Leaves of Absence (VI.E.2)

Volume ­­VI: Human Resources
Chapter E: Leaves of Absence
Responsible Executive: Chief Financial Officer and Treasurer
Responsible Office: Office of the Vice President for Human Resources
Date Issued: January 1, 1999
Date Last Revised: January 1, 2019

TABLE OF CONTENTS

Contacts
Statement of Policy
Reason for This Policy
Individuals and Entities Affected by This Policy
Exclusions
Responsibilities
Definitions (defined terms are capitalized throughout the document)
Related Documents, Forms and Tools
Website Address for This Policy
History and Updates
Appendix

CONTACTS

Policy Clarification

Title/Office

Telephone

Email/Webpage

Office of the Vice President for Human Resources – Benefits

765-494-2222 or
877-725-0222 (toll free)

hr@purdue.edu

Campus Specific Questions

Title/Office

Telephone

Email/Webpage

Fort Wayne HR

260-481-6840

HR/OIE contact us page

Northwest HR

219-989-2251

hr@pnw.edu

West Lafayette HR Benefits

765-494-2222 or
877-725-0222 (toll free)

hr@purdue.edu

STATEMENT OF POLICY

Purdue University provides the following leaves of absence to Benefits-Eligible faculty and staff, subject to the eligibility requirements stipulated for each type of leave:

PAID VACATION LEAVE

Purdue University provides paid vacation leave to Benefits-Eligible employees primarily so they will have time away from the workplace for recreation, travel and relaxation. The University encourages faculty and staff to use this benefit for these and other similar purposes.

Academic-Year Employees

Refer to the policy on Academic-Year Employment (VI.F.12) and consult the relevant academic calendar for the timing and other terms and conditions of vacation leave for faculty and staff with academic-year appointments.

Fiscal-Year Employees

  1. Eligible employees in positions classified under Faculty, Executive, Management (levels 3-6), Professional (levels 4-6), Continuing Lecturer, Postdoctoral Researcher, Clinical Intern, and Clinical Resident who are employed on a fiscal-year basis will accrue up to 22 workdays (i.e., 176 hours) of vacation leave during each year of service.

    Eligible employees in positions classified under Management (levels 1-2), Professional (levels 1-3), and Operations/Technical who are employed on a fiscal-year basis will accrue up to 15 workdays (i.e., 120 hours) of vacation leave during the first year of service and up to 22 workdays (i.e., 176 hours) in each subsequent year of continuous service.

    The following provisions apply to paid vacation time for these employees:

    1. Vacation will accrue on a monthly basis from an employee's first day of employment as set forth in the following table, subject to the limitations in paragraphs 2 through 5 below.

      Full-time Employee Vacation Accrual

      Month

      Eligible for 15 days

      Eligible for 22 days

      January

      1

      2

      February

      1

      2

      March

      1

      1

      April

      2

      2

      May

      1

      2

      June

      1

      2

      July

      1

      2

      August

      2

      2

      September

      1

      1

      October

      1

      2

      November

      1

      2

      December

      2

      2



    2. Part-time employees will accrue vacation in direct proportion to their FTE. For example, a 0.5 FTE employee will accrue vacation at one-half the rate of accrual for a full-time employee.

    3. In the first and last months of employment, vacation accrual for a partial month in paid status will be prorated. Employees who start before the 15th of the month or terminate on/after the 15th of the month will receive their full accrual for the month. Employees who start on/after the 15th of the month or terminate prior to the 15th of the month will receive half of their accrual for the month.

    4. An employee may not accrue more than 44 days of vacation. Once 44 workdays of vacation have accrued, additional vacation may not accrue until such time as the accrued, unused vacation falls below 44 workdays.

    5. Employees will be paid their regular salary for any approved vacation leave.

  2. Eligible employees in positions classified under Administrative and Operational Support and Police, Fire and Skilled Trades accrue vacation as of their date of hire in direct proportion to the time they are in paid status. Employees are considered to be in pay status if they are working or on a paid leave of absence approved by the University.

    The following provisions apply to paid vacation time for these employees:

    1. Vacation will accrue in accordance with the following table, subject to paragraphs 2 through 5 below.

      Full-time Employee Vacation Accrual

      Years of Continuous Service

      Days

      Hours

      1

      10

      80

      2

      11

      88

      3

      12

      96

      4

      13

      104

      5

      14

      112

      6

      15

      120

      7

      16

      128

      8

      17

      136

      9

      18

      144

      10

      19

      152

      11+

      20

      160

    2. Part-time employees will accrue vacation based on the above accrual rates prorated in direct proportion to their FTE. For example, a 0.5 FTE employee will accrue vacation at one-half the rate of accrual for a full-time employee.

    3. Employees with this vacation benefit will receive an additional eight (8) hours of paid vacation leave on July 1 each year (replaces former Paid Personal Holiday). Once allotted, this day may be used under the same provisions as accrued vacation.

    4. An employee may carryover from one calendar year to the next up to 320 hours (i.e., 40 workdays) of vacation, regardless of their FTE.

    5. An employee will be paid their regular, straight-time hourly wage rate, including any shift differential, during vacation leave.

Vacation Benefit Payments

Vacation benefits will be paid in the employee's regular paycheck and will not be paid in advance. No payments will be made in lieu of taking accrued vacation, except at the time of termination.

Supplementing Other Leaves

Subject to supervisor approval, an employee may use vacation to supplement sick or other paid leaves under University policy.

Scheduling

Accrued vacation may be taken at any time during the year, provided it is approved by the employee's immediate supervisor.

Exempt employees may take vacation in increments of no less than one-half day (i.e., four hours). Non-Exempt employees may take vacation in increments of no less than one-tenth hour.

All employees must follow the appropriate steps for requesting and documenting paid vacation leave.

Interdepartmental Transfers

An employee who transfers between two departments of the University will maintain their accrued, unused vacation.

Vacation and Termination of Employment

An employee whose employment with the University terminates for any reason will be paid for their accrued, unused vacation as of the date of termination, up to the maximum allowable days, in their final paycheck. Vacation payable upon termination will not extend the employee's employment termination date. Employees may not use vacation in any manner that would extend their employment termination date.

University Holidays

If a paid holiday observed by the University occurs during an employee's vacation leave, the employee will be paid holiday pay and will not be charged for the vacation leave.

Conversion from Fiscal-Year to Academic-Year Employment

An employee who converts from a fiscal-year position to an academic-year position will be paid any unused, accrued vacation leave to the maximum allowable days in the employee’s paycheck upon converting to the academic-year position.

PAID SICK LEAVE

The University recognizes that an employee's inability to work due to medical reasons may cause economic hardship. To minimize the effect that such absences can have on an employee, the University provides paid sick leave as set forth below.

Qualifying Reasons for Paid Sick Leave

Employees may use accrued, paid sick leave for the following reasons:

  1. If they are unable to perform the essential functions of their job due to a medical reason including, but not limited to, pregnancy, childbirth or pregnancy-related medical conditions.

  2. To care for an Immediate Family Member with a medical condition.

  3. For an appointment with a Health Care Provider that could not be scheduled to occur during non-working hours.

Sick Leave Accrual, Payment and Coordination with Disability Leave

  1. Eligible employees in positions classified under Faculty, Executive, Management, Professional, Continuing Lecturer, Postdoctoral Researcher, Clinical Intern, Clinical Resident, and Operations/Technical receive sick leave as follows:

    1. Upon hire, employees receive paid sick leave in the amount that corresponds to the month in which their employment began, as outlined in the table below.

      Sick Leave Upon Hire

      Month Hired

      Sick Leave Received upon Hire (in hours)

      January

      80.0

      February

      73.5

      March

      67.0

      April

      60.0

      May

      53.5

      June

      47.0

      July

      40.0

      August

      33.5

      September

      27.0

      October

      20.0

      November

      13.5

      December

      7.0



    2. On January 1 following the employee’s hire date, the employee receives 308 hours (i.e., 38.5 workdays) of paid sick leave (see item 6).

    3. On January 1 following the employee’s one-year anniversary with the University, the employee receives 616 hours (i.e., 77 workdays) of paid sick leave (see item 6).

    4. On January 1 following the employee’s two-year anniversary with the University, the employee receives 924 hours (i.e., 115.5 workdays) of paid sick leave. Employees continue to receive this benefit level on January 1 of each subsequent year of continuous service (see item 6).

    5. Part-time employees receive sick leave in direct proportion to their FTE for all amounts listed above.

    6. If an employee is on continuous leave on January 1, the allotted paid sick leave will not be available for use until the employee returns to work. Upon return to work, the full allotment of paid sick leave will be available for use.

    7. Unused paid sick leave does not carry forward from one calendar year to the next.

    8. Employees will not be paid for any unused paid sick leave balance remaining upon termination of employment, for any reason.

    9. Sick leave is generally taken in half-day increments. If FMLA is approved for the sick leave, it may be used in increments of no less than one-hour during the FMLA leave. Sick leave is paid in the employee's regular paycheck.

    10. No paid leave may be used in conjunction with long-term disability.

  2. Eligible employees in positions classified as Administrative and Operational Support and Police, Fire and Skilled Trades accrue paid sick leave as follows: 

    1. Employees accrue paid sick leave as of their date of hire in direct proportion to the time they are in paid status. Employees are considered to be in paid status if they are working or on a paid leave of absence approved by the University.

    2. Full-time employees accrue paid sick leave at a rate of 80 hours per year. Part-time employees accrue paid sick leave in direct proportion to their FTE.

    3. Employees may carryover any accrued, unused paid sick leave from one year to the next.

    4. Employees are paid their straight-time hourly rate of pay, including shift differential, for sick leave. Sick leave is paid in the employee's regular paycheck.

    5. Except as provided in the subsequent paragraph, any accrued, unused paid sick leave remaining upon termination of employment will be forfeited.

    6. Upon retirement recognized by the University or death, an employee will be eligible to receive payment of 25 percent of all accrued, unused paid sick leave up to and including 520 hours, and payment of 100 percent of all accrued, unused paid sick leave that exceeds 520 hours. In addition, 100 percent of all accrued, unused paid sick leave will be counted toward the employee’s creditable service for retirement purposes.

    7. Once an employee who is enrolled in short term disability satisfies the waiting period, benefits from short-term disability will begin to be paid regardless of how much sick leave the employee has remaining. Short-term disability will pay 65 percent of the employee's budgeted pay. If the employee has paid sick leave remaining when short-term disability benefits begin, they may draw from sick leave to bring the pay up to 100 percent of their budgeted pay. The employee is not allowed to draw more than 100 percent of budgeted pay through short-term disability and sick leave combined.

Employee Notice Requirements

When planning medical treatment, an employee must consult with their supervisor and make a reasonable effort to schedule the leave so as not to unduly disrupt the University's operations.

If the sick leave is foreseeable, the employee must give their supervisor as much advance notice of the need for leave as is practicable under the circumstances.

If the sick leave is not foreseeable, the employee, or another person on the employee's behalf, must notify the employee's supervisor or department head as soon as practicable and consistent with any departmental rules or practices.

An employee who fails to satisfy the foregoing notice requirements may be disciplined, up to and including termination.

Medical Statement

When paid sick leave is used concurrently with Family and Medical Leave Act (FMLA) leave, the employee must satisfy the medical certification requirements of the University's FMLA policy.

When FMLA does not apply, the requirements for a medical statement are as follows:

  1. Employees must provide a medical statement to their department if their sick leave exceeds 10 consecutive workdays.

  2. The medical statement must be from the principal attending Health Care Provider and certify that either (1) the employee is unable to perform the essential functions of their job due to a qualifying reason under this policy or (2) an Immediate Family Member has a medical condition. The statement must include an estimate of when the employee will be able to return to work.

  3. An employee who fails to provide a medical statement under this policy may be denied sick leave and/or be disciplined, up to and including termination of employment.

  4. With the employee's written consent, and subject to all applicable laws, a representative of the campus HR department may contact the employee's Health Care Provider to seek updated information, clarification and authentication of the medical statement.

Return-To-Work Statement

Employees must provide a return-to-work statement to their department if their own sick leave exceeds 10 consecutive workdays. The statement must indicate the date upon which the employee has been released to return to work. It must also specify any physical or other limitations on the employee’s ability to perform regular or other duties and the duration of those limitations.

A return-to-work statement is not required if the sick leave was for an Immediate Family Member’s medical condition. 

If the employee does not provide a statement upon returning to work, reinstatement may be delayed until the employee submits a statement. If the employee fails to submit a statement within a reasonable period of time from the department's request, they may be disciplined, up to and including termination of employment.

With the employee's written consent and subject to all applicable laws, a representative of the campus HR department may contact the employee's Health Care Provider to clarify and authenticate the return-to-work statement.

Coordination with Family and Medical Leave Act

If an employee qualifies for paid sick leave and FMLA leave, the sick leave must be used concurrently with the FMLA leave, subject to the terms and conditions of the policy on Family and Medical Leave (VI.E.1).

Supplementing Workers' Compensation Leave

Paid sick leave may be used to supplement weekly wage-replacement benefits paid under worker's compensation; however, the total weekly compensation paid during the leave may not exceed the employee's normal weekly pay.

Interdepartmental Transfers

An employee who transfers between two departments of the University will maintain their unused paid sick leave.

University Holidays

If a paid holiday observed by the University occurs during an employee's paid sick leave, the employee will be paid holiday pay and will not be charged for the sick leave.

Group Health Insurance

The University will continue to pay its share of the cost of an employee's group health insurance during paid sick leave. The employee's share of the cost will be deducted from the employee's pay in accordance with normal payroll practices.

Confidentiality

All information, whether written or verbal, including, but not limited to, medical statements, return-to-work statements and notes relating to the employee's or their Immediate Family Member's health condition will be kept confidential to the maximum extent possible. All written medical information will be kept in a confidential, secure file separate from the employee's personnel file.

PAID PERSONAL BUSINESS LEAVE

The purpose of this leave is to permit employees to conduct personal business during their regularly scheduled work time.

Eligibility

Employees in positions classified under Faculty, Executive, Management, Professional, Continuing Lecturer, Postdoctoral Researcher, Clinical Intern, Clinical Resident, and Operation/Technical are eligible for paid personal business leave upon their first day of employment.

Benefit Amount

Employees may take up to three workdays (i.e., 24 hours) of paid personal business leave without loss of benefits each fiscal year. Employees will be paid their regular salary for each workday of personal business leave. Unused paid personal business leave does not carry forward from one fiscal year to the next.

Scheduling

Personal business leave may not be taken in increments of less than one-half workday (i.e., four hours).

Employees must follow the appropriate steps for requesting and recording personal business leave.

Forfeiture upon Termination

Unused, paid personal business leave will be forfeited upon termination of employment.

UNPAID PERSONAL LEAVE

Benefits-eligible employees may request unpaid personal leave. This leave is discretionary and requests will be considered in light of employee, departmental and University needs. Employee requests for unpaid personal leave require approval by the employee's supervisor and department head. Requests for more than 22 days must be reviewed and approved by Human Resources.

The University will continue to pay its share of the cost of an employee's medical insurance during unpaid personal leave. The employee must make arrangements with the University to pay their share of the premium. If the employee fails to pay their share of the premium, the University may cancel coverage, as permitted by law.

University Holidays

If a paid holiday observed by the University occurs during an employee's unpaid leave of 22 days or less, the employee will be paid holiday pay. Holiday pay will not be paid for unpaid leaves over 22 days.

OUTSIDE ACTIVITIES LEAVE

The policy on Conflicts of Commitment and Reportable Outside Activities (III.B.1) specifies the number of days tenured and tenure-track Faculty may be approved to consult. For all other situations, employees may use paid vacation leave or unpaid personal leave for their approved outside activities. The appropriate steps must be followed to document which type of leave is used.

PAID AND UNPAID MILITARY LEAVE

Purdue University provides paid and unpaid military leave to eligible employees consistent with the requirements of state and federal law including, but not limited to, the Uniformed Services Employment and Re-Employment Rights Act (USERRA). Where this policy provides that an employee is eligible to be paid during military leave, this policy governs.

Eligibility

All USERRA-eligible employees are entitled to take military leave. Temporary Employees are not eligible for military leave, except as may be authorized by the employee's department head or director.

Military leave will be granted for (1) voluntary or involuntary service in the Army, Air Force, Navy, Marines, Army National Guard and Air National Guard when engaged in active duty for training or (2) full-time National Guard duty, the commissioned corps of the Public Health Service, and any other category of service designated by the President of the United States in time of war or national emergency.

Paid Military Leave

Eligible employees who also are Benefits-Eligible are entitled to 15 workdays (as defined by their work schedule) of paid military leave without loss of benefits each calendar year. Travel time required to report to the location of military duty is included in the 15-day allowance.

Exempt employees will be paid their regular salary in their paycheck for each workday of paid military leave. Non-Exempt employees will be paid their straight-time hourly rate of pay in their regular paycheck for each workday of paid military leave.

Paid military leave may not be taken in increments of less than one-half workday. For Exempt employees, one-half workday is four hours. For Non-Exempt employees, one-half workday is defined by their work schedule.

Unpaid Military Leave

Military leave exceeding 15 workdays in a calendar year will be unpaid, except for where Military Differential Pay applies.  

Paid Military Differential

In the instance that a Benefits-Eligible employee’s military pay is less than their regular salary, including shift differential, the University will pay the difference in salary from day 31 through 24 months of leave, upon the employee’s request. This differential pay is paid through the employee’s regular payroll cycle.

Employee Notice of Need for Leave

All employees should request military leave by following the appropriate steps for requesting and documenting leave, if possible. However, military leave will not be denied if an employee gives at least verbal notice to his or her department. Further, no notice is necessary where circumstances make giving notice impossible or unreasonable or giving notice is precluded by military necessity. Employees are required to provide to their departments a copy of their official orders to report for military leave, if not prior to leave, at least upon return from military leave.

Employee Reinstatement

An employee is eligible for reinstatement upon return from paid or unpaid military leave if:

  1. The employee was discharged under honorable conditions;

  2. The employee applied for reinstatement within the time frames specified below;
  3.  
  4. The employee's cumulative military leave while working at the University, as calculated under USERRA, did not exceed five calendar years; and

  5. The employee gave advance notice of the need for leave as required under this policy.

The time frames within which employees need to apply for reinstatement to their department are outlined below.

  1. If the period of military service was 1-30 calendar days, the employee must report to work no later than the beginning of the first full, regularly scheduled work period following completion of service (plus an eight-hour period following the employee's transportation to their residence).

  2. If the period of military service was 31-180 calendar days, the employee must submit an application for reinstatement to the University no later than 14 calendar days after the completion of service.

  3. If the period of military service was 181 calendar days or more, the employee must submit an application for reinstatement to the University no later than 90 calendar days after their completion of service.

  4. If the employee was hospitalized or convalescing from an illness or injury incurred or aggravated during service, the employee must report to the University or submit an application for reinstatement to the University at the end of the necessary recovery period (normally, not to exceed two years).

Notwithstanding an employee's eligibility for reinstatement as described above, an employee will not be reinstated if:

  1. The University's circumstances have changed such that reinstatement is impossible or unreasonable; or

  2. In the case of a disabled employee, reinstatement would impose an undue hardship on the University.

The position to which an employee will be reinstated depends upon the length of military service and their ability to perform the duties of the job as set forth below:

  1. If the military service was 90 calendar days or less, the employee will be placed in the job they would have had but for the leave, provided that the employee is qualified to perform the job duties. If the employee is not qualified to perform the duties of the job, the University will make reasonable efforts to qualify the employee for the job. If such efforts are unsuccessful, the employee will be reinstated to the job they held when leave began.

  2. If the military service was 91 calendar days or more, the University will place the employee in the job they would have had but for the leave or a position of similar seniority status and pay that the employee is qualified to perform. If the employee is not qualified to perform the job they would have had but for the leave, the University will make reasonable efforts to qualify the employee. If such efforts are unsuccessful, the employee will be placed in the job they had when leave began, or a position of like seniority, status and pay that the employee is qualified to perform.

  3. If an employee is not re-employed under the conditions listed above, they must be re-employed in any other position that most closely approximates the job they would have had but for the leave and then the job they had when the leave began.

  4. If a disability sustained, aggravated or manifested while an employee was in military service prevents them from performing a job to which they would otherwise be entitled under this policy, the University will employ the employee in either:
    1. A position of equivalent seniority, pay and status for which they are qualified or could become qualified with reasonable training efforts by the University; or

    2. A position that most closely approximates a position of equivalent seniority, pay and status.

The University may terminate an employee who is not eligible to be reinstated under this policy.

Compensation and Length of Service

Employees on military leave without pay will receive any across-the-board compensation adjustments that they would have received if they had not been on leave. If a compensation increase is tied to skill, ability or qualifications and the employee's department determines that the employee's skill and performance upon returning to work measure up to those of other employees who have received merit increases, the employee will be given an increase.

An employee's length of service will accrue during military leave.

Benefits

Employees who are reinstated upon returning from military leave without pay are entitled to all seniority-based benefits they had when their leave began plus any seniority-based benefits that would have accrued but for their leave. Employees who are reinstated upon returning from military leave without pay are entitled to the same level and extent of non-seniority-based benefits they would have received on a non-military leave of absence.

Group Health Insurance

Generally, health insurance is provided by the military during active service. However, subject to the requirements listed below, an employee may continue to receive University-provided health insurance (includes both medical and dental insurance) for up to 24 months from the date military leave begins, or until the deadline for applying for reinstatement expires, whichever occurs first.

  1. If the military leave is 30 calendar days or less, employees may continue to receive health insurance coverage by paying their portion of the insurance premium.

  2. If the military leave exceeds 30 calendar days, employees may continue their insurance coverage through COBRA by paying the full premium, which includes the University's portion and the employee's portion plus a 2 percent administrative fee.

Other Insurance and Benefits

The following benefits do not continue during an employee's military leave without pay:

  • Term life insurance
  • Accidental death and dismemberment insurance
  • Long-term disability
  • Short-term disability
  • Health Savings Account and Flexible Spending Account
  • Voluntary benefits

Paid Sick Leave and Vacation Leave

Upon reinstatement, seniority-dependent provisions of paid sick leave and vacation leave will be calculated as if the employee was actively employed and/or in paid status during the military leave.

Holiday Pay

Holiday pay will not be paid during unpaid military leave lasting more than 22 days.

Retirement Plans

Upon reinstatement, employees participating in PERF will be given creditable service for military leave.

Upon reinstatement, employees participating in any other University-sponsored retirement plan will receive credit towards their applicable waiting period and vesting period for any time on military leave.

Substituting Paid Vacation Leave

Employees are permitted to use accrued, unused paid vacation leave during unpaid military leave. The University, however, may not require employees to use any accrued, unused paid leave during unpaid military leave.

Termination for Just Cause

Employees whose military service was 31-180 calendar days may be terminated during the first six months following their return to work only for just cause.

Employees whose military service was 181 calendar days or more may be terminated during the first year following their return to work only for just cause.

JURY DUTY AND WITNESS DUTY LEAVE

Purdue University provides paid and unpaid jury duty leave and witness duty leave to eligible employees as set forth below so that they may fulfill their civic duties competently and reliably.

Eligibility

This policy applies to all Benefits-Eligible employees of the University. These employees are eligible for paid jury duty leave without loss of benefits when they are involuntarily summoned to serve as a juror in any federal, state, or county court or a federal or state administrative agency. Similarly, any such employee involuntarily summoned to appear as a witness in any federal, state, or county court or a federal or state administrative agency will be eligible for paid witness duty leave without loss of benefits.

An employee who is a defendant in a criminal proceeding or an employee who appears as an expert witness is not eligible for paid jury duty or witness duty leave.

Amount of Benefit

Exempt employees will be paid their regular salary for each workday of leave. Non-Exempt employees will be paid their the straight-time hourly rate of pay as per the documented work schedule on the day of leave for each workday of leave, excluding overtime.

Paid leave will not be offset by any per diem compensation for jury service paid to the employee. The benefit will be paid in the employee's regular paycheck.

Notice and Verification

Employees summoned to serve as a juror or as a witness must notify their supervisor immediately and provide the supervisor with a copy of the summons upon request.

Upon completion of jury duty or witness duty, employees must furnish their supervisor with official verification that the leave was due to jury service or witness service. Employees must follow the appropriate steps to record the leave.

Postponement of Service

The University will make no attempt to have an employee's service on a jury postponed, except when business conditions necessitate such action.

Right to Reinstatement

An employee will be reinstated to the same position they held when the leave began, unless the position has been eliminated due to business necessity or the employee is otherwise unable to perform the essential functions of the job, with or without reasonable accommodation, as required by law.

PAID BEREAVEMENT LEAVE

Purdue University recognizes that a time of bereavement is very difficult for an employee. The University provides paid bereavement leave to eligible employees to ensure that they are able to attend to such matters.

Eligibility

This policy applies to all Benefits-Eligible employees of the University.

Benefit Allowances

  1. Employees are eligible for up to five (5) workdays of paid bereavement leave over six (6) consecutive calendar months for the death of the employee's spouse, parent, child, grandparent, great grandparent, grandchild, or sibling, and corresponding in-law or step-relative of the employee's spouse.

  2. Employees are eligible for up to five (5) workdays of paid bereavement leave over six (6) consecutive calendar months for the death of the employee's uncle, great uncle, aunt, great aunt, niece, great niece, nephew, great nephew, cousin, or corresponding relative of the employee's spouse, if the relative lived in the employee's home.

  3. Employees are eligible for up to one (1) workday of paid bereavement leave for the death of the employee's uncle, great uncle, aunt, great aunt, niece, great niece, nephew, great nephew, cousin or corresponding relative of the employee's spouse, if the relative did not live in the employee's home.

  4. Employees are eligible for up to one (1) workday of paid leave to attend the funeral of a fellow employee, subject to the staffing needs of the employee's department as determined by the head of the department.

Amount of Benefit

Exempt employees will be paid their regular salary for each workday of leave. Non-Exempt employees will be paid their straight-time hourly rate of pay, including shift differential, as per the documented work schedule on the day of leave for each workday of leave, excluding overtime. The benefit will be paid in the employee's regular paycheck.

Requests for Leave

Paid bereavement leave must be requested by following the appropriate steps for requesting and documenting leave. Supporting documentation is not normally required.

WORKER'S COMPENSATION LEAVE

Purdue University provides worker’s compensation benefits to eligible employees as required by the Indiana Worker’s Compensation Act and the Occupational Diseases Act (jointly "the Act"). Generally, under the Act, an injured employee is eligible to receive weekly wage replacement benefits (temporary total disability benefits), medical benefits and benefits for any permanent partial impairment or permanent total disability caused by a work-related injury or illness.

Eligibility

All University employees are eligible for worker’s compensation benefits. Eligible employees will receive worker’s compensation benefits if they sustain an injury or illness that arises out of and in the course of their employment as provided under the Act.

Reporting an Injury or Illness

Any employee who sustains an injury or illness that they believe may be work-related must report the injury or illness to their supervisor immediately. Failure to report an injury or illness promptly may result in the University denying the employee's claim for worker’s compensation benefits.

Reinstatement

The University will normally reinstate employees on worker’s compensation leave for 12 continuous months or less to their regular position if they can perform the essential functions of the job, with or without reasonable accommodation as required by law. If the employee is on leave more than 12 continuous months, the University will terminate the employee's employment, as permitted by law. The employee will continue to receive worker’s compensation benefits as required under the Worker’s Compensation Act, regardless of their right to reinstatement or employment status.

Return-To-Work Statement

Subject to certain exceptions, which can only be granted by Human Resources, employees must provide to their department a return-to-work statement from the employee's principal attending Health Care Provider. The statement must indicate that the employee has been released to return to work. It must also specify any physical or other limitations on the employee's ability to perform regular or other duties and the duration of those limitations.

Weekly Wage Replacement Benefits

An employee on worker’s compensation for more than 21 days will receive a weekly wage replacement benefit in lieu of their regular pay. An employee may use accrued, unused paid sick leave and vacation leave to supplement the weekly wage replacement benefit; however, the total weekly compensation paid during the leave may not exceed the employee's normal weekly pay. The employee must request supplemental leave by following the appropriate steps for requesting and documenting leave.

An employee on worker’s compensation leave will receive holiday pay from the University if an official holiday occurs within the first 21 days of leave. Once the weekly wage replacement benefit begins, the employee is no longer eligible for holiday pay from the University.

Coordination with Family and Medical Leave

If an employee qualifies for worker’s compensation leave and FMLA leave, the two leaves will run concurrently. The employee must meet the requirements of both leave policies while the leaves are running concurrently and upon returning to work. If the employee exhausts their FMLA leave and remains on worker’s compensation leave, the worker’s compensation leave policy will govern the leave including, but not limited to, the employee's right to be reinstated. If the employee is no longer eligible for worker’s compensation leave, but continues to be eligible for FMLA leave, the FMLA leave policy will govern.

Confidentiality

All matters relating to an employee's medical condition or treatment will be kept confidential to the maximum extent possible. All medical documentation will be filed in the employee's confidential, secure medical file, separate from the employee’s personnel file.

LEAVE WITHOUT NOTICE

An employee who fails to notify their supervisor or department head of the reason for their absence from work for three consecutive workdays may be considered to have abandoned their job and may be separated from the University on that basis.

DEVIATION FROM LEAVE POLICIES

Any deviation from the leave policies described in this policy requires approval by an executive vice president, vice president, vice provost or chancellor, or their designees, unless the leave policy in question specifically authorizes or requires otherwise.

REASON FOR THIS POLICY

The University recognizes the need for employees to take time away from their University responsibilities for various reasons. This policy sets forth a consistent method for utilizing various types of leave and promotes compliance with applicable laws and regulations.

INDIVIDUALS AND ENTITIES AFFECTED BY THIS POLICY

All campuses, colleges, schools, departments, offices, units and employees of the University.

EXCLUSIONS

This policy does not apply to individuals who are not paid through the University’s payroll. Graduate Student Staff are not mentioned in this policy, but may be eligible for some of the leaves contemplated in this policy. Refer to the standard on Graduate Student Staff Benefits (S-3) for eligibility requirements and benefit limitations.

RESPONSIBILITIES

Human Resources

  • Administer this policy.
  • Provide guidance to employing departments and supervisors regarding the requirements of this policy.
  • Review and make determinations on requests for more than 22 workdays of unpaid leave.

Supervisors and Department Heads

  • Review and make determinations in a timely manner on requests for leaves outlined in this policy.
  • Consult with Human Resources with questions regarding the application of this policy.

Employing Departments

  • Ensure all provisions for an employee’s reinstatement following a return from leave are met.
  • Consult with Human Resources with questions regarding the administration of leaves described in this policy.

Employees

  • Request and take leave in accordance with this policy.
  • Provide requested documentation to support a leave, as applicable.

DEFINITIONS

All defined terms are capitalized throughout the document. Refer to the central Policy Glossary for additional defined terms.

Administrative and Operational Support
See the policy on Terms and Conditions of Employment of Staff (VI.F.5).

Benefits-Eligible
An employee of the University who meets one of the following criteria:

  1. Employed half-time or more on a continuing basis in a position expected to last for more than one year that is classified under Faculty (except Visiting Faculty, see item 2); Executive; Management; Professional; Operations/Technical; Continuing Lecturer; Administrative and Operational Support; or Police, Fire and Skilled Trades.
  2. Employed full-time in a position classified as Visiting Faculty, Postdoctoral Researcher, Clinical Intern or Clinical Resident that is expected to continue for a semester (5 months) or longer.

Clinical Intern
See the policy on Terms and Conditions of Employment of Postdoctoral Researchers, Clinical Residents and Clinical Interns (VI.F.13).

Clinical Resident
See the policy on Terms and Conditions of Employment of Postdoctoral Researchers, Clinical Residents and Clinical Interns (VI.F.13).

Continuing Lecturer
See the policy on Terms and Conditions of Employment of Lecturers (VI.F.4).

Executive
See the policy on Terms and Conditions of Employment of Staff (VI.F.5).

Exempt
An employee who is not subject to the overtime provisions of the Fair Labor Standards Act.

Faculty
For the purposes of this policy, tenured and tenure-track faculty, research faculty, clinical/professional faculty and Visiting Faculty.

FTE
The full-time equivalent of an employee’s appointment, with one (1) being full time.

Health Care Provider
An individual who meets one of the criteria below.

  1. A doctor of medicine or osteopathy who is authorized to practice medicine or surgery by the state in which the doctor practices.

  2. Podiatrists, dentists, clinical psychologists, optometrists and chiropractors authorized to practice in the state and performing within the scope of their practice as defined under state law.

  3. Nurse practitioners, nurse-midwives and clinical social workers who are authorized to practice under state law and who are performing within the scope of their practice as defined under state law.

  4. Christian Science practitioners listed with the First Church of Christ, Scientist in Boston, Massachusetts.

  5. Any health care provider from whom the University or the University's group health plan's benefits manager will accept certification of the existence of an injury or illness to substantiate a claim for benefits.

  6. A health care provider as defined above who practices in a country other than the United States, who is licensed to practice in accordance with the laws and regulations of that country.

Immediate Family Member
The employee’s spouse, parent, child, grandparent, grandchild, sibling, corresponding in-law and step-relative, and any other relative residing in the employee’s home.

Management
See the policy on Terms and Conditions of Employment of Staff (VI.F.5).

Non-Exempt
An employee who is subject to the overtime provisions of the Fair Labor Standards Act.

Operations/Technical
See the policy on Terms and Conditions of Employment of Staff (VI.F.5).

Police, Fire and Skilled Trades
See the policy on Terms and Conditions of Employment of Staff (VI.F.5).

Postdoctoral Researcher
See the policy on Terms and Conditions of Employment of Postdoctoral Researchers, Clinical Residents and Clinical Interns (VI.F.13).

Professional
See the policy on Terms and Conditions of Employment of Staff (VI.F.5).

Temporary Employees
Individuals employed with the University, whether part-time or full-time, in a position that is not expected to continue for more than one year. For the purposes of this policy, Temporary Employees also include individuals with appointments of less than full-time as Visiting Faculty, Postdoctoral Researchers, Clinical Interns and Clinical Residents.

Visiting Faculty
This term includes individuals employed by the University who hold the title visiting instructor, visiting assistant professor, visiting associate professor or visiting professor.

RELATED DOCUMENTS, FORMS AND TOOLS

Other types of leaves of absence are described in the following policies:

Other policies and standards referenced:

University Holiday Pay Procedures (PDF)

WEBSITE ADDRESS FOR THIS POLICY

www.purdue.edu/policies/human-resources/vie2.html

HISTORY AND UPDATES

January 1, 2019: Title of this policy changed from Leave for Faculty, Continuing Lecturers, and Administrative, Professional, Clerical, and Service Staff. The Revised and New Leave of Absence Policies for Faculty, Continuing Lecturers, and Administrative and Professional Staff (Executive Memorandum No. C-46) and the Revised and New Leave of Absence Policies for Clerical and Service Staff (Executive Memorandum No. C-45) both dated January 1, 1999, are superseded and subsumed by this policy. Changes include:

  1. References to employment classifications updated.
  2. Removed/consolidated language from the scope sections of each leave type into the eligibility sections for clarification. Added definition for “Benefits-Eligible,” and inserted the term to replace references to “regular” employees.
  3. In the section on Fiscal-Year Employees under Paid Vacation Leave, removed the requirement for three months employment before use of the benefit. Under item I of that section, removed the requirement that the employee be in paid status for accrual and clarified that prorated accrual only applies to the first and last months of employment. Under item II of that section, removed the reinstatement of accrued, unused vacation time following breaks in service and added an additional day of vacation to replace the paid personal holiday.
  4. Paid sick leave to care for Immediate Family Members will be counted by calendar year instead of fiscal year, and eliminated the 10-day maximum. Removed the section on right to reinstatement following a paid sick leave. Under item I of the section on Sick Leave Accrual, Payment and Coordination with Disability Leave, changed the maximum allowance to a simplified calendar-year benefit and removed the continuous service requirement. Added a prorated schedule for the allotment of paid sick leave during the first year of employment.
  5. Eliminated limits for the use of paid personal business days.
  6. Simplified the sections on unpaid personal leave and outside activities leave.
  7. In the section on Paid and Unpaid Military Leave, added provisions for paid military differential and updated the service credit for employees with PERF.
  8. Removed the eight-hour maximum from the jury duty and witness duty leave.
  9. Simplified language in the worker’s compensation section, and removed the provision for accrual of paid sick leave and vacation leave while on worker’s compensation leave.
  10. Removed the statement that continuous leave may not exceed one calendar year.
  11. Added a section on leave without notice.

January 1, 2017: References to Domestic Partner were removed in accordance with the Board of Trustees resolution of December 19, 2015.

July 1, 2015: The Benefit Allowance section under Paid Bereavement Leave was updated to clarify the relatives each level of leave applies to and to reflect a change in days for immediate family, relatives living in the employee’s home and fellow employees.

November 18, 2011: Policy number changed to VI.E.2 (formerly IV.10.2).

August 1, 2006: The Group Health Insurance section of the procedures for Paid and Unpaid Military Leave was updated.

April 15, 2005: Policy IV.10.2 was created to supersede Executive Memorandum C-47, dated January 1, 1999. Executive Memorandum C-47 became outdated when the Family and Medical Leave Act (FMLA) provisions it contained were rewritten and issued in Policy IV.10.1. This policy supersedes the following:

  • Executive Memorandum C-47, dated January 1, 1999
  • Executive Memorandum C-38, dated July 21, 1995
  • Executive Memorandum C-30, dated October 8, 1993
  • Executive Memorandum B-22, dated October 31, 1973
  • Business Office Memorandum No. 188, dated November 8, 1991
  • Business Office Memorandum No. 74, dated May 3, 1962

APPENDIX

There are no appendices to this policy.

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