Leave Time

All leave time will be handled in accordance with the provisions of the State Personnel Policy. Refer to the Human Resources Manual for policy information. The Human Resources Manual for SPA Employees can be found via the web. Leave is in Section XI. The Office Human Resources Facilitator also maintains a copy in Suite 3106, SASB North.

REQUESTING SICK AND VACATION LEAVE

All requests for leave must be requested in advance and approved by your supervisor, who approves or disapproves the request based on department operating requirements and requests from other department employees. Leave will be permitted when that leave will not seriously impact on the workload of the office. Certain designated times, for certain employees, such as early registration, registration, examination periods, and commencement cannot be approved due to workloads in the office.

Requests should be made as soon as plans are known or two weeks in advance. In case of an unexpected absence or late arrival, the employee is responsible for notifying the supervisor as soon as possible, or by 8:30 A.M. The employee should inform the supervisor of the approximate time they will report to work. If your supervisor is not available, you should speak with the next level supervisor in charge of your area. If this is not possible, then notify someone in your section to relay your message as soon as the supervisor is available.

ADVANCING LEAVE

Advancing leave will be at the discretion of the supervisor and may be advanced up to the amount earned by the employee by the end of the calendar year. The supervisor will consider the work history of the employee and office requirements.

LEAVE WITHOUT PAY

Leave Without Pay will be approved at the discretion of the supervisor. The employee must be in good standing in the office. This office normally extends Leave Without Pay in three-month increments. Extensions are granted up to a maximum of twelve months based on the needs of the employee and the office requirements. Failure of the employee to report back to work at the end of the approved period could result in termination of employment.

COMPENSATORY TIME

The Office of the University Registrar will pay overtime to those non-exempt employees who work more than 40 hours in a week. If overtime pay is not possible due to a budget short fall, or an employee is trying to build up leave time, then compensatory time off is an option. Compensatory time is recorded on the employee time sheet. Compensatory time off for non-exempt employees is given at time and a half. The time off must be scheduled with the supervisor and used within 52 weeks.

See the Human Resources Manual for SPA employees for the policy and procedures for administering compensatory time under Section VIII Wage-Hour.

Exempt employees have the option to request equal time off for time worked over 40 hours a week. The supervisor must approve the additional work time, and the time off must be scheduled with the supervisor.

ADVERSE WEATHER POLICY

The University Adverse Weather Policy requires that time lost due to adverse weather must be accounted for either by taking leave or working additional hours. The additional work time must be scheduled in a work week in which less than 40 hours are worked due to absences for vacation or sick leave, holidays, or other reasons. The details for the Adverse Weather policy can be found in the HR Manual under Leave.

OTHER LEAVE BENEFITS

Other types of leave for special circumstances are available to University employees. These are Family and Medical Leave, Parental Leave, Voluntary Shared Leave, Civil Leave, Military Leave, Child Involvement Leave, Volunteer Services, Educational Leave, and Administrative Absence. Please refer to the Human Resources Manual for the policy and procedures for these types of leave.