Human Resources Policy Manual

<<  Section 17: Leave of Absence Without Pay  >>

  1. General Policy
  2. Eligibility
  3. Accrual and Use of Paid Leave
  4. Procedure
  5. Replacement

  1. General Policy

    1. This section applies only in situations where the requested absence does not qualify for Family and Medical Leave.

    2. Leaves of absence without pay are granted at the discretion of the department head except in instances where a leave of absence is governed by law or University policy, e.g. Family and Medical Leave. In deciding whether to grant a request for an unpaid leave of absence, a department head will take into consideration (a) department needs, (b) whether the extended absence of the staff member will adversely affect the operation of the department, (c) the ability to recruit temporary staff with the requisite skills to replace the staff member during the period of absence, and (d) whether the staff member has presented a compelling need for the leave of absence.

    3. Leaves of absence can be used only in cases where individuals plan to return to the University following the leave. Limited time, temporary and casual staff are not eligible for leave of absence.

    4. Staff members on leaves of absence without pay exceeding thirty (30) calendar days will have their annual salary review dates adjusted accordingly, or their salary increases prorated.

    5. A staff member on leave of absence without pay may not engage in employment outside the University during the period of absence, unless there is written agreement by the department prior to granting the leave of absence. Violation of this provision will result in termination of employment with the University for abandonment of position. Termination date will be the last day worked.


  2. Eligibility

    1. Leaves of absence without pay granted to full-time and part-time staff members employed less than twelve (12) months cannot exceed 30 calendar days.

    2. Leaves of absence without pay granted to full-time staff members and part-time staff members who have been continuously employed by the University in a regular status for at least twelve (12) months can exceed 30 calendar days.

    3. A department head may grant a leave of absence without pay for a period of 90 calendar days or less. A leave of up to one year may be granted with the concurrence of the appropriate vice president or dean.

    4. A department head may grant a leave of absence in excess of one year with the concurrence of the appropriate vice president or dean and approval of the Senior Vice President for Finance and Administration or the Senior Vice President for Academic Affairs, as appropriate, if it is deemed to be in the interest of the University to grant such a leave.

    5. Time away from the University under the circumstances described in 1-4 above will be credited as University service under the University retirement plans to the extent that the leave does not exceed three years and the employee returns to employment with the University at the end of the leave of absence.


  3. Accrual and Use of Paid Leave

    1. The supervisor may require that the staff member use accrued vacation leave before granting a leave of absence without pay, except when a leave of absence is granted for military service.

    2. Sick and vacation leave does not accrue during a leave of absence without pay that exceeds 11 working days during a calendar month.

    3. Staff members on leaves of absence without pay are not paid for holidays that occur during the leave.


  4. Procedure

    1. Staff members must request a leave of absence without pay in writing through their supervisors, as early as possible, informing them as to the cause and duration of the requested absence.

    2. Upon receipt of a request for a leave of absence without pay, the manager / supervisor should consult with the Divisional Human Resources staff or designated Human Resources Manager before approving a request.

    3. To continue personnel benefits while on leave of absence without pay for more than 30 days, a staff member must make prior arrangements with the divisional Human Resources Office.

    4. It is the staff member's responsibility to contact the supervisor at least two (2) weeks prior to the expiration of the leave to indicate readiness to return to work.


  5. Replacement

    1. A position vacated by a staff member on an approved leave of absence without pay for 90 days or less cannot be filled with a regular replacement unless the department head gives the staff member a letter prior to the beginning of the leave stating that the position may be filled. Otherwise, only a temporary replacement can perform the duties and responsibilities of the position. The returning staff member will be restored to the former position unless the job has been filled by a regular staff member in accordance with the letter from the department head or the position has been terminated due to the lack of funds or abolishment.

      If the staff member is on an approved leave of absence without pay for a period exceeding 90 days, the position may be filled by a regular replacement unless the department head gives the staff member a letter prior to the leave stating otherwise. If the previously held position or a comparable position is not available in the granting department at the end of the leave, the staff member may apply for any open position. If no position is available or the staff member has not found another position within the University by the end of the approved leave, the staff member will be terminated. Individuals rehired by the University within (six) 6 months following termination retain all benefits eligibility from the prior date of employment.