University of Missouri-Columbia Libraries

General Policy Manual Policy #30

LEAVE POLICY

0.0 CONTENTS

1.0 Scope of Policies

2.0 General

3.0 Vacation

4.0 Holidays

5.0 Personal Days

6.0 Sick Leave

7.0 Maternity Leave

8.0 Funeral Leave

9.0 Military Leave

10.0 Absence for Legal Proceedings

11.0 Leave Without Pay

12.0 Other Leave

1.0 SCOPE OF POLICY

This policy outlines general rules and procedures governing various types of paid leave available to all benefits-eligible employees. (See the University of Missouri Personnel Policy Manual for further information.) Travel leave is covered by the Travel Policy.

2.0 GENERAL

2.1 It is the policy of the University to provide those leave benefits including vacation, sick leave, and leave for a death in the immediate family uniformly for all eligible staff employees.

2.2 Leave accumulation and pay are available only to full-time permanent employees, and part-time permanent employees classified at least 75% FTE with an appointment duration of at least 6 months. Leave accumulation and pay for employees classified less than 100% FTE shall be on a prorated basis.

2.3 All policies listed in this library policy are subject to University rules and regulations which take precedence.

2.4 Vacation shall be used before any time without pay will be allowed.

3.0 VACATION

3.1 An employee will earn vacation beginning on the first day of employment and terminating on the last day of duty.

3.2 No vacation time may be used during the first 6 months of employment for classified staff. After 6 months of continuous employment, vacation time is credited retroactive to the date of employment.

3.3 Vacation time continues to accrue during vacation, sick leave, leaves of absence with pay, and leaves of absence without pay granted for disability compensable under Workers' Compensation.

3.4 Absences from work that are not caused by an illness or injury must be charged to accumulated vacation except for:

3.4.1 Absences due to death in employee's immediate family.

3.4.2 Absences for jury duty.

3.4.3 Leaves of absence of less than 30 days treated as excused absences.

3.4.4 Absences which the employee elects to charge to personal days.

3.5 Vacation time must be earned before it is taken.

3.6 Official University holidays occurring during a vacation period are not charged to accumulated vacation time.

3.7 Employees may accumulate a maximum of twice their annual accrual.

3.8 All requests for vacation leave must be approved by the supervisor and/or department head. While vacations ordinarily will be scheduled at the mutual convenience of the employee and the department, efficient departmental operation may take precedence over employee preference.

3.9 Vacation allowance shall be used for absence due to illness after all accumulated sick leave has been exhausted.

3.10 Any employee with over 6 months continuous appointment will be paid for all accrued unused vacation leave when he/she terminates employment.

3.11 Vacation Accrual Rates

3.11.1 Classified staff

a. 5 years of service or less accumulate 12 days per year with 8 hours added per month on the anniversary day, to a maximum of 192 hours.

b. Over 5 years accumulate 17 days per year with 11.33 hours added per month on the anniversary day, to a maximum of 272 hours.

c. Over 15 years accumulate 22 days per year with 14.66 hours added per month on the anniversary day, to a maximum of 352 hours.

3.11.2 Academic employees

a. Accumulate 26 days per year with 17.33 hours added per month on the anniversary day, to a maximum of 416 hours.

4.0 HOLIDAYS

4.1 The following days have been declared official University holidays:

a. New Year's Day - January 1

b. Memorial Day - Last Monday in May

c. Independence Day - July 4

d. Labor Day

e. Thanksgiving Day and the Friday following

f. Christmas Day - December 25

g. Other days as may be designated by the President

4.2 Time off to observe special religious holidays may be permitted by an employee's supervisor, but must be charged to accumulated vacation, taken as personal days, or treated as an excused absence without pay.

4.3 To be eligible for a paid holiday, employees must have been in a pay status the last regularly scheduled work day immediately preceding, and the first regularly scheduled work day following the holiday, unless excused by their supervisor.

4.4 When a holiday falls on Saturday, the preceding Friday is observed. When a holiday falls on Sunday, the following Monday is observed.

5.0 PERSONAL DAYS

5.1 All full-time employees are granted 4 personal days each year, with the year determined on the basis of the employee's beginning employment date.

5.2 New employees are granted 2 personal days which may be used during the probationary period, and 2 additional days at the end of the probationary period. All 4 days must be used before the end of the first year of employment.

5.3 Accumulation of personal days beyond the anniversary year is not permitted.

5.4 Personal days may be used at the discretion of the employee, subject to supervisory approval, but must be used in increments of half days or whole days. Days are based on an 8 hour day or prorated downward.

5.5 Payment for unused personal days upon termination or retirement is not permitted.

6.0 SICK LEAVE

6.l Sick leave is to be used to cover periods of personal illness or illness in the immediate family. Immediate family includes only parents, spouses, children, siblings, or other related persons living in the employee's immediate household.

6.2 Family sick leave is limited to four days per calendar year.

6.3 Sick leave is accrued from the first day of employment. Employees needing to take time off during their probationary period are eligible for sick leave as it is accrued. However, sick leave may not be used until it is accrued.

6.4 Sick leave continues to accrue during sick leave, vacation, leaves of absence with pay, and leaves of absence without pay granted for disability compensable under Workers' Compensation.

6.5 Employees may be required to furnish satisfactory proof of illness, injury, or of medical or dental appointment.

6.6 Terminating employees will not receive payment for any unused accumulated sick leave.

6.7 Classified staff will receive additional creditable service in calculating retirement benefits for all unused accumulated sick leave, but not to exceed the maximum years of creditable service (35). Sick leave credit is allowed only upon actual retirement, and does not apply to deferred vested benefits.

6.8 Classified staff accrue sick leave at the rate of 12 working days per year with 8 hours added per month on the anniversary day. There is no maximum accrual of sick leave for classified staff.

6.9 Academic employees accrue sick leave at the rate of 24 working days per year with 16 hours added per month on the anniversary day.

6.10 Sick leave may be used for absence due to pregnancy and childbirth.

7.0 MATERNITY LEAVE

7.1 Maternity leave for classified staff is treated as an illness. Accumulated sick leave & vacation may be used by classified staff for maternity leave.

7.2 Academic employees may use up to thirty working days from accumulated sick leave for the purpose of maternity leave (which begins after release from the hospital). Accrued vacation may also be used at the discretion of the supervising librarian.

7.3 Vacation may be used for maternity leave if desired.

8.0 FUNERAL LEAVE

8.1 In the event of death in an employee's immediate family, the employee will be granted a maximum of 3 days leave without loss of pay or vacation during the period starting on the date of death and ending on the second calendar day after the funeral.

8.1.1 For purposes of this policy immediate family includes husband/wife, parent (including stepparent), grandparent/great grandparent, grandchildren, son/daughter, brother/sister, mother-in-law/father-in-law, foster children who have become members of the family.

8.2 Additional days required must be charged to accrued vacation or taken as excused leave without pay.

9.0 MILITARY LEAVE

9.1 Any full-time or part-time permanent employee who is or becomes a member of the Armed Forces of the State or of the United States may be granted a leave of absence for military service.

9.2 The leave can be for voluntary or involuntary enlistment, during which time the employee is engaged under official orders in the performance of duty or training subject to limitations as stated below.

9.2.1 Armed Forces shall include the Air Force, Army, Marines, Navy, Coast Guard, National Guard or any reserve component.

9.3 A full-time or part-time permanent employee entering the Armed Forces for regular active duty will be granted a military leave of absence without pay for the initial term of military service provided the employee has completed a six month period of service with the University. Such leave shall not cover any voluntary extension of military service.

9.4 An employee granted a military leave of absence without pay for regular active duty shall be restored to the employee's former position, or at the discretion of the University, to another position for which the employee is qualified and with comparable compensation if:

9.4.1 The discharge is under honorable conditions.

9.4.2 The employee requests reemployment within 90 days after being released or discharged from active duty, or from hospitalization continuing after discharge for a period of not more than l year.

9.4.3 The employee is qualified to perform the duties of the position.

10.0 ABSENCE FOR LEGAL PROCEEDINGS

10.1 Any employee who shall be called for any jury service shall report the call to the immediate supervisor and shall be relieved from duties for the reasonable time required for rendering such jury service.

10.2 Any staff member served with a subpoena to appear as a witness in any legal proceedings should report this to his immediate supervisor giving the date that he will be required to be absent and the possible length of time that will be required. No deduction of pay will be made for the time the employee is absent provided that the employee has been duly subpoenaed.

10.3 Any employee who is qualified and eligible to vote in any election held within the State of Missouri staff be excused from duty for a period necessary to allow three successive hours for the purpose of voting, such period to include any off-duty time between the opening and closing of the polls.

10.3.1 The employee shall be paid for any time requiring absence from duty to allow three successive hours; provided, however, that such absence is requested prior to election day.

10.3.2 The supervisory shall have the right to specify the time an employee may be absent for voting.

10.3.3 An employee whose hours of work permit three successive hours between the opening and closing of the polls when not on duty, will not be eligible for any paid time off for the purpose of voting.

11.0 LEAVE WITHOUT PAY