Leave of Absence, Personal

Last Updated July 1, 2016
Applies to Exempt and Non-exempt Staff

Policy

The University recognizes that personal circumstances may necessitate that staff focus their attention outside the workplace for short periods of time. For this reason, departments may consider requests from staff to take an unpaid personal leave of absence. Regular full-time or part-time staff who have completed three years of continuous employment are eligible.

Duration and Approval of Leaves

Leaves may be granted up to a maximum of 12 months. Departmental approval of a personal leave is based upon operational issues, availability of replacements, the nature of the request, and job performance.

Length of Leave Approval Process
Less than one month At department’s discretion
One month to 12 months At department’s discretion in consultation with the Office of Human Resources
Beyond 12 months Only for educational leave. At department’s discretion in consultation with the Office of Human Resources

Examples of reasons that are not eligible for Personal Leave of Absence include:

  • To accept other employment (unless such employment relates to the staff member’s responsibilities in their current position with the University or is for government service)
  • To pursue an independent business venture, or
  • To use in lieu of any other leave of absence provision offered by the University (e.g. Incidental Days, Income Replacement (Sick Leave), Funeral Leave, FMLA, Military Leave)

Reinstatement

Staff returning from an approved Personal Leave of Absence of 90 days or less, return to the same position they held prior to the leave. If the initial request exceeds 90 days or a leave extension beyond 90 days is requested, the department may review operational needs to decide if, and how long, the staff member’s position can be held open. A staff member who does not return to work on the date specified will be considered having voluntarily separated as of the last day of the leave of absence.

Benefits during the Leave

Accrued vacation must be taken as part of the requested leave. Two personal days, if available, must be used; otherwise Incidental Days will remain intact. Holidays are not paid during the leave. There will be no loss of seniority. Benefits such as medical, dental, supplemental life insurance, dependent life insurance, vision, and flexible spending accounts may be continued with the staff member responsible for the full premium cost. If the staff member elects to continue these benefits, payment must be arranged with the Office of Human Resources. Failure to pay may result in cancellation of coverage.


Procedures

Staff should provide a written request with the specific reason for the leave to the department head at least (30) days prior to the first date of the requested leave, or as soon as reasonably possible.

Supervisors should report unpaid Personal Leaves of Absence using a Report of Absences or Overtime Worked form, or the electronic timekeeping system as applicable for non-exempt staff. A Leave of Absence Form must be submitted for exempt and non-exempt staff on an unpaid Personal Leaves of Absence.


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