Your Benefits: Time Off Work

PAID LEAVE PLAN-HOURLY EMPLOYEES 4:4-100

  1. Purpose - The Andrews University Paid Leave Plan is available to workers who are of an HH, HP, or HF classification.

    The purpose of the plan is to provide a continuity of income during specific periods of absence which includes vacation, personal time, holidays and short-term sick leave and medical/vision/dental appointments.
     
  2. Accrual Rate - Time begins to accrue on the first day of employment at the following rate, as determined by total denominational employment: (The leave bank illustration is based on a 40-hour workweek.)

    LEAVE BANK ILLUSTRATION
    Years of Service Total Hours Equivalent Days  Maximum Annual Accrual  Hourly Rate of Accrual
    1 – 4 0 - 7,488  25 200 hours 0.0961538
    5 – 9 7,489 to 16,848  30 240 hours 0.1153846
    10 + Begin 16,849 35 280 hours 0.1346153
    For the purpose of determining the hourly rate of accrual the first 1,820 hours in a calendar year will constitute one year. Less than full-time will be prorated, providing the service was at least 1,000 hours for the year. For denominational employment prior to Andrews University, the years of employment will be determined from the Employee Service Record. The appropriate hours will be added to the Paid Leave Bank after the Record is received.

    Except for holidays and sick leave, the Paid Leave Bank may be used at the discretion of the employee upon prior arrangement with the department head.

    Time in the Paid Leave Bank may be paid only when the employee is off duty during his/her normal working hours, except at the time of termination or retirement. At that time a taxable supplemental pay equivalent to the employer retirement contribution of the paid leave bank balance will also be paid out.

    Time in the Paid Leave Bank accrues only on the first 80 hours of paid time in a two-week pay period.
     
  3. Holiday Time - The University designates holidays when its normal activities are halted. Please see policy # 4:4-125 for a list of the nine paid holidays. Employees will be expected to take their holidays at those times. Employees required to work on holidays may take equivalent time off at another time acceptable to their department head.
     
  4. Short-Term Sick Leave - The first three work days of any illness are paid from the Paid Leave Bank. Sick time for any illness of the employee which exceeds three work days may be charged to available time in the Long-Term Sick Leave Time Bank. Sick Leave will be paid only if notification of the illness is given at the beginning of the workday on the first day of absence.
     
  5. Time Limitations - Time may not be charged to the Paid Leave Bank in excess of its balance. For that reason, employees are advised to maintain a reserve for emergencies. Not more than four of the standard or average (whichever is less) workweeks may be charged to this bank at any one time.

    The maximum paid leave that can be accumulated during the fiscal year is 320 hours or eight standard or personal average workweeks, whichever is less. When the maximum hours are reached no further hours may be added to the bank.

    At the beginning of the fiscal year (July 1) any hours in the Paid Leave Bank which exceed 280 hours or seven of your standard or average workweeks, whichever is less, will be transferred to the Long-Term Sick Time Bank, but the hours in that bank may not exceed the maximum permissible. Time which can not be transferred to this Long-Term Sick Bank will be lost.

    The net amount of accrued time in both the Paid Leave and Long-Term Sick Leave Banks will appear on the check stub of qualified employees. No more leave time may be claimed than appeared on the most recent past check stub.

LONG-TERM SICK LEAVE-HOURLY EMPLOYEES 4:4-105

The Long-term Sick Leave Bank provides paid time off for employees who experience an extended illness, are hospitalized/have out-patient surgery requiring a period of recovery. This bank accrues at the rate of .0153846 hours for each hour worked up to 80 hours per pay period, which is four of the regular or average workdays, whichever is less, per year. The maximum that may be accrued in this bank is 26 average workweeks, but in no case more than 1,040 hours.

This bank may be used as follows:

  1. Starting with the fourth day of an illness (requires three consecutive workdays of absence due to the illness, to be claimed as short-term sick hours from the paid leave bank; in the absence of sufficient paid leave hours, some or all of the three days may be unpaid), or
  2. Starting with the first day of hospitalization or out-patient surgery (where a period of recovery beyond three days is necessary).

To qualify for Long-Term Sick Leave the first "Application for Long-Term Sick Leave" for each absence must be accompanied by a physician's statement which indicates the nature of the illness, disability or incapacity and should indicate the anticipated period of absence from work. Subsequent applications within that period will not require the physician's statement.

Employees are expected to return to work as soon as they can resume their duties. In some instances this may require reasonable accommodation on the part of the University to a temporary incapacity of the employee. This will be arranged, where possible, by department heads. The date of return to work may be set on the advice of the attending physician whose counsel may be sought at any time with consent of the employee while the Long-Term Sick Leave Bank is being used. Time may not be charged to this bank after the physician has given approval to return to work.

Long-Term Sick Leave may not be used when incarceration is the cause for absence from work.

Payments may not be made out of the Long-Term Sick Leave Bank after the date of termination of work nor may the credit remaining in the bank be paid in cash at any time. Time in the Long-Term Sick Leave Bank may not be transferred to the Paid Leave Bank under any circumstances.

VACATION LEAVE-SALARIED EMPLOYEES  4:4-108

Purpose
Because we recognize the importance of vacation time in providing the opportunity for rest, recreation and renewal both physically, emotionally and spiritually, Andrews University provides for annual, paid vacations to its fulltime regular and part-time salaried non-faculty employees.

Policy
The University provides for paid days off based on an individual’s length of service in the Seventh-day Adventist Church.  The following schedule defines how much time an employee receives for service in the University as well as the denomination:

Years of Service Annual Vacation Allowances Bi-weekly Accrual
1 – 4 10 days 0.39 day
5 – 9 15 days 0.58 day
10 + 20 days 0.77 day

Part time salaried employees are eligible based on the percent they are scheduled to work, i.e., a three-quarters time employee would only receive three-quarters of the above schedule annually.

Vacation Usage and Carryover
Because “salaried” employees are expected to put in a minimum of 40 hours per week, the reporting for vacation usage will be based on an eight hour a day usage.  Half days may not be reported for Friday.  Half days may be used Monday through Thursday.

Newly hired full and part-time regular salaried employees may take vacation as it accrues from month to month.   At the end of August, if the employee has unused vacation, up to two weeks of that time will automatically roll over into the next vacation year (September-August).

Holiday Pay
In addition to the above schedule of vacation accrual, holiday pay is granted for each regular full-time and part time salaried employee. Please see policy # 4:4-125 for a list of the nine paid holidays.

Vacation Scheduling
Vacation scheduling should be approved, by the supervisor, a minimum of one month ahead of time.  Though the organization will try to grant all reasonable requests, it is within the supervisor’s discretion to request the employee to take another time because of scheduling needs.

Vacation Tracking
As the payroll system will be accruing vacation, the responsibility for accounting for its use will be the employee’s.  When vacation time is used, it will be the employee’s responsibility to report days used via the employee self-service system website, to be approved by the supervisor.  For time taken but not reported, it will be the supervisor’s responsibility to make the needed adjustments to the employee’s reported time taken.

Employees will be permitted to carry a negative balance of up to two weeks (10 days) in the event that sufficient vacation time has not been accrued to take an extended vacation.  However, should an employee have a negative balance at the end of their employment relationship, the difference will be reconciled by using the last paycheck(s) to reimburse the University for the advanced vacation pay.

Leave Payout for Terminating Employees
Employees terminating the employment relationship are entitled to all accrued and unused leave time calculated on a pro rata basis based on employee classification. At that time a taxable supplemental pay equivalent to the employer retirement contribution of the leave bank balance will also be paid out.

LONG TERM SICK LEAVE-SALARIED EMPLOYEES 4:4-110

Purpose
To provide paid leave for its regular half-time and above salaried staff and faculty who become ill while employed by the University.  This policy provides definition and application for the administration of this policy.

Definition
Short-term Sick Leave: occasional short-term illness of less than a week; this time is not monitored or counted against the extended sick leave time.

Extended Sick Leave: a 90-day period of paid sick leave time available when the employee is unable to work due to illness for an extended period of time of more than one week.  Frequent intermittent time away from the office due to illness should be reviewed by the supervisor and the Office of Human Resources to determine if it falls under this extended sick leave policy.

Extended sick leave could turn into long-term disability depending on the nature of the illness.  This 90-day extended sick leave period may also constitute as the elimination period for long-term disability, where the employee must experience a loss of function or salary reduction before the long-term disability benefits would be available.

Long-term Disability Period: a medical event which lasts for more than 90 days.  Partial salary may be provided by an external commercial policy, the University, or some combination of these two, as applicable.

Application
An employee is eligible to access the extended sick leave provision of the benefit policy as needed for up to 90 days.  No notification is required other than to the chair or supervisor for the first five days.  If the event goes beyond five days, the employee must provide medical certification and complete an FMLA form (which will include doctor’s certification of the medical event) with the Office of Human Resources.  It will then be considered a formal family medical leave and will be tracked accordingly.

If the medical event has the potential to extend beyond 90 days, the employee is highly encouraged to submit a long-term disability (LTD) application, qualifying it for long-term disability coverage. This will be necessary for continued University pay coverage beyond 90 days.

During the extended sick leave, days 1-90, the employee will be paid 100% of their salary, if an FMLA form was received.  Should the medical event continue, the employee will receive 80% of their bi-weekly salary for days 91-180, paid by the University until the point where the long-term disability application is approved, if an LTD application was submitted to the provider by the 60th day.   Once the application is approved, 66 2/3% of bi-weekly salary is paid by the long-term disability provider with the University supplementing the remaining 13 1/3%, thus 80% of salary is continued through day 180.  After 180 days, the University will no longer supplement 13 1/3% of bi-weekly salary; the employee will only receive the 66 2/3% payment from long-term disability.

GIFT OF TIME 4:4-111

Andrews University recognizes that from time to time employees may have a medical event or be affected by a major disaster, resulting in a need for additional time off in excess of their available applicable leave time. To address this need, eligible employees will be allowed to gift accrued paid leave/vacation time from their unused balance to their eligible co-workers in need of additional paid time off, in accordance with the policy outlined below. This program is strictly voluntary.

Eligibility to Participate
Individuals must be employed by Andrews University in an employee class eligible to accrue leave, in order to be able to gift or receive time.  Faculty are not eligible to participate in this program (gift or receive) as their vacation time is not tracked per policy. Salaried staff, while eligible to gift time, will not be eligible to receive gifted time for medical events; FMLA events will be fully covered by the extended sick leave policy. In addition, as salaried staff by policy are allowed to overdraw their vacation time by 10 days, gifted time may only be used for major disasters necessitating a negative vacation balance in excess of 10 days.

Eligible Events
Employees who would like to receive gifted leave time from their co-workers must have a situation that meets the following criteria:

  • Medical event (FMLA), defined as a medical condition covered by the Family and Medical Leave Act (FMLA), whereby the employee or an immediate family member requires a prolonged/extended absence of the employee from work and will result in a substantial loss of income to the employee due to the exhaustion of all leave time available. An immediate family member is defined as a spouse, child or parent.
  • Major disaster, defined as a disaster that has otherwise not created a medical event, whereby an employee is considered to be adversely affected by the severe hardship to the employee or to an immediate family member of the employee that requires the employee to be absent from work and will result in a substantial loss of income to the employee due to the exhaustion of all paid leave/vacation time available.

Gifting Time Guidelines (Donor)

  • Gifted time will be withdrawn from the paid leave/vacation bank and not from the long-term sick leave bank.
  • The gifting and receipt of paid time off is on an hourly basis, converted by taking into account the differences in pay.  (For example, one employee earns $20 an hour and gifts one hour of time to an employee that earns $10 an hour.  The receiving employee would receive two hours of gifted time.)
  • The maximum time that an employee may gift in a benefit year (July – June) is 40 hours in total (prorated for less than full-time/100% appointment employees)
  • At the time that the gift is processed, the withdrawal may not cause the paid-leave/vacation bank to fall below 56 hours.
  • Employees cannot borrow against future or the accrual on the current pay period’s paid leave/vacation time to gift time.
  • Employees who are currently on an approved leave of absence cannot gift time.
  • All prior months’ leave reports, for salaried employees, must be approved.
  • Gifts of time are received on a first come, first give basis. Gifts will be declined when the receiving employee reaches the lower of the total time necessary to cover the unpaid portion of their time off for the eligible event, or their maximum receipt amount for the benefit year (see below).
  • Gifted time is not considered charitable contributions for income tax purposes.

Receiving Gifted Time Guidelines (Recipient)

  • Gifted time will go into a separate leave bank that may not be used until all other appropriate leave banks are exhausted.
  • Gifted time may only be used for time off related to the approved request and its usage will not accrue additional leave time.
  • The maximum time that an employee may receive in a benefit year (July – June) is 80 hours in total (prorated for less than full-time/100% appointment employees).
  • Gifted time can be used either on a continuous or an intermittent basis, as long as it is for the same approved event.
  • Gifted time cannot be cashed out or converted to other types of leave.
  • Employees covered by or eligible for long-term disability or worker’s compensation are not eligible to receive gifted time.
  • Nothing in this policy will be construed to limit or extend the maximum allowable absence under the Family and Medical Leave Act. 

REPORTING OF TIME 4:4-115

Payments for any time to be charged to the Long-Term Sick Leave Bank must be reported on the appropriate forms at the end of the week in which the time is taken.

VACATION 4:4-120

Your vacation is a time intended for rest and relaxation; for this reason you may not receive pay in lieu of vacation. Unused vacation time, with the approval of your supervisor may be carried over to the following year, but not more than six weeks may be taken in any one calendar year or upon termination. Exceptions may be made if your superior has been unable to grant you vacation at the time you reached your maximum. You are encouraged to take the vacation at one or two times per year.

The number of weeks of vacation you are entitled to is determined by your years of denominational employment as shown on your Employee Service Record.

On the basis of your years of denominational employment, as reflected on your service record, you are entitled to the following weeks of vacation each year:

  • First four years - 2 weeks
  • Next five years - 3 weeks
  • After nine years - 4 weeks

HOLIDAYS 4:4-125

The University recognizes eight holidays, two of which are a day-and-a-half for a total of nine days annually. The holidays are:

  • New Year's Day
  • Martin Luther King's Birthday
  • Presidents' Day
  • Memorial Day - when it does not fall within exam week
  • Independence Day
  • Labor Day
  • Thanksgiving (1.5)
  • Christmas (1.5)

Holidays which fall on a Saturday will normally be celebrated on Friday while holidays which fall on Sunday will be celebrated on Monday. Employees will be expected to take their holidays at those times. Employees required to work on holidays may take equivalent time off at another time acceptable to their department head.

PERSONAL LEAVE 4:4-135

Leaves of absence are to be considered as an exception. A personal leave of absence is authorized time off without pay or salary. After you have worked as a regular full-time employee for at least one year, a request for a personal leave of absence may be granted upon the recommendation of the department head and the appropriate vice president.

Personal leaves of absence of up to one month for a staff member may be granted by the department head or supervisor, and the appropriate vice president. Leaves of absence in excess of one month must be approved by the above and HR.

You must complete a leave of absence application and submit it to the Human Resource Director.

The Human Resource Director will determine your eligibility prior to approval, and administer the leave of absence once it has been approved. You should plan to request a personal leave of absence only under very unusual circumstances, and, when possible, four months before the leave is to begin.

University policies regarding a personal leave of absence are as follows:

  1. Wages are not paid during the employee's absence.
  2. Vacation and sick time will not accrue.
  3. No other benefits or subsidies will be paid, nor will service credit accrue.
  4. Hospital insurance may be continued at the employee's cost for a maximum of one year if arrangements are made with Human Resources in advance and payments are made before the employee's leave of absence begins.
  5. The staff employee may be reinstated to his/her former position if it is available at the time of the reinstatement request. If the employee's department is not able to keep the position available, effort will be made to place the employee in a similar position. The University cannot guarantee the same duties or rate of pay. If no such position is available, or if the employee declines the alternate position or is not selected as the most qualified candidate, then the employee will be subject to dismissal of employment.
  6. Accrued vacation time must be used before a leave of absence begins.
  7. Extensions of a leave of absence must be approved in writing prior to the end of the employee's original leave. These will be granted in the same manner as the original leave. Failure to return after the expiration of the leave of absence will be treated as a resignation.

FAMILY AND MEDICAL LEAVE ACT (FLMA) 4:4-140

The Family and Medical Leave Act (FMLA) entitles eligible employees to take unpaid, job-protected leave for specified family and medical reasons. Employees are eligible for FMLA if they have worked for at least 12 months and at least 1,250 hours during that 12-month period. Under the Act, the leave period will be up to 12 weeks per year or up to 26 weeks for Military Caregiver. The Act may entitle you to take the leave for the following reasons:

  1. The birth and care of your child;
  2. The placement of a child with you for adoption or foster care;
  3. The care of your spouse, child, or parent suffering from a "serious health condition";
  4. Your inability to perform the functions of your job duties because of your serious health condition.
  5. For qualifying exigencies arising out of the fact that the employee’s spouse, son, daughter, or parent is on active duty or call to active duty status as a member of the National Guard or Reserves in support of a contingency operation.

Employees may be covered by the accrued paid leave policies of the University during their family/medical leave. The use of paid benefits will not extend the duration of family medical leave.

Where both spouses are employed by the University the leave will be a total of 12 weeks for both spouses, unless the leave is for the serious illness of the employee or a child.

The request for planned medical treatment must be made at least 30 days before it is to begin, unless circumstances would not permit, in which case the request must be made as soon as it is practical--usually 1-2 business days. No advance notice is required when the reason for the leave is unforeseen.

The employee requesting leave is required to submit a timely, complete, and sufficient medical certification to support a request for FMLA leave due to their own serious health condition. The employee's response is required to obtain or retain the benefit of FMLA protections. Failure to provide a complete and sufficient medical certification within 15 calendar days may result in a denial of your FMLA request.

Leaves that are taken on an intermittent basis should be planned so as to result in the least possible disruption to your work schedule.

During the term of your leave you will be entitled to your regular benefits, except service credit which will not accrue during the unpaid portion. You will be required to pay the contribution to your health care assistance that falls due during your absence.

Upon your return to work following the leave you will be reinstated to your job, or if that is not possible, to an equivalent job.

The full policy under the Family and Medical Leave Act is available to all employees and by reference is a part of this policy. That policy and application for the leave is available in Human Resources and at the website(s) listed below.

US Dept of Labor main FMLA website.

US Dept of Labor FMLA Fact Sheet #28.

FMLA Poster.

BEREAVEMENT LEAVE 4:4-145

Andrews believes in the value of family and the importance of taking time to grieve together. Under this policy, benefit eligible employees will be allowed to take time off due to the death of a family member. In addition to bereavement leave, an employee may, with his/her supervisors’ approval, use any available paid leave/vacation time for supplementary time off. Hourly rated employees should request bereavement (funeral) leave on the timeclock.

Paid bereavement leave will be granted as follows:

  • Three days in the event of the death of your spouse, (step)child, (step)parent, (step)brother/sister, mother/father-in-law, son/daughter-in-law, or grandchild.
  • One and a half day in the event of the death of your brother/sister-in-law, niece, nephew, aunt, uncle, or grandparent.

VOTING 4:4-150

All eligible voters are urged to vote on election day. Voting after working hours is suggested in order to have minimal impact on your work area and job duties.

JURY DUTY 4:4-155

You will be paid for the hours lost during your regular work-week while you serve on jury duty or during jury selection. For hourly employees such time should be reported on the Time Manager's Website.

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