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Purdue University Executive Memoranda Master Listing

PURDUE UNIVERSITY
OFFICE OF THE PRESIDENT
EXECUTIVE MEMORANDUM No. C-38
(Supersedes Executive Memorandum B-22 for Purposes of Military Leave and
Business Manager and Assistant Treasurer's Memorandum No. 59)

July 21, 1995
To: Vice Presidents, Chancellors, Deans, Directors, and Heads of Schools, Divisions, Departments, and Offices
Re: Military Leave Policy

General Policy Statement:

Paid military leaves are granted for all regularly-employed faculty and staff who are under authority to report for duty for 15 days or less in any calendar year. Leaves without pay are granted to all regularly-employed and provisional faculty or staff called to report for more than 15 days. To be eligible for military leave, qualifying faculty and staff must give the University advance notice of the leave. Eligibility for employment reinstatement following a military leave is in accordance with state and federal laws. Upon reinstatement, the faculty or staff member's compensation, benefits, retirement eligibility, and length of service will reflect as though he or she had been continuously employed during the service leave period.

Military Leave With Pay:

All regularly-employed faculty and staff who are members of the Indiana National Guard, or members of the reserve components or retiree personnel of the naval, air, or ground forces of the United States, and who are under authority to report for 15 days or less, are entitled to a leave of absence for military duty. Such leave is available without loss of benefits, time, or pay not to exceed 15 regular work days in any calendar year. Travel time required for reporting to the place of military duty is included in the 15-day allowance.

To be eligible for military leave with pay, a qualifying faculty or staff member must give the University advance written or verbal notice of the leave. This requirement is waived if the giving of such notice is precluded by military necessity or is otherwise impossible or unreasonable.

Military Leave Without Pay:

The University will grant extended military leave of absence, without pay, to any regularly-employed faculty and staff member performing active military or national defense service extending beyond 15 days. Cumulative military leave is limited to five years. Most types of military service count toward this limit; however, active duty during a war or declared national emergency or in support of a critical mission do not count toward the limit.

To be eligible for military leave without pay, a qualifying faculty or staff member must give the University advance written or verbal notice of the leave. This requirement is waived if the giving of such notice is precluded by military necessity or is otherwise impossible or unreasonable.

Reinstatement of Employment:

Upon completion of military service, the faculty or staff member is entitled to be reinstated to the position held prior to military leave or to a similar position for which he or she qualifies. Upon reinstatement, the faculty or staff member's compensation, benefits, retirement eligibility, and length of service will reflect as though he or she had been continuously employed during the service leave period. Compensation will reflect any merit increases and annual across-the-board pay adjustments that reasonably would have been expected to take effect if the person had not been on leave.

To be eligible for reinstatement, faculty and staff must apply for reinstatement within the time frames outlined below:

After completing military service of 30 or fewer days, the faculty or staff member is entitled to a period allowing for safe transportation from the place of service to the place of residence, plus eight additional hours. Beginning with the first full, regularly-scheduled work day after this period, the faculty or staff member is to report to the University.

After completing military service of 31 - 180 days, the faculty or staff member must apply for reinstatement no later than 14 days after military service is completed.

After completing military service of 181 days or more, the faculty or staff member must apply for reinstatement no later than 90 days after military service is completed.

If, through no fault of the employee's own, it is impossible or unreasonable for the employee to apply for reinstatement within the prescribed period, he or she may report as soon as possible following the period, without forfeiting his or her reinstatement rights.

Protection From Discharge Period:

Upon reinstatement, the employee is protected from discharge without cause for a period of time tied to the length of military service. One year of protection is provided if the period of military service was more than 180 days. Six months protection is provided for military service of 31 to 180 days. There is no protection period for military service of less than 31 days.

Benefit Coverage While On Unpaid Leave:

The following information should prove helpful for general planning; however, affected individuals are encouraged to contact the Personnel Services - Compensation and Benefits office to determine the status of their benefit programs.

Group Insurance:

Health insurance for the employee is provided by the military during active service. Employees serving a military period of less than 31 days, who wish to continue or reinstate health insurance with the University, may do so by paying the usual employee cost. Employees serving for a period of 31 days or more may continue or reinstate their University health coverage by paying the full cost, including the University's portion. Employees may continue or reinstate University health coverage for 18 months from the date military leave began, or until the end of the allowable period for applying for reinstatement, whichever is less.

Term life, personal accident, and dependent life insurances, and long term disability, short term disability, and flexible spending account programs cease during military leave without pay; however, the employee does not need to satisfy an additional waiting period for coverage to be effective upon return to active employment status.

Holiday, Vacation, and Sick Leave Pay:

Holiday pay, vacation pay, and sick leave pay will not accrue during military leave without pay.

PERF:

Upon reinstatement, creditable service will be given for a military leave of absence totaling six months or less during any four consecutive years.

TIAA/CREF:

Upon reinstatement, time served during the military leave will be credited toward satisfying any TIAA/CREF waiting period.

Questions:

At the West Lafayette campus, questions regarding this policy should be directed to the human resource service teams, Personnel Services. Faculty and staff at Calumet, Fort Wayne, and North Central campuses should direct questions to their campus personnel office.

Steven C. Beering
President