Leave of Absence

Leave of Absence With Pay

A regular employee is eligible for leaves of absence with pay. While on leave with pay, an employee will continue to receive regular salary and benefits and will continue to accrue vacation, sick leave and state service credit. System Policy 31.03.03. Emergency Leaves

  • Death of a Family Member – Emergency leave will be granted upon request because of death of the employee’s spouse, or the employee’s spouse’s child, parent, brother, sister, grandparent or grandchild.
  • Unsafe Working or Travel Conditions – When an office or work site closes because of hazardous conditions or unsafe travel conditions, the employees scheduled to work will be granted emergency leave for the time the work site is closed.
  • Emergency Evacuation Order – If an emergency evacuation order is issued by state or local government, each employee scheduled to work should be granted emergency leave for the duration of the order.
  • Other Circumstances – Employee must show good cause for the leave and have exhausted all accumulated vacation and compensatory time.

Foster Parents Employee who is a foster parent to a child under the conservatorship of the Department of Protective and Regulatory Services is entitled to a leave of absence with pay to attend Department of Protective and Regulatory Services meetings or school district  Admission, Review and Dismissal meetings regarding the foster child. Jury Service Employee will be granted a leave of absence with pay for jury service. Volunteer Firefighters & Emergency Medical Services Volunteers An employee who is a volunteer firefighter or emergency medical services volunteer will be granted leave of absence with pay of up to five working days each fiscal year to attend training schools conducted by state agencies or institutions of higher education. Disabled Employees An employee with a disability is entitled to a leave of absence with pay for up to 10 working days in a fiscal year to be trained in the use of an assistance dog. An employee with a disability is one who has a mental or physical disability, including mental retardation, deafness, hearing/speech/visual impairment or health impairment that requires special ambulatory devices or services. American Red Cross Disaster Service Volunteers An employee who is a certified disaster service volunteer of the American Red Cross or who is in training to become a volunteer may be granted up to 10 days of paid leave each fiscal year to participate in specialized disaster relief services. Administrative Leave An employee may receive administrative leave with pay as a reward for outstanding performance documented in writing by an employee performance appraisal done in the last 12 months. Organ, Bone Marrow or Blood Donors An employee will be granted up to 5 working days in a fiscal year to serve as a bone marrow donor or up to 30 working days in a fiscal year to serve as an organ donor. Documentation must be provided by the employee. An employee will be granted up to 4 times each fiscal year to donate blood. Approval must be obtained from the supervisor prior to taking time off and upon returning to work, the employee must provide proof of the blood donation. Voting An employee will be allowed sufficient time off to vote in national, state and local elections. Faculty Development Leave A faculty member is eligible by reason of service to be considered for a faculty development leave when he/she has served as a member of the faculty of the same institution of higher education for at least two consecutive academic years. More details in System Policy 12.99.01.

Leave of Absence Without Pay

Leave without pay is available for employees who have exhausted their accumulated paid leave and require time off for medical reasons, unpaid military leave or other approved reasons. Leave requests must be submitted through LeaveTraq, which can be accessed through Single Sign-On.

Employee Responsibilities

  1. Employees who have exhausted all of their paid leave are required to submit additional required leave as leave without pay in the Leave Traq system.
  2. Exempt employees will need to sign a Payroll Adjustment Form completed by their manager or department to ensure they are paid correctly.  Non-exempt employees pay will be adjusted via timesheets submitted in Time Traq.
  3. Should an employee need to be placed in a leave without pay status for disciplinary purposes, the employee will receive a letter from the manager stating the purpose and the duration.
  4. Employees on leave without pay status for disciplinary reasons should submit the leave documents in the Leave Traq system as leave without pay for disciplinary reasons.
  5. Exempt employees will need to sign a Payroll Adjustment form completed by their manager or department to ensure they are paid correctly.  Non-exempt employees pay will be adjusted via timesheets submitted in Time Traq.
  6. Departments are required to complete an EPA on an employee who will be on a leave without pay status for a month or longer.
  7. Employees on an extended leave without pay (1 month or longer) are still required to submit leave in the Leave Traq system.

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