UAA Leave

1. UAA Leave Understanding Employee Leave Programs at UAA Presented by: UAA Human Resource Services

2. Types of Leave • Annual Leave • Sick Leave • Family Medical Leave • Leave Share • Leave Without Pay • Leave of Absence • Holiday • Military Leave • Jury Duty

3. Annual Leave Time Code: 500 • Accrued per pay period • Vacation, personal time off, or medical leave (if needed) • Cash out when employment ends – up to 240 total hours • Accrue up to 240 hours Accrual Rates

4. Using Annual Leave • Must be approved by supervisor prior to leave • Annual leave in excess of 240 hours forfeited if not used within calendar year • Cannot be donated or shared with other employees Time Code: 500

5. Cashing OutCashing In • Leave cashed out when employment ends – up to 240 hours • Cash-in up to 40 hours one time during fiscal year (July 1 – June 30) • Must have at least 40 hours remaining after cash-in Local 6070? See Union specific guidelines. How to Request Cash-In Record the cash-in hours in the “Total Hours” column on your timesheet – use earnings code 515.

6. Sick Leave • Accrued per pay period • 4.62 hours per pay period • No cap on accrual – continues to build up until you use it • Leave is forfeited when employment ends • Can’t cash it out – donate it Time Code: 550

7. Time Code: 550 Using Sick Leave • Illness, injury, or disability • Professional appointments • Avoid infecting others • Bereavement leave – up to 5 days • Illness of more than 3 days when on annual leave • Workers Compensation – first 3 days off due to work related injury/illness

8. Conditions for Using Sick Leave • Approval of the employee's immediate supervisor is required • Employees must follow department call-in procedures • Supervisors may request evidence of the illness or medical appointment be submitted to HRS • Not enough sick leave? Annual leave will be used

9. Family Medical Leave • Job protection for employees for qualifying absences • FML is not a paid leave • May remain in a paid status by accessing available leave banks • Employees must meet certain eligibility requirements – apply through HRS • FML may be taken in a single block of time, intermittently, or a combination thereof Time Code: 601

10. Eligibility for FML Time Code: 601 Federal FMLA 12 weeks/12 months Alaska FML 18 weeks/12-24 months Employed for at least 35 hrs/week for previous 6 months OR… Employed for at least 17.5 hrs/week for previous 12 months • Employed for 12 months • May be non-consecutive as long as there isn’t more than a 7 year gap in service • Worked at least 1250 hours in last 12 months

11. FML Reasons Time Code: 601

12. Time Code: 601 Requesting FML • When possible, employees must notify UA 30 days prior to leave • HRS or supervisor must invoke FML rights on behalf of an employee • Employees will be notified of eligibility • Certifications from employee’s or family member’s physicians are required for medical leave FML Forms can be found on HRS site – Benefits > Leave Programs

13. Family Medical Leave

14. Benefits During FML • UA will continue to pay bulk of medical premiums – 83% of premium cost • UA will continue basic life insurance and LTD insurance during FML – up to 18 weeks • Employees on Workers Comp or in an unpaid status must pay their portion of medical premiums and supplemental benefit elections • No contributions will be made to UA Pension, ORP, PERS or TRS while employee is on Worker’s Comp or in an unpaid status

15. Leave Share Program • Eligible employees may receive up to 65 days of donated leave per calendar year • Eligible employees may apply for donated leave if they • Are on approved FML for a qualifying event, and… • Have exhausted all of their own leave, and… • Been in an unpaid status for 10 consecutive work days

16. Requesting Leave Share Donations • Employees must submit a leave share request form • Leave is transferred to employee as it is available There is no guarantee that leave donations will be available

17. Donating Leave • It’s quick & easy • Donations can be made to a specific individual or to anyone in need • Sick leave is not deducted unless it is needed Leave Share Donations – What a great way to show support!

18. Leave of AbsenceLeave Without Pay (LWOP) • Leave granted for a variety of reasons • Up to one year, and renewed for one additional year • Approval is required:

19. Holidays • UA observes 12 holidays per year • Employees must be in a paid status during the pay period in which the holiday falls • Holiday Closure • Employees can take leave without pay or annual leave/personal holiday during closure • Personal Holiday • Non-union, non-exempt staff receive floating holiday: Code 420

20. Military Leave • Regular employees who are members of military can take 16 ½ days per calendar year as needed for service • Additional leave without pay may be available.

21. Jury Duty Service as a volunteer expert witness or court duty is not included

22. Find Your Balance • UA Online • Employee Menu • Time off Balances

23. Resources • Board of Regents Policy 04.06: Benefits and Leave • UA Benefits Page – www.alaska.edu/benefits • UA Benefits Handbook • UAA HRS > Benefits > Leave Programs • Union CBA • Your HR Consultant

24. Questions? Erika Pierce p. 786.4685 eapierce@uaa.alaska.edu