Chapter 340: Employee Absences

340.010 Family and Medical Leave

kuscheld — Thu, 27 May 2010 19:07:00 +0000

340.010 Family and Medical Leave kuscheld Thu, 05/27/2010 - 19:07

Bd. Min. 2-9-17; Amended Bd. Min. 2-6-2020, effective 3-1-2020

Purpose. This policy describes provisions and resources supporting the University’s strong commitment to the Family and Medical Leave Act (FMLA), which provides eligible employees with job-protected unpaid leave for specified family and medical reasons.
Scope. This policy applies to eligible faculty and staff employees of the University. Faculty, as well as other members of the University’s community, should refer to applicable Collected Rules and Regulations or other administrative resources for additional information regarding leaves of absence. This policy will not be construed to diminish or alter any faculty leave authorized by Section 340.070.B.2 of the Collected Rules and Regulations and the provisions of Section 340.070.B.2 shall control in the event of any inconsistency in this policy.
Definitions
1. Eligible Employee. An eligible employee is one who has been employed by the university for a total of at least twelve (12) months at the time of the leave of absence, and has actually worked at least 1,250 hours during the 12-month period immediately preceding the leave, regardless of the employee’s place of employment by the university. The 12-months of employment do not have to be consecutive. If the employee has a break in service that lasted seven (7) years or more, the time worked prior to the break will not count unless required by law (including but not limited to any requirement of the Uniformed Services Employment and Reemployment Rights Act (USERRA)).
2. Serious Health Condition. A “serious health condition” means an illness, injury, impairment, or physical or mental condition that involves:
  1. Inpatient care (i.e., an overnight stay) in a hospital or other medical care facility (including any period of incapacity or any subsequent treatment in connection with such in-patient care);
  2. Period of incapacity of more than three (3) consecutive full calendar days, and any subsequent treatment or period of incapacity relating to the same condition that also involves:
    (1) Treatment by or under the orders of a health care provider on a least two (2) occasions within the first thirty (30) days of the incapacity; or
    (2) Treatment by a health care provider on at least one (1) occasion within the first seven (7) days of the incapacity which results in a regimen of continuing treatment under the supervision of a health care provider.
  3. Any period of incapacity due to pregnancy, or for prenatal care;
  4. Chronic serious health condition requiring periodic visits (defined as a least twice per year) for treatment by or under the supervision of a health care provider that continues over an extended period of time and may cause an episodic rather than a continuing period of incapacity;
  5. Permanent or long-term conditions requiring supervision for which treatment may not be effective; or
  6. Multiple treatments by a health care provider or under the supervision of a health care provider, either for restorative surgery after an accident or other injury, or for a condition that will likely result in a period of incapacity of more than three (3) consecutive calendar days in the absence of medical intervention or treatment.
3. Key Employee. An employee who qualifies as a “key employee” may be denied restoration of employment after a period of FMLA leave if holding the employee’s position would cause substantial and grievous economic injury to the University’s operations, as defined by law. A “key employee” is an employee who is salaried and is among the highest-paid ten percent of all employees employed by the University within 75 miles of the place where the employee reports to work. A key employee will be given notice regarding denial of reinstatement and will be afforded other rights as required by the FMLA and its implementing regulations.
4. Intermittent and Reduced Schedule Leave. Leaves taken to care for an employee’s covered family member, the employee’s own serious health condition, or to care for a qualified service member may be taken intermittently or on a reduced leave schedule when medically necessary, provided a health care provider certifies the expected duration and schedule of such leave. Leave for military exigency may also be taken intermittently or on a reduced leave schedule.
  
  Employees who are approved for intermittent FMLA leave must continue to comply with the normal call-in procedures to the extent possible. Employees taking intermittent or reduced schedule leave that is foreseeable based on planned medical treatment may be required to transfer temporarily to an available alternative position for which the employee is qualified and that has equivalent pay and benefits and better accommodates recurring periods of leave than the employee’s regular position.
  
  Intermittent leave and/or a reduced schedule leave may be taken for the birth or adoption of a child or placement with the employee of a child for foster care if approved by the employee’s direct supervisor and may not extend beyond 12-months after the birth, adoption, or placement of a child for foster care. If an employee needs leave intermittently or on a reduced leave schedule for planned medical treatment, then the employee must make a reasonable effort to schedule the treatment so as not to unduly disrupt the University’s operations.
Policy
1. Leave Entitlement. Subject to the requirements described in this policy, an eligible employee may take up to twelve (12) workweeks of leave in a 12-month period for one or more of the following reasons:
  1. The birth of a child or placement of a child with the employee for adoption or foster care; leaves for birth, adoption, or foster care must be taken with 12-months of the event;
  2. To care for the employee’s spouse, son or daughter, parent, sponsored adult dependent, or the child of a sponsored adult dependent with a serious health condition, as certified by a health care provider;
  3. For a serious health condition that makes the employee unable to perform the essential functions of the employee’s job; or
  4. For any qualifying exigency arising out of the fact that an employee’s spouse, son or daughter, parent, sponsored adult dependent, or a child of a sponsored adult dependent is a military member on covered active duty or call to covered active duty status in the Armed Forces in support of a contingency operation.
  The 12-month period is measured backward from the date the eligible employee uses any FMLA leave, and the leave entitlement is equal to the balance of the twelve (12) workweeks which has not been used during the immediately preceding 12 months.
  
  Spouses who are eligible employees may each take up to twelve (12) workweeks of leave in a 12-month period for FMLA-qualifying reasons, including leave to care for the employee’s parent with a serious health condition or for the birth of a child or placement of a child with the employee for adoption or foster care.
2. Leave Entitlement to Care for a Covered Service Member. An eligible employee may also take up to 26 workweeks of leave during a single 12-month period to care for a covered service member with a serious injury or illness, when the employee is the spouse, son or daughter, parent, sponsored adult dependent, child of a sponsored adult dependent, or next of kin of the covered service member. The single 12-month period for military caregiver leave is different from the 12-month period used for other FMLA leave reasons. The single twelve (12) month period for military caregiver leave begins on the first day the employee takes leave for this reason and ends 12 months later.
  Covered service members include:
  1. A current member of the Armed Forces (including a member of the National Guard or Reserves) who is undergoing medical treatment, recuperation, therapy, is in outpatient status, or is on the temporary disability retired list for a serious injury or illness; or
  2. A veteran of the Armed Forces (including the National Guard or Reserves) discharged within the five (5) year period before the family member first takes military caregiver leave to care for the veteran and who is undergoing medical treatment, recuperation, or therapy for a qualifying serious injury or illness. A veteran who was dishonorably discharged does not meet the FMLA definition of a covered service member.
  For a current service member, a serious injury or illness is one that may render the service member medically unfit to perform military duties. For a veteran, a serious injury or illness is one that rendered the veteran medically unfit to perform military duties, or an injury or illness that qualifies the veteran for certain benefits from the Department of Veterans Affairs or substantially impairs the veteran’s ability to work. For veterans, it includes injuries or illnesses that were incurred or aggravated during military service but that did not manifest until after the veteran left active duty.
  
  Military caregiver leave is available to an eligible employee once per service member, per serious injury or illness.
3. Use of Paid Time While Away on FMLA Leave. The employee must use all available paid time as part of the FMLA leave. Once paid leave time is exhausted, FMLA leaves are without pay. For faculty paid family medical leave, see Section 340.070.B.2.
4. University Notice of the Need for FMLA Leave. When the leave is foreseeable, the employee must provide thirty (30) days advance notice. Otherwise, the employee must notify the university as soon as practicable upon learning of the need for leave.
5. Medical Certification. If the requested leave is for a serious health condition of the employee, the employee will be required to provide a health care provider’s certification providing information regarding the condition and inability to perform one or more essential functions of the job within fifteen (15) calendar days after the employer’s request. If the requested leave is to care for a covered family member, the employee will be required to provide, within fifteen (15) calendar days after the employer’s request, a health care provider’s certification providing information as to the serious health condition and stating that the employee is needed to care for the family member. The university may request subsequent re-certifications during the course of the leave in accordance with the limitations set forth in the FMLA regulations. Updated work absence statements from the healthcare provider are required for all leave extensions.
  
  Records and documents relating to medical certifications or re-certifications of employees or employees’ family members will be maintained as confidential medical records in Human Resources, subject only to the limited exceptions set forth in the FMLA regulations. FMLA may be denied if requested certifications are not provided within prescribed time limits.
6. The Genetic Information Nondiscrimination Act of 2008 (GINA). GINA is a federal law that prohibits employers and other entities covered by GINA from requesting or requiring genetic information of employees or their family members. In order to comply with this law, the University asks that health care providers not provide any genetic information when responding to the request for medical information. Genetic information, as defined by GINA, includes an individual’s family medical history, the results of an individual’s or family member’s genetic tests, the fact that an individual or an individual’s family member sought or received genetic services, and genetic information of a fetus carried by an individual or an individual’s family member or an embryo lawfully held by an individual or family member receiving assistive reproductive services.
7. Certification for Military Exigency Leave. The first time an employee requests leave because of a qualifying military exigency; the employee must provide a copy of the covered military member’s active duty orders or other documentation issued by the military. The documentation must indicate that the covered military service member is on active duty or called to active duty status in a foreign country and the dates of active duty service. The employee will need to supply such documentation again only if requesting leave for a different covered active duty or call to covered active duty status of the same or a different covered military member.
8. Benefits. During the leave period, an employee is eligible to continue participation in the university’s employee benefit program (medical, dental, life, vision, accidental death, and long-term disability). In order for the coverage to be continued, the employee will be responsible for the employee’s portion of the cost.
9. Return to Work. A health care provider’s statement will be required for return to work from the employee’s own serious health condition, including after the birth of a child. The return to work form must be presented before the employee may be returned to the work schedule. The return to work form must document the nature and duration of work restrictions if any. If the employee is able to return to work earlier than the date indicated, the employee will be required to notify the supervisor and/or the campus human resources office at least two (2) workdays prior to the date the employee intends to return for work.
  
  The department will return the employee to the same position held before the leave or an equivalent position. The employee will be provided the level of benefits and seniority held before the leave.
10. Failure to Return to Work. If the employee fails to return to work following the expiration of the FMLA leave and has not requested an extension of the leave, the employee will be considered to have voluntarily resigned from the university as of the day the leave paperwork expired.

340.015 Parental and Caregiver Leave

kuscheld — Tue, 08 Nov 2022 16:32:27 +0000

340.015 Parental and Caregiver Leave kuscheld Tue, 11/08/2022 - 16:32

Bd. Min. 9-7-22.

Purpose – Parental leave is for the birth of a child or placement of a child with the employee for adoption or foster care. Caregiver Leave is to care for an immediate family member, as defined below, with a serious health condition, as certified by a health care provider.
Eligibility - Regular benefit-eligible administrative, service and support positions and certain non-regular academic employees as approved by the Chancellor and President.
Definition
1. Parental leave is leave for purposes identified in Collected Rules and Regulation 340.010: Family and Medical Leave section D, paragraph 1.a.
2. Caregiver leave is leave for purposes identified in Collected Rules and Regulations 340.010: Family and Medical Leave section D, paragraph 1.b.
3. Rolling 12-month period is defined as the 12-month period measured backward from the date an employee uses parental or caregiver leave. With this “rolling” method, each time an employee uses parental or caregiver leave, the remaining leave entitlement is the balance of the leave which has not been used during the immediately preceding 12 months.
Leave Available – Eligible employees may receive a total of four (4) workweeks of approved parental leave over a rolling 12-month period and two (2) workweeks of approved caregiver leave over a rolling 12-month period. Leave may be taken intermittently or continuously, as allowed under Collected Rules and Regulations: 340.010: Family and Medical Leave Act.
Compensation– Approved parental and caregiver leave is paid at 100 percent of the eligible employee’s salary at the time the leave begins.
Effective date – The provisions of this rule will be effective on or around January 1, 2024 as approved by the President and Vice President of Human Resources.

340.020 Leave of Absence

kuscheld — Thu, 27 May 2010 19:08:30 +0000

340.020 Leave of Absence kuscheld Thu, 05/27/2010 - 19:08

Revised Bd. Min. 10-9-81; Amended Bd. Min. 7-22-83; Amended 7-28-20.

General Policy -- Leaves of absence are granted to members of the staff of the University for institutional purposes. Leaves of absence provide an opportunity for the reflection, research, and professional development essential in a scholarly community. The several classes of leaves of absence are described in the following sections.
1. Upon expiration of a leave of absence, the employee shall be eligible for reinstatement to the employee's former position or to one of similar requirements and compensation.
2. Should a position not be available at the time of return to work, the leave of absence may be extended until such time as a position for which the employee is qualified becomes available.
3. Failure to return to work upon expiration of the leave of absence or when a position becomes available shall result in termination of the employee's services.
4. Leave of absence shall be granted only to staff members who have a bonafide intention of returning to the University at the termination of the leave.

340.025 Paid-Time-Off (PTO)

kuscheld — Tue, 08 Nov 2022 16:39:43 +0000

340.025 Paid-Time-Off (PTO) kuscheld Tue, 11/08/2022 - 16:39

Bd. Min. 9-7-22; Amended 1-1-24.

Purpose – Paid Time Off (PTO) is a benefit program that allows eligible employees to use available time off with pay for any reason. Employees are encouraged to plan in advance of the need for time off and submit requests to supervisors for approval prior to being absent. Supervisors have the responsibility of approving or denying time away from work.
Eligibility - Regular benefit-eligible administrative, service and support positions and certain non-regular academic employees as approved by the Chancellor and President.
Annual PTO
1. PTO is accrued weekly based on the employee’s years of continuous benefit-eligible service as follows (based on 1.0FTE):
  1. Hourly Paid, Nonexempt Employees
    - 0 – 5 years inclusive: 18 days
    - Over 5 years: 23 days
    - Over 15 years: 28 days
  2. Monthly Paid, Exempt Employees
    - 0 – 5 years inclusive: 23 days
    - Over 5 years: 28 days
  3. Nurses accrue on the monthly, exempt schedule
2. Employees working on a basis of 75 percent - 99 percent full-time equivalence will accrue PTO time on a pro-rata basis.
3. PTO is available for use once it is accrued, subject to appropriate supervisory approval.
4. Employees shall be permitted to accumulate two times the allowed PTO earned each year.
Cash-In Program – A cash-in program is authorized for non-exempt MU Health Care employees and other similar employees as designated by the President and Vice President of Human Resources, subject to program parameters as established by the President and Vice President of Human Resources.
Separation of Employment – Upon separation of employment from the �� System or an employment change to position not eligible for PTO, employees will receive payment of unused accumulated PTO, not to exceed 80 hours (based on 1.0FTE), provided that an employee discharged for willful gross violation of rules, misconduct or similar causes may not receive such payment. For employees working on a basis of 75 percent - 99 percent full-time equivalence, the 80-hour cap will be adjusted on a pro rata basis.
Effective date – The provisions of this CRR will be effective on or around January 1, 2024 as approved by the President and Vice President of Human Resources.

340.030 Sick Leave

kuscheld — Thu, 27 May 2010 19:12:00 +0000

340.030 Sick Leave kuscheld Thu, 05/27/2010 - 19:12

Bd. Min. 7-16-58, p. 13,307; Bd. Min. 6-28-68, amended 9-17-76, amended 9-7-79; Bd. Min. 7-30-82, effective 9-1-82; Bd. Min. 7-15-86; Bd. Min. 3-11-94; Amended Bd. Min. 9-26-97; Amended Bd. Min. 7-17-98; Amended Bd. Min. 7-19-02; Amended Bd. Min. 7-23-04; Amended Bd. Min. 10-23-09; Amended Bd. Min. 9-13-13; Amended Bd. Min. 6-21-18; Amended 9-7-22.

Sick Leave--The university provides paid sick leave to eligible employees to encourage time off to care for one’s own health, and the health of immediate family members. The following sick leave applies to Regular Administrative, Service and Support employees and certain non-regular academic employees as approved by the Chancellor and President.
Accruals
1. Sick leave is accrued from the first day of eligible employment.
2. Eligible employees accrue sick leave at the rate of 12 working days per year accrued over each pay period.
3. Credit for sick leave accumulates during vacations, sick leave, excused absence with pay and any leave of absence without pay granted for an on-the-job injury compensable under Workers' Compensation. Credit does not accumulate when an employee is receiving shared leave. Sick leave accruals will be available to the employee only after returning to work in regular status.
Using Sick Leave
1. Sick leave is available for use once it is accrued, subject to appropriate supervisory approval.
2. Eligible employees may use accrued sick leave to cover absences related to:
  1. the employee’s own illness, injury, pregnancy, or preventative care; or
  2. an immediate family member’s illness, injury, pregnancy, or preventative care.
3. Eligible employees also may use accrued sick leave subject to limits stated below to cover absences related to:
  1. the placement of an adoptive or foster child in the employee’s home or care of that child within twelve (12) months after placement; or
  2. the care of an employee’s child within twelve (12) months after birth.
  3. When used in these instances, the amount of accrued sick leave plus all other forms of paid leave (e.g., vacation, personal) used by an employee may not exceed 480 hours for each instance of placement and associated care of child or care of child after birth. This 480 hour limit will apply on a basis of 100% full-time equivalence and will be reduced on a pro-rata basis for an employee working on a basis of 75 percent – 99 percent full-time equivalence. In instances where both parents are eligible employees, each will have a 480 hour limit.
Separation of Employment--Upon separation of employment, employees will not receive payment for any unused accumulated sick leave.
Retirement--Employees will receive additional creditable service in calculating retirement benefits for all unused accumulated sick leave, subject to the terms of the applicable retirement plan. Sick leave credit is allowed only upon retirement, and does not apply to deferred vested benefits.
Sunset--The provisions of this rule will be suspended as of the effective date of Collected Rule and Regulation 340.025 (PTO).

340.031 Sick Leave

kuscheld — Tue, 08 Nov 2022 16:42:14 +0000

340.031 Sick Leave kuscheld Tue, 11/08/2022 - 16:42

Bd. Min. 9-7-22.

Eligibility – Regular benefit-eligible administrative, service and support positions and certain non-regular academic employees as approved by the Chancellor and President who have accrued available sick leave balances as of the effective date of Collected Rule and Regulation 340.025 Paid Time Off (PTO).
Beginning Balance – Beginning sick leave balance is the number of sick hours recorded in the university's central payroll system at the time of implementation of this rule.
Using Sick Leave – Eligible employees may use sick leave balances under the following circumstances:
1. Short-Term Disability - Payment during the required elimination period may be allowed by the use of Sick Leave or other available paid time off. Use of Sick Leave may also be allowed to make up the difference between what is paid by Short-Term Disability and the employee’s regular pay.
2. Workers’ Compensation - Payment during the required waiting period may be allowed by the use of Sick Leave or other available paid time off. Use of Sick Leave may also be allowed to make up the difference between what is paid by Workers’ Compensation and the employee’s regular pay.
3. Illness and Injury, Other – After an employee has exhausted PTO, Short-Term Disability (if applicable), and Parental and Caregiver Leave (if applicable), an employee may use available Sick Leave subject to limits stated in the sick leave policy in effect one day prior to the effective date of this rule.
Separation of Employment – Upon separation of employment, employees will not receive payment for any unused accumulated sick leave.
Retirement -- Employees will receive additional creditable service in calculating retirement benefits for all unused accumulated sick leave, subject to the terms of the applicable retirement plan. Sick leave credit is allowed only upon retirement and does not apply to deferred vested benefits.
Effective date – The provisions of this CRR will be effective on or around January 1, 2024 as approved by the President and Vice President of Human Resources.

340.035 Organ and Bone Marrow Donor Leave

kuscheld — Mon, 27 Jan 2020 14:50:46 +0000

340.035 Organ and Bone Marrow Donor Leave kuscheld Mon, 01/27/2020 - 14:50

Chapter 340: Employee Absences

Bd. Min. 11-21-19 with an effective date of 12-01-19; Amended 1-1-24.

Purpose
The �� will provide a leave of absence with pay to eligible employees for organ and bone marrow donation and recovery.
Eligibility
The following positions are eligible for organ and bone marrow donor leave, regardless of the funding source of their salaries:
1. Staff - Regular employees as defined in Section 320.050 of the Collected Rules and Regulations who have completed at least one year of continuous benefit-eligible employment immediately before the leave; and
2. Academic - Academic staff with fully benefit eligible academic appointments as defined in Section 320.050 of the Collected Rules and Regulations who have completed at least one year of continuous benefit-eligible employment immediately before the leave.
Definition
Organ and bone marrow donor leave is paid leave to be used only during the approved leave time for a qualifying event as defined in this rule. Paid leave is not to exceed the number of hours of the employee’s regular work schedule, with 99% to 75% FTE employees to receive leave on a pro-rata basis.
Qualifying Events
Donations covered under this policy include solid organ and bone marrow donation, upon approved application.
1. Solid Organ – Solid Organ is defined as an internal organ that has a firm tissue consistency and is neither hollow (such as the organs of the gastrointestinal tract) nor liquid (such as blood). Such organs include the kidney, liver, lungs, and pancreas.
2. Bone Marrow – Bone marrow is defined as the soft tissue that fills human bone cavities.
3. Employees are only eligible for leave if the employee is the person serving as the donor.
Leave and Compensation
1. Eligible employees approved for leave receive a leave of absence without reduction in salary for the time necessary to permit the employee to serve as a donor, up to the limits specified in this policy.
2. Solid Organ Donation Leave – Up to thirty (30) consecutive calendar days of paid leave may be approved for organ donation.
3. Bone Marrow Donation Leave – Up to seven (7) consecutive calendar days of paid leave may be approved for bone marrow donation.
4. Pay – Employees approved for leave will receive the base rate of pay, plus applicable shift differential per HR-213 Shift Differential, for the employee’s regularly scheduled work hours.
5. Leave will not be deducted from an employee’s available accrued paid time off (e.g., PTO, sick) balances.
6. Leave is available for a continuous absence associated with donation and recovery.
Approval
All Organ and Bone Marrow Donor Leave requests are subject to approval by the appropriate university, MU Health or UM System Human Resources office.
Return to Work
A health care provider’s statement must be presented before the employee may be returned to the work schedule. The return to work statement must document the nature and duration of work restrictions if any. If the employee is able to return to work earlier than the date indicated, the employee will be required to notify the supervisor and/or the applicable Human Resources office at least two (2) workdays before the date the employee intends to return for work.
Failure to Return to Work
If an employee fails to return to work following the expiration of the leave and has not requested further leave, the employee may be considered to have voluntarily resigned from the University as of the day their leave paperwork expired.

340.040 Holidays

kuscheld — Thu, 27 May 2010 19:12:36 +0000

340.040 Holidays kuscheld Thu, 05/27/2010 - 19:12

Bd. Min. 6-28-68; Amended Bd. Min. 11-19-71; Amended Bd. Min. 3-23-73; Amended Bd. Min. 9-20-74; Amended Bd. Min. 4-25-75; Amended Bd. Min. 9-9-77; Amended 9-7-79; Amended 11-13-81; Amended 7-30-82, effective 9-1-82; Bd. Min. 12-12-69; Amended Bd. Min. 11-13-81; Bd. Min. 7-15-86; Bd. Min. 1-25-90; Amended 9-26-97; Amended 7-19-02; Amended 10-23-09; Amended 7-23-10; Amended 9-7-22.

Observance of Holidays -- The following days have been designated as official University holidays:
- New Year’s Day
- Martin Luther King, Jr., Day
- Memorial Day
- Juneteenth
- Independence Day
- Labor Day
- Thanksgiving Day and the Friday following
- Christmas Day
- And other days as may be designated by the President.
- Holidays are considered to extend over a 24-hour period. When a holiday falls on Saturday, the preceding Friday is observed. When a holiday falls on Sunday, the following Monday is observed. Notwithstanding the foregoing observations for holidays falling on the weekend, units/departments that operate 24 hours a day and/or 7 days a week may choose to observe the holiday on the actual day of the holiday. The holiday schedule for these 24/7 operations will be determined by the unit/department. Employees required to work on the day the holiday is observed in their unit/department and entitled to receive premium pay, as described in Section 340.040C below, will receive holiday pay and premium pay only on the day the holiday is observed in their unit/department.
Eligibility -- Regular employees entitled to receive pay up to a maximum of eight (8) hours for official University holidays include all full-time Administrative, Service & Support employees, whether or not they are scheduled to work on the holiday, with 99% to 75% FTE employees to receive holiday pay on a prorata basis.
Required Work on a Holiday -- All nonexempt regular benefit-eligible employees required to work on a holiday will receive 1-1/2 times their straight-time wage rate for the hours worked (premium pay) in addition to their holiday pay.
Special Religious Holidays -- The observance of special religious holidays may be permitted by the employee's supervisor. In such cases, time off is charged to accumulated PTO, compensatory time or leave without pay.

340.045 Winter Break Reduced Operations

kuscheld — Thu, 27 May 2010 19:13:00 +0000

340.045 Winter Break Reduced Operations kuscheld Thu, 05/27/2010 - 19:13

Bd. Min 12-8-17; Amended 1-1-24.

Period of Winter Break Reduced Operations
The University will operate under a reduced operation plan during the period starting the day after Christmas Day holiday is observed and running through the end of the day before New Year’s Day holiday is observed.The dates of observation of those holidays shall be as specified in Section 340.040 of these Collected Rules and Regulations.This rule will not apply to the operations of �� Health Care or employees in that unit.
Winter Break Reduced Operation Plan
1. Each Chancellor will determine what operations will continue during the period of reduced operations and create a campus reduced operation plan, subject to approval by the President.
2. The President will determine what operations will continue during the period of reduced operations for the System office and create a System office reduced operation plan.
Compensation during Winter Break Reduced Operations
1. Eligible Employees
  The following will apply to regular Administrative, Service and Support employees and certain non-regular academic employees as approved by the Chancellor and President who are in positions that accrue Paid Time Off (PTO).
  1. Such employees who are held out of work because of Winter Break Reduced Operations will receive Winter Break Leave, to be used during this time period only and not to exceed the amount of hours of their regular work schedule, with 99% to 75% FTE employees to receive on a prorata basis.
  2. Such employees who are required to work during Winter Break Reduced Operations, either pursuant to the reduced operation plan or due to call-in or call-back, will be allowed to use an equivalent amount of their Winter Break Leave hours at a later date. Those Winter Break Leave hours must be taken before November 30 of the following year or they will be forfeited.
2. Special Considerations
  1. Variable Hour and Student Employees
    Variable Hour and Student Employees who do not work during Winter Break Reduced Operations will not receive Winter Break Leave. However, such employees may be requested to work and will be paid under normal pay procedures for hours worked.
  2. Leaves
    Notwithstanding any other provision, employees who are on leave of absence during Winter Break Reduced Operations will not be eligible for Winter Break Leave.

340.050 Vacation

kuscheld — Thu, 27 May 2010 19:13:09 +0000

340.050 Vacation kuscheld Thu, 05/27/2010 - 19:13

Bd. Min. 7-16-58, p. 13,307, as amended 6-28-68, p. 33,907; Amended 9-7-79; Amended 7-30-82, effective 9-1-82; Bd. Min. 7-15-86; Amended 9-26-97; Amended Bd. Min. 7-17-98; Amended Bd. Min. 7-19-02; Amended Bd. Min 9-13-13; Amended Bd. Min. 9-26-19, effective 10-1-19; Amended 9-7-22; Amended 4-20-23.

Eligibility
1. Eligible Employees – Benefit-eligible full-time administrative, service and support employees and certain non-regular academic employees as approved by the chancellor and president who have satisfied appropriate probationary periods shall be eligible for paid vacation time accrued from the date of employment.
2. Ineligible Employees -- Employees with primary titles that are administrative, service and support who are exempt from classification because their positions are primarily directing instructional or research activities are not subject to this policy.
Accruals
1. Hourly Paid, Nonexempt Employees – Eligible hourly paid, nonexempt employees accrue vacation time over each pay period at the following rate:
  - 0-5 years inclusive: 12 days
  - Over 5 years: 17 days
  - Over 15 years: 22 days
2. Monthly Paid, Exempt Employees – Eligible monthly paid, exempt employees accrue vacation time over each pay period at the following rate:
  - 0-5 years inclusive: 17 days
  - Over 5 years: 22 days
Credit for vacation accumulates during vacations, sick leave, excused absence with pay and any leave of absence without pay granted for an on-the-job injury compensable under Workers' Compensation. Vacation accruals will be available to the employee only after returning to work in regular status
Conditions Governing Vacation Accruals
1. Vacation is available for use once it is accrued, subject to appropriate supervisory approval.
2. Extra pay shall not be made in lieu of vacation leave.
3. Employees working on a basis of 75 percent - 99 percent full-time equivalence or more will accrue vacation time on a pro-rata basis.
Maximum Accruals -- An employee shall be permitted to accumulate two times the allowed vacation earned each year.
Sunset -- Accrual of vacation under this rule will be suspended as of the effective date of Collected Rule and Regulation 340.025 (PTO). Individuals employed at that time shall have a portion of their unused vacation time transferred to Paid Time Off (CRR 340.025) in accordance with the policy and processes approved by the Vice President of Human Resources. Any remaining unused vacation will be available for use by employees prior to or after exhaustion of available PTO, subject to appropriate supervisory approval, and, if not used, will be paid lump-sum per the schedule in the policy approved by the Vice President of Human Resources. After payout is completed pursuant to such policy, the provisions of this rule will be suspended.