7.07 / Time and Leave Policies

  1. Preamble

    Time and leave policies are established in accordance with federal, state and University regulations and policies and are subject to review and audit.

  2. Policy

    1. Work Schedule

      The normal work schedule is a total of 40 hours per week.

    2. Workweek

      The workweek is Sunday through Saturday. The normal workweek for all hourly University employees is 40 hours during a given seven-day period. The standard work day for each full-time University employee is eight hours.

    3. Time in Pay Status

      Time in pay status may include the following: Approved vacation leave, sick leave, compensatory time, jury duty, donor leave, funeral (bereavement) leave, the military reserve for annual active duty training, state or national training, leave to attend official meetings and other authorized leave with pay, holidays, and the discretionary holiday when authorized by the governor.

    4. Leave Without Pay

      Exempt employees cannot have leave without pay for less than a full day (8 hours).

    5. Leave Requests

      Requests for leave should be approved by the supervisor prior to actual dates. When an employee is off work (on leave) for three days or longer (other than regularly scheduled vacation leave), the department submits a letter or memorandum to the Office of Human Resources (OHR) with the appropriate leave papers (e.g., military papers or physician statements) attached.

      Approved leave is considered authorized. Authorized leave with and without pay can be approved for the following reasons: donor leave, military leave, jury duty, childbearing, employee's illness, temporary disabilities, birth of employee's child, adoption of a child by an employee, the initial placement of a foster child in the home of the employee, care for a family member who has a serious health condition, or other sufficient reason when the appointing authority deems it to be in the best interest of the University. Medical leave for a regular employee will not exceed one year; leave for a probationary employee will not exceed 180 days.

      Unauthorized leave will be grounds for disciplinary action up to and including dismissal. The supervisor should contact the Office of Human Resources for assistance with procedures for unauthorized leave.

    6. Time Change

      Central Daylight Savings - Spring - The employees on 3rd shift that work only seven hours should show eight hours working.

      Central Standard Time - Fall -The employees on 3rd shift that work nine hours, because of the time change, should show nine hours worked (one extra hour).

    7. Call-in/Call-back

      Non-exempt employees may be called in to work on a regular day off or may be called back to work after a regular work schedule.

      An employee who is eligible to receive overtime will receive compensatory time, or if approved, in advance, by the budget officer, will be paid at the appropriate rate of pay for the hours worked. The employee shall be paid for a minimum of two hours unless the employee was on stand-by when called in or called back, or if the employee was called in or called back during the two-hour period immediately prior to the beginning of the employee's next regularly scheduled work shift. Only the hours actually worked shall be credited in determining eligibility for overtime compensation.

    8. Stand-by

      Stand-by time is defined as a period of time outside an employee's regularly scheduled work hours during which the employee is required, at the discretion of the University, to be available within a specified response time. Stand-by assignments will be limited to work situations where a probability of emergency recall exists.

      A non-exempt employee will be compensated at the rate of $2 per hour for each hour the employee is required to serve on stand-by status. An employee on stand-by who is called in to work will be compensated for the hours actually worked at the appropriate rate of pay. The $2 per hour stand-by compensation will not be paid for hours actually worked. Only the hours actually worked will be credited in determining eligibility for overtime compensation. An employee on stand-by who is not available when called and who does not present reasonable justification will lose stand-by compensation for that stand-by period.

    9. Rest Periods

      Individual departments have the responsibility for setting and maintaining standards relating to departmental employees' rest periods. Practices relating to employees' rest periods may vary between departments. Rest periods should not exceed 15 minutes during each half day of work. Travel time from and to the work area is included in the 15 minutes rest period. Rest period time may not be used to adjust work schedules or be accumulated for future use.

    10. Absence Reporting

      It is the University's policy to require that employees report expected and unexpected absences and that an expected date of return be provided. However, an individual department may impose additional absence reporting requirements that are appropriate to the efficient conduct of the department.

      Unauthorized and unexplained absence from work for a period of five workdays is considered abandonment of the job and is a presumed resignation. OHR will inform the employee by certified U.S. mail of the requirement to report the absence and the consequence of not reporting.