Administration & Business Affairs
To provide administrative/professional staff members holding regular positions time off from work with pay for rest and personal convenience.
A "regular administrative/professional position" is a position established for a minimum period of one year (constituting at least an eight-month appointment).
|Effective Date||Beginning of Employment or Return from Leave||End of Employment or Beginning of Leave|
|1 through 10||100% accrual||No accrual|
|11 through 20||50% accrual||50% accrual|
|21 through end of month||No accrual||100% accrual|
A staff member will be paid for vacation leave at his/her current rate of pay.
A recognized University holiday falling during a scheduled period of vacation will not be charged against accrued vacation.
Unused vacation allowance will be transferred with a staff member when the staff member transfers from one position, budget or operating unit to another. For positions funded by sources other than University general or auxiliary funds, a review of vacation accumulation will be made prior to the actual transfer from a grant or to another University funding source. (For various reasons, a person may be required to utilize vacation leave earned while paid from a grant, during the period of the grant.)
In the event an employee must miss work to care for an immediate family member who is ill, with the approval of the immediate supervisor, the employee may record up to three (3) work days as Family Illness Time. Family Illness Time will not be charged against the employee's vacation or sick leave balances and should be indicated as Family Illness Time (FIT) on the employee's attendance record. In exceptional circumstances, and with the approval of the employee's supervisor and the Human Resources Office, Family Illness Time in excess of three (3) work days may be granted. Immediate family members are defined as the employee's spouse, child, step-child, parent or step-parent.
Following is a question and answer document that explains how leave time will be recorded by salaried employees.
Adopted 8/11/80 BC
Revised 07/20/98 VP-ABA
Leave time is expected to be scheduled and approved by the employee's supervisor in advance whenever possible.
What happens if I am gone for a one-hour dentist appointment?
Salaried employees do not need to record any absences that are less than a half day (four hours). In this case, the employee would not record any leave time.
Does it matter why I am gone? What if I am gone for 2 hours to deal with personal family matters?
Again, salaried employees do not need to record any absences that are less than a half day. In this example, no leave time would be recorded. In cases where salaried employees record leave time in half-day increments, the reason they are gone would determine if the time were charged (i.e., sick, vacation, etc.).
What happens if I am gone for five hours?
The salaried employee would report a half-day absence and charge it to the appropriate leave time category. Since recording of time is in half-day increments, the employee would not have to record any time in excess of the half day, until it becomes a full day.
What happens if I normally work an 8:00 a.m. to 4:30 p.m. schedule, and I come in late, like 1:00 p.m., but I work until 9:00 p.m?
Salaried employees are eligible for short-term flexible work schedules as approved by their supervisors. Either the president, a vice president or the dean of students must approve longer-term flexible schedules. If the supervisor approves this sort of flexible work schedule, the employee would not have to record any leave time. If the employee misses critical work assignments or does not have the flexible schedule approved by the supervisor, then the employee would have to charge a half day of leave time to the appropriate leave category. Since there are many high-level employees with a great deal of independence in this group, we recommend that they discuss with their supervisor in advance what sort of scheduling flexibility they have, rather than dealing with it on a case-by-case basis. It should be noted that not all positions can be granted flexible work schedules due to the nature of the work.
If I am expected to work on a weekend or in the evening, can I take time off during the normal work day without charging time?
If a supervisor approves this flexible work schedule, the answer would be yes. There is no compensatory time for salaried employees and, therefore, this is not an hour-for-hour exchange. It does not even need to occur within the same work week. It is not unusual for salaried employees to have to work evenings or weekends in addition to normal office hours.
How do I record the extra hours I work?
Salaried employees are not eligible for overtime. There is no way to record additional hours in the University system, since salaried employees are paid their regular bi-weekly salary, and only exceptions (time when leave time is reported) are recorded in the system, now in half-day increments.
Salaried employees are required to fulfill the responsibilities of their position. This recording requirement does not prevent the supervisor from inquiring about schedules or assuring that the employee is meeting the expectations of the position either from an attendance or productivity perspective.