Staff Time Off and Leave

1. Vacation
   1. Vacation Accrual Rate
2. Sick Time Off
   1. Sick Accrual Rate
   2. Illness or Injury (Self)
   3. Injury at Work (Self)
   4. Medical Appointment (Self)
   5. Family Caregiving
   6. Adoption
   7. Funeral
   8. Pallbearer
   9. Catastrophic Leave Program
3. Unpaid Long Term Leave

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 as documented in UNI Works. Accruals are from the first day of the month to the last day of the month and are posted when the following month’s payroll is completed. 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 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 vacation.

Time Off 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

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.

Full-time staff with a non-temporary appointment accrue sick time off 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 time off on a pro rata basis. Staff hired on a temporary appointment do not accrue sick time. For more information, visit the university 4.57 Sick Leave policy.

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

If a holiday falls during a 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 vacation to sick is authorized.

Paid Time Off Charged to Sick Accruals

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

1. Illness or Injury (Self)

   Personal illness and/or injury.
   Time Off Type: 'Sick'

2. Injury at Work (Self)

   Time missed when injured at work.
   Time Off Type: 'Sick' then select the 'Work Comp (Sick/Injury)' reason

3. Medical Appointment (Self)

   Employee's doctor, dentist, or other medical appointments. NOTE: Vacation should be used for wellness checkup appointments for family members.
   Time Off Type: 'Sick' then select the 'Medical Appointment' reason

4. Family Caregiving

   Staff may use accrued sick for the care and necessary attention of ill or injured members in 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 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. NOTE: Vacation is used for wellness checkup appointments for family members.
   Time Off Type: 'Family Caregiving'

5. 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,.
   Time Off Type: 'Sick' then select the 'Adoption' reason

6. 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.
   Timecard Type: 'Sick' then select the 'Funeral' reason

7. 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.
   Timecard Type: 'Sick' then select the 'Pallbearer' reason

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 an eligible UNI employee who is experiencing a catastrophic illness or injury and has exhausted their sick and vacation balances.

   More Information on the Staff Catastrophic Leave Program

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

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.

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 manager and HRS as soon as possible.