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Staff Paid and Unpaid Time Off

Staff Paid and Unpaid Time Off

Overview

A leave of absence is approved time off from work. This page provides you information on the different types of paid and unpaid time off options at the university for non-temporary Institutional Officials, Merit, P&S and 12-month Academic Administrators (if 9-month Academic Administrator, please visit the Faculty Paid and Unpaid Time Off supporting web page).

Vacation

Staff with non-temporary appointments begin earning vacation on their latest hire date in an eligible position. Vacation accrues for all hours in pay status. Vacation usage is not permitted in excess of the employee's current vacation balance (does not apply to the vacation payout).

Maximum accrual is twice the annual accrual. If sick leave is being converted to vacation the maximum accrual is increased by 12 days. When the maximum accrual limit is reached no further time will accrue until some vacation is used.

Non-temporary staff who are regularly employed for 20 or more hours but less than 40 hours per week on a continuing basis will accrue vacation and personal holidays on a pro rata basis. Staff hired on a temporary appointment do not accrue sick leave.

Timecard Type: 'Vacation'; NOTE: Vacation should be used for wellness checkup appointments for family members.

Questions should be referred to payroll@uni.edu or 319-273-6425.

Merit Vacation Accrual Rate


Years of Service Monthly Vacation Accrual-Hours Monthly Personal Holiday Accrual-Hours Monthly Total-Hours Annual Accrual-Hours Annual Accrual-Days
1-4 6.67 1.33 8.00 96.00 12
5-11 10.00 1.33 11.33 136.00 17
12-19 13.33 1.33 14.66 176.00 22
20-24 14.67 1.33 16.00 192.00 24
25+ 16.67 1.33 18.00 216.00 27

Institutional Officials, P&S and 12-month Academic Administrator Vacation Accrual Rate


Non-temporary staff will accrue 22 days of vacation and two (2) personal holidays per year. Staff who are regularly employed for 20 or more hours but less than 40 hours per week on a continuing basis will accrue vacation and personal days on a pro rata basis.

NOTE: Academic Administrators with a nine-month academic year appointment do not accrue vacation.

Sick Leave

Full-time staff with a non-temporary appointment accrue sick leave at 12 hours per month. Staff who are employed for 20 or more hours but less than 40 hours per week for at least an academic year accrue sick leave on a pro rata basis. Staff hired on a temporary appointment do not accrue sick leave. For more information, visit the university 4.57 Sick Leave policy.

Sick leave accrues during a period of absence for which a staff is paid sick leave. Sick leave does not accrue during vacation payout nor during any period of absence without pay. Accrual of sick leave is unlimited. Employees who accrue sick leave and meet certain conditions are eligible to convert sick leave to vacation.

If a holiday falls during a period of sick leave usage, it is paid as a holiday and is not charged to the sick leave accumulation. If an employee is hospitalized while on vacation, the employee may use sick leave for days actually spent in a hospital. No other conversion of vacation to sick leave is authorized.

Paid Time Office Charged to Sick Leave Accruals

The following sub-sections are the types of paid time off charged to staff sick leave accruals.

  1. Illness or Injury (Self)

    Personal illness and/or injury.
    Timecard Type: 'Sick Leave'

  2. Injury at Work (Self)

    Time missed when injured at work.
    Timecard Type: 'Work Comp (Sick/Injury)'

  3. Medical Appointment (Self)

    Employee's doctor, dentist, or other medical appointments. NOTE: Vacation should be used for wellness checkup appointments for family members.
    Timecard Type: 'Medical Appointment'

  4. Family Caregiving Leave

    Staff may use accrued sick leave for the care and necessary attention of ill or injured members of their immediate family, or for the birth of their child. Staff may use up to 40 hours, or a pro-rated part time equivalent, of Family Caregiving Leave per year. Staff may carry over up to 40 hours of unused Family Caregiving Leave to the next anniversary year, for a maximum utilization of 80 hours in the next anniversary year. After all 80 hours are used prior to the anniversary date, any additional time needed to care for ill or injured family members may be requested as vacation or compensatory time. NOTE: Vacation is used for wellness checkup appointments for family members.
    Timecard Type: 'Family Caregiving Leave'

    Family Caregiving Leave FAQs

  5. Adoption Leave

    A newly adoptive parent is entitled to up to 40 hours of sick leave per occurrence, or a pro-rated part time equivalent,.
    Timecard Type: 'Adoption Leave'

  6. Funeral Leave

    Staff may use up to three (3) days (24 hours) of earned sick leave per occurrence, or a pro-rated part time equivalent, when death occurs in their immediate family.
    Timecard Type: 'Funeral Leave'

  7. Pallbearer Leave

    Staff may use up to one (1) day (8 hours) of earned sick leave per occurrence, or a pro-rated part time equivalent, when serving as a pallbearer or funeral attendant for someone who is not a member of their immediate family.
    Timecard Type: 'Pallbearer Leave'

  8. Catastrophic Leave Program

    Catastrophic illness or injury is defined as a medical condition for which a physician has certified is likely to result in a loss of 30 or more work days. Vacation time may be donated to the sick leave account of an eligible UNI employee who is suffering from a catastrophic illness and has exhausted all vacation and sick leave. Leave shall be donated in full hour increments. The total amount of donations received by one employee each pay period cannot exceed the employee's regularly scheduled hours of work for that pay period. In addition, the total leave donation received by an employee may not exceed the amount necessary to cover the 90 working day, Long Term Disability waiting period.

    NOTE: Staff can only apply for catastrophic leave donations one time per 12 month period for the same injury/illness.

    NOTE: Employee's applying for catastrophic leave have one year from the date of their eligibility to use their donations. Staff donating hours to the catastrophic leave program may not see the donation reduced from their vacation/compensatory time balance until up to one year later. Once hours are pledged they cannot be returned before the recipient leaves the program unless the donor terminates employment.

    More Information on the Staff Catastrophic Leave Program

    For questions on catastrophic leave, contact catleave@uni.edu.

Unpaid Long Term Leave

Merit Employees
In the best interest of the institution and their employees, and with approval of the resident director, a department head may grant an employee's request for a leave of absence without pay for up to one year. With the same approval, such a leave may be extended for no more than one additional year. On conclusion of a leave of absence without pay, employees, if qualified, will be returned to the position from which they were granted leave or to another position in the same class. If such a position no longer exists, the layoff provisions of these rules will take effect.

P&S Employees
An extended leave of absence from active university service without continued earnings may be granted to P&S employees with continuing service status for a variety of personal and other compelling reasons. Such leave is granted with the understanding that the P&S employee plans to return to active service at the conclusion of the leave period specified. Failure to return to active service or to make arrangements for an extension of a leave normally will be considered as a voluntary resignation. For the purpose of this provision, an extended leave shall be for a period in excess of 22 scheduled working days. All leave of absences without compensation are to be identified and arranged with the Administrative Staff Absence Request Form.

Employee Benefits
When an employee is approved for unpaid long term leave their benefits are significantly impacted. To learn more, visit the I Need to Take a Leave supporting web page.

Process
Notify your supervisor and HRS as soon as possible.

Job Protected Time Off

The Family and Medical Leave Act (FMLA) provides up to 12 weeks of unpaid, job-protected leave per 12 month period to eligible employees for certain family, medical, and military-related reasons.

Human Resource Services

Springtime and the front entrance of Gilchrist Hall

027 Gilchrist Hall
Cedar Falls, IA 50614-0034
Mon. - Fri. 8:00 a.m. to 4:30 p.m.

319-273-2422 Phone
319-273-2927 Fax
hrs-mail@uni.edu