uaa leave understanding employee leave programs at uaa presented by: uaa human resource services
TRANSCRIPT
UAA LeaveUnderstanding Employee Leave Programs at UAA
Presented by:UAA Human Resource Services
Types of Leave Annual Leave Sick Leave Family Medical Leave Leave Share Leave Without Pay Leave of Absence Holiday Military Leave Jury Duty
Annual Leave 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
Time Code: 500
1-5 Years 6-10 Years 10+ years
5.54 hrs/pp 6.46 hrs/pp 7.38 hrs/pp
18.01 days/yr 21.00 days/yr 23.99 days/yrAccru
al
Rate
s
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
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
How to Request Cash-In
Record the cash-in hours in the “Total Hours” column on your timesheet – use earnings code 515.
Local 6070? See Union specific
guidelines.
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
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
Time Code: 550
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
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
Eligibility for FML
Federal FMLA12 weeks/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
Alaska FML18 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
Time Code: 601
FML Reasons
Parental LeaveBirth of child, adoption, foster care
Own Health Condition
Your own serious health condition – can include Worker’s Comp injuries and illnesses
Family Member’s Health Condition
Serious illness or injury of your parent, child, or spouse.
MilitaryCare for Injured Service member or Exigency leaveMore time off may be possible
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
Time Code: 601
FML Forms can be found on HRS site –
Benefits > Leave Programs
Use Sick Leave
• Code to 601Use Annual
Leave• Code to 601
Use Personal Holiday
• Code to 420Use Leave Share or
LWOP
Family Medical Leave
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
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
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
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!
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:
10 Days or Less More than 10 Days More than 6 MonthsApproval of immediate
supervisorRequires review and
approval of the employee’s
department head and the regional HR
Director
Requires review and approval of the
employee’s department head and
the regional HR Director PLUS approval
of the Chancellor.
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
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.
Jury Duty
Service as a volunteer expert witness or court duty is not included
Jury Duty or Court WitnessRegular staff & most Faculty
Temporary Employees Extended Temps
Paid Jury Leave:Code 440 LWOP
May use accrued annual leave or
LWOP
Turn in court pay Keep court pay Turn in court pay only if on paid leave
Find Your Balance
UA Online Employee Menu Time off Balances
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
