Staff Time Off and Leave

Full-time non-temporary employees earn vacation accruals in accordance with Board or Regents, State of Iowa policy. Non-temporary staff scheduled to work at least 20 hours but less than 40 hours per week accrue vacation on a prorated basis. 

Note: Staff hired on a temporary appointment do not accrue vacation.

Two personal holidays per year are accrued and included in the monthly vacation accrual. Vacation accruals, including personal holidays, have a maximum balance of twice the annual accrual rate. If sick time earned is being converted to vacation, the maximum accrual is increased by 12 days; however, this amount is prorated for less than full-time employees.

P&S, Institutional Officials, and 12-month Academic Administrators 

Full-time, non-temporary employees with a 12-month work schedule will accrue 22 days of vacation and two personal holidays per year. Accruals are earned from the first day of the month to the last day of the month. 

• Employees with less than a 12-month work schedule earn vacation accruals on a prorated basis. 

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

P&S Hourly (non-exempt)

Hourly, full-time P&S employees with a 12-month work schedule are scheduled to accrue 22 days of vacation per year plus two personal holidays; however, actual vacation accruals will vary and are based on the pay period as well as hours in pay status each month. 

Hourly P&S employees with less than 12-month work schedules accrue vacation on a prorated basis based on their calendar work schedule, the pay period, and hours in pay status.  

Questions regarding accruals may be directed to payroll@uni.edu 

Full-time employees with a non-temporary appointment accrue 12 hours of sick time per month. Staff who are employed for 20 or more hours but less than 40 hours per week accrue sick time on a prorated basis. 

Note: Staff with a temporary appointment do not accrue sick time. 

Hourly employees earn sick time based on the payroll period; therefore, the monthly accrual will vary depending on the hours in pay status. Based on a full year's pay cycle for a full-time hourly employee, this should average out to 12 hours of sick accruals per month. 

• Sick time accrues during periods in pay status but does not accrue during vacation payout or any period of absence without pay.
• Accrual of sick hours is unlimited.
• Employees who accrue sick time and meet certain conditions are eligible to convert sick to vacation. 

If a holiday falls during an approved period of sick usage, it is paid as a holiday and is not charged to the accrued sick balance. If an employee is hospitalized while on vacation, the employee may use sick accruals for days actually spent in a hospital. No other conversion of approved vacation time off to sick time off is allowed. 

Paid Time Off Charged to Sick Accruals

Employees are able to use sick time off for several reasons which are identified below. Absence requests for sick time off should be submitted in UNI Works with the appropriate reason selected. 

Note: "Family Caregiving" is a separate time off request in UNI Works but is deducted from an employee's sick accruals balance. 

Illness or Injury (Self) - Personal illness and/or injury.  Absence Type > Time Off > Sick

Injury at Work (Self) - Time missed due to work injury or illness. Absence Type > Time Off > Sick > Work Comp (Sick/Injury)

Medical Appointment (Self) - Employee's doctor, dentist, or other medical appointments.  Absence Type > Time Off > Sick > Medical Appointment   

Family Caregiving - Use of accrued sick time off for the care and necessary attention of an ill or injured family member, or for the birth of a child. Staff may use up to 40 hours, or a pro-rated part time equivalent, of Family Caregiving per year. Staff may carry over up to 40 hours of unused Family Caregiving 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.   Absence Type > Time Off > Family Caregiving

Adoption - A newly adoptive parent is entitled to use up to 40 hours of sick time off per occurrence, or a pro-rated part time equivalent.  Absence Type > Time Off > Sick > Adoption

Funeral - Staff may use up to three days (24 hours) of accrued sick time off per occurrence, or a pro-rated part time equivalent, when death occurs in their immediate family.  Absence Type > Time Off > Sick > Funeral

Pallbearer - Staff may use up to one day (8 hours) of accrued sick time off 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.   Absence Type > Time Off > Sick > Pallbearer

The catastrophic leave program allows staff experiencing a personal catastrophic illness or injury to request donated time off to utilize after they have exhausted their accruals. A catastrophic illness or injury is defined as a medical condition for which a healthcare provider has certified is likely to result in a loss of 30 or more work days. 

Questions may be directed to the Leave & Accommodations Coordinator at catleave@uni.edu or 319-273-6164.

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 employee's manager, department/division head, and HRS Director.

Important: Employee benefits are significantly impacted during unpaid, long-term leave. Review the link below for more information regarding benefits during leave without pay.