shall not accumulate sick leave or be entitled to receive sick pay after the last working day of his/her or her employment.

Upon the movement of an employee among institutions of the University System, accumulated sick leave will be transferred if there is no actual break in service (BR Minutes, 1991-92, pp. 354-355).

The University System of Georgia shall accept up to a maximum of ninety-six (96) hours of sick leave from a benefited employee who moves from a State of Georgia agency to the University System of Georgia. For a unit of the University System of Georgia to accept sick leave, the employee must have no more than a thirty (30) calendar-day break in service. Written verification of the employee’s sick leave balance must be provided to the University System of Georgia by the terminating State of Georgia agency.

Reason for Policy

The University System recognizes the need for employees to have legitimate absences from work. This policy ensures general consistency among institutions of the University System.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All employees of the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

Related Documents/Resources

None

Overview

For all regular full-time employees of the University System of Georgia defined in BOR Policy Manual regarding Personnel Categories, sick leave shall be accumulated at the rate of one working day per calendar month of service. Regular part-time employees working one-half time or more will accumulate sick leave in an equivalent ratio to their percentage of time employed. Sick leave for employees shall be cumulative.

Process/Procedures

Leave Accrual – Leave is accrued at the end of each month worked. An employee hired on or before the 15th of the month shall accrue leave for that month. An employee hired on or after the 16th of the month will receive no accrual. Leave may not be taken before it is accrued. Sick leave must be reported in accordance with institutional procedures.

Upon termination of employment sick leave is forfeited.

Upon transfer to another system institution with no break in service, sick leave shall be transferred. (Cross reference Transfer Policy)

Summer Faculty Sick Leave Accrual – If an academic year-contracted faculty member teaches during the summer months, he/she may be eligible to accrue sick leave. Sick leave is accrued at the rate of eight (8) hours per month worked if the work commitment is full time; sick leave is prorated based on the amount of time worked during the summer. This amount is calculated by dividing the total credit hours the faculty member is teaching by the number of credit hours considered to be “full-time” for summer employment, which has been previously determined to be nine (9) credit hours.

Based upon this, a faculty member teaching three (3) hours would earn five (5) hours for the two (2) month period. Faculty members teaching six (6) hours would earn eleven (11) hours and anyone teaching nine (9) hours would earn the full sixteen (16) hours. Each institution shall establish procedures to implement this policy.

Faculty Sick Leave Reporting – The following provisions for the reporting of sick leave shall apply to all full time faculty, employed by institutions of the University System of Georgia, who serve primarily in assignments defined by faculty roles in instruction, research and scholarly activity, and service.

  1. Faculty is responsible for informing their Chair of any illness that prohibits them from meeting their assigned responsibilities in instruction, research, and service.
  2. In reporting sick leave, academic year faculty will report leave based on the number of whole hours sick (see BOR Policy Manual regarding Leave Policy), with a full day being eight (8) hours, a half day being four (4) hours, and less than a half day based on whole hours missed, with a full week being the equivalent of a forty (40) hour workweek.
  3. Nothing in this policy shall be interpreted to indicate that faculty work on a standardized schedule.

Responsibilities

The responsibilities each party has in connection with the Policy on are:

Party Responsibility
Vice Chancellor for Human Resources, USG Maintain and revise sick leave policy as appropriate.
Institution Chief Human Resources Officers Each institution shall establish and maintain an adequate control system for recording employee leave.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Time Away from Work

Print friendly Modified November 25, 2013

Holidays

Citation Reference  
Official Title Policy on Holidays
Abbreviated Title Holidays
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised December 2007

Policy Statement

Each institution within the System shall establish twelve (12) official paid holidays each calendar year for employees at the institution. (See BOR Policy Manual regarding Holiday Policy.) Holidays shall be awarded in addition to earned vacation time to regular employees and faculty working one-half time or more, and shall be observed in accordance with the rules and regulations set forth by the respective institutions.

Reason for Policy

This policy ensures a standard holiday benefit at individual institutions.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

None

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

Overview

Holidays shall be awarded in addition to earned vacation time, and shall be observed in accordance with the rules and regulations set forth by the respective institutions. In order to receive pay for the holidays, an employee must be in active pay status the day before and the day after the holiday. A terminating employee shall not be paid for any official holidays occurring after the last working day of employment. In the case of retirement or inter-institutional transfer, employees will receive pay for holidays occurring at the end of their final month of employment if in a paid status (work time, annual leave, sick leave, or other paid leave) on the last scheduled work day of the month.

Responsibilities

The responsibilities each party has in connection with the Policy on Holidays are:

Party Responsibility
Vice Chancellor for Human Resources, USG Ensure compliance with policy.
Institution Chief Human Resources Officers Ensure compliance with policy.

Forms

None

Appendices

None

Human Resources Administrative Practice Manual:
Time Away from Work

Print friendly Modified November 25, 2013

Annual Leave

Citation Reference  
Official Title Policy on Annual Leave
Abbreviated Title Annual Leave
Volume Human Resources
Responsible Office Human Resources
Originally issued
Revised December 2007

Policy Statement

A regular employee who works one-half time or more shall earn paid vacation/annual leave. (See BOR Policy Manual regarding Leave Policy.) A full-time regular employee shall be entitled to vacation/annual leave earned at the rate of:

One and one-fourth working days per month (10 hours) for each of the first five (5) years of continuous employment;

One and one-half working days per month (12 hours) for each of the next five (5) years of continuous employment; and

One and three-fourths working days per month (14 hours) for each year after the completion of ten (10) years of continuous employment.

The accrual rate of vacation/annual leave for an hourly employee will be based upon his/her standard work commitment.

A regular employee who works one-half time or more but less that full-time shall accrue vacation/annual leave prorated on the basis of full-time employment. An employee who is employed less than one-half time shall not be eligible to accrue vacation/annual leave.

A full-time faculty member employed on a twelve (12) month or fiscal year basis shall be entitled to vacation/annual leave earned at the rate of one and three-fourths working days (14 hours) per month.

A temporary employee is not eligible to accrue vacation/annual leave.

Vacation/annual leave may be taken with supervisor’s approval. Requests for leave should be submitted with as much advance notice as possible, except for unforeseen emergencies. The use of approved vacation/annual leave shall be recorded on institutional leave records.

Annual leave will not be accepted from a benefited employee who moves from a State of Georgia agency to the University System of Georgia (BR Minutes, June 2005).

Reason for Policy

This policy ensures consistent application of leave at individual institutions.

Entities Affected By This Policy

All units of the University System of Georgia are covered by this policy.

Who Should Read This Policy

All employees within the University System of Georgia should be aware of this policy.

Contacts

Contact Phone Email/URL
Office of Human Resources 404-962-3235 usg-hr@usg.edu
Institution Chief Human Resources Officers See University System HR Officer Listing at http://www.usg.edu/hr/officers/

Website Address for This Policy

None

Related Documents/Resources

Leave Policy

Definitions

These definitions apply to these terms as they are used in this policy:

  • Board of Regents: The governing body of the University System of Georgia

Overview

Regular Employee

A regular employee who works one-half time or more shall earn paid vacation/annual leave. A full-time regular employee shall be entitled to vacation/annual leave earned at the rate of:

One and one-fourth working days per month (10 hours) for each of the first five (5) years of continuous employment;

One and one-half working days per month (12 hours) for each of the next five (5) years of continuous employment; and

One and three-fourths working days per month (14 hours) for each year after the completion of ten (10) years of continuous employment.

The accrual rate of vacation/annual leave for an hourly employee will be based upon his/her standard work commitment.

A regular employee who works one-half time or more but less that full-time shall accrue vacation/annual leave prorated on the basis of full-time employment. An employee who is employed less than one-half time shall not be eligible to accrue vacation/annual leave.

Temporary Employee

A temporary employee is not eligible to accrue vacation/annual leave.

Faculty and Administrative Officers

A full-time faculty member employed on a twelve (12) month or fiscal year basis shall be entitled to vacation/annual leave earned at the rate of one and three-fourths working days (14 hours) per month. All working days during the fiscal year shall be counted; absences during academic calendar breaks shall be recorded as vacation; and all vacation days shall be recorded on institutional leave records.

A full-time administrative officer employed on a twelve (12) month or fiscal year basis shall be entitled to vacation/annual leave earned at the rate of one and three-fourths working days (14 hours) per month. The use of approved vacation/annual leave shall be recorded on institutional leave records.

The accrual rate of vacation/annual leave for a faculty member or for an administrative officer will be based upon his/her contractual work commitment.

A faculty member, who changes from a fiscal year contract to an academic year contract shall be paid his/her unused, accrued vacation/annual leave subject to the 45-day (360-hour) maximum payment restriction upon termination of the fiscal year contract.

A faculty member employed on an academic year (9- to 10-month) basis does not earn vacation/annual leave. An academic year contracted faculty member who teaches during Maymester and/or summer semester will not be eligible to accrue vacation/annual leave for such service.

Vacation/annual leave shall be accrued based on the initial employment date of an employee. A new hire must be employed on or before the fifteenth of a month to qualify for accrual of vacation/annual leave for that month.

Vacation/annual leave may be taken with supervisor’s approval. Requests for leave should be submitted with as much advance notice as possible, except for unforeseen emergencies. Vacation/annual leave shall be taken at times mutually acceptable to the employee and his/her supervisor.

The use of approved vacation/annual leave shall be recorded on institutional leave records. Negative leave balances are not allowed. Employees who utilize more leave than accrued shall be placed on leave of absence without pay.

On December 31 of each calendar year, each employee’s leave record shall be adjusted to reflect no more than 45 days (360 hours) of accrued vacation/annual leave.

All unused, accrued vacation/annual leave, not to exceed 45 days (360 hours), shall be paid to an employee upon his/her termination from employment. An employee who terminates on or after the fifteenth of a month shall accrue vacation/annual leave for that month.

Upon a move between University System institutions with no break in service, an employee must transfer all accrued vacation/annual leave up to 20 days (160 hours). For employees with accrued vacation/annual leave of greater than 20 days (160 hours), an employee may elect one of the following options:

Transfer of the total accrued vacation balance, not to exceed 45 days (360 hours); or

Payment by the institution from which the employee is moving of accrued vacation leave in excess of 20 days (160 hours). The total accrued vacation leave for which the employee may be paid shall not exceed 25 days (200 hours)

Responsibilities

The responsibilities each party has in connection with the Policy on Employee Annual Leave are:

Party Responsibility
Vice Chancellor for Human Resources, USG Ensure compliance with policy.
Institution Chief Human Resources Officers Ensure compliance with policy.

Forms

None

Appendices

None


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