Note: Annual leave accruals are pro-rated based upon FTE for non-exempt employees. For example, a new employee with a .75 FTE could accrue up to 72 annual leave hours per year (96 x .75 = 72).

Exempt (Salaried) Non-Bargaining Employees
Annual Leave Accrual Rates Based on 1.0 FTE

Years of Service	Months of Service	Hours Accrued per Year
0 – 5	0 – 60	160
6 – 10	61 – 120	176
11 – 20	121 – 240	192
20 +	241 +	200

Note: Annual leave accruals are pro-rated based upon FTE for exempt employees. For example, a new employee with a .75 FTE could accrue up to 120 annual leave hours per year (160 x .75 = 120).

 

Maximum accrual limit

You may accumulate annual leave hours up to a maximum of 240 hours.

Overtime

Annual leave does not accrue on overtime hours worked. Annual leave accrues only on straight-time (non-overtime) hours worked.

Emergency usage

Employees may be granted annual leave pay without the normal prior supervisory approval, provided the supervisor agrees that the absence was due to a bona fide emergency.

Exceeding accrual balance prohibited

Annual leave usage can, at no time, exceed an employee's accrual balance.

Separation and retirement

The balance of all accrued annual leave is paid to employees upon discharge, termination, resignation, or retirement. Management reserves the right to schedule the employee to use annual leave prior to the effective date of separation or retirement, depending on operational needs and departmental budget restrictions.

Rehire

Prior service credit may be given to employees who have separated from University employment and are later rehired. Those prior years of service are included to determine the employee's total "Years of Service" on the annual leave accrual table. The employee's annual leave accrual rate will be determined by the accrual schedule in effect at date of rehire.

Death

Should you die while a University employee, the accrued annual leave balance is paid to the stated beneficiary, if living, or otherwise, to the estate.

Religious holidays

Employees may use annual leave to celebrate religious holidays on days when the University operates under normal business hours.

Pro-rated accruals

Sick leave accruals are pro-rated based on straight-time hours paid for non-exempt (hourly paid) employees and FTE for exempt (salaried) employees.

Approved uses

1. You may use sick leave for illness and doctor or dentist appointments for you or for an immediate family member, provided that family member lives in your household. "Immediate family member" is defined as the:
   • Employee's current spouse
   • Employee's or employee's current spouse's:
     • Children (including foster children and children under legal guardianship)
     • Grandchildren
     • Parents (including stepmothers and stepfathers)
     • Grandparents
     • Siblings (including stepsisters and stepbrothers)
2. You may use up to five (5) days of your accrued sick leave per calendar year to care for immediate family members, as defined above, not residing in your household. The five (5) days is based on eighty (80) hours paid per pay period and will be prorated for employees working fewer than eighty (80) hours per pay period.

Reporting absences

See "Work schedules — reporting absences"

Documentation

The University reserves the right to request a physician's statement certifying any absence for which sick leave pay is requested. The physician's statement must include date and time the employee/family member was examined and length of time it is expected that the employee/family member will be unable to work.

Maximum accrual

Employees can accrue up to 260 days (2080 hours) of paid sick leave.

Overtime

Sick leave does not accrue on overtime hours worked. Sick leave accrues only on straight-time (non-overtime) hours worked.

Exceeding accrual balance prohibited

Sick leave usage can, at no time, exceed an employee's accrual balance. Employees who have used all their accrued sick leave during an absence should contact Human Resources regarding other leave options.

Return from extended sick leave

Upon return from an extended sick leave (a leave lasting one full pay period or longer), the employee must present to his/her supervisor a physician's release to return to work. A copy of this statement is to be forwarded to Human Resources for retention in the employee's document file. Under no circumstances is an employee allowed to return to work without providing this statement.

Physical exam

The University reserves the right to require that an employee have a physical examination at the University's Sindecuse Health Center upon return from an illness which may have affected the individual's ability to perform job duties. In such cases, the employee's supervisor is to contact Human Resources to schedule the physical examination.

Resignation

Unused accrued sick leave will be paid in a lump-sum to resigning employees at their then-current rate of pay in the following manner, provided the employee has submitted a letter of resignation.

• Employees with seven or more years of service are paid twenty-five percent (25%) of their sick leave balance.
  
  NOTE: When calculating total years of service for sick leave payoff purposes, only years of service in benefits-eligible positions will be considered.
  

Death

The University provides term life insurance in lieu of sick leave payoff should an employee die while in active payroll or approved leave status, or if the employee has been paying total group premium while on non-pay status. See "insurance Plans — Life Insurance."

Retirement

University retirees will be paid in a lump-sum 100% of unused accrued sick leave, up to a maximum of 1040 hours, at the retiree's final rate of pay.

Rehire

The University does not restore any unused/unpaid sick leave hours to employees who separate from University employment and are later rehired.

• Birth/care of their child.
• Placement with the employee of a child for adoption or foster care.
• Care of their child, spouse, or own parent with a serious health condition.
• Employee's own serious health condition.

A family and medical leave of absence is an unpaid leave of absence. However, employees may elect (but are not required) to use any portion of their accrued paid annual leave or sick leave, as appropriate, during the FMLA leave; any remaining weeks will be unpaid. A family and medical leave may also be taken intermittently or as a reduced work schedule under certain circumstances.

When both spouses are employed by the University, they are limited to a combined total of twelve (12) weeks of FMLA leave during any rolling 12-month period for the birth/care of their child, placement of a child for adoption or foster care, or for the care of the employee's parent with a serious health condition.

An employee wishing to apply for FMLA leave, or the employee's supervisor, should contact Human Resources to be advised of appropriate procedures and be provided necessary forms.

Employees are asked to provide as much notice as possible for any "foreseeable" leave, such as for births, adoptions, or planned medical treatment. When a leave is not foreseeable, employees must provide notice as soon as possible and practical, but no later than two business days after the need for leave becomes known. The University must receive medical certification to verify a serious health condition; the University reserves the right to obtain second or third physician opinions.

When an employee is granted an approved FMLA leave and returns to work within leave provisions, the University will continue to pay its portion of the group health coverage charges during the leave. Employees will be billed for their share of any dependent's health coverage charges. Employees not returning to work for 30 calendar days from an approved FMLA leave are required to reimburse the University for health benefits paid during the leave, unless the employee fails to return because of continued illness or other circumstances beyond the employee's control. Life insurance may be continued at the employee's expense during any unpaid portion of the leave. The employee will be restored to the same job or an equivalent position upon return to work at the expiration of the leave.

Sick Leave—unpaid

Employees who have completed their first one hundred and twenty (120) days of employment may request an unpaid leave of absence for their own illness. Any sick leave of absence request must have a supporting doctor's statement attached. This must include the date you became unable to work and the expected date of return, if known. Leave for illness will not be approved for more than twelve (12) months from the last day an employee was paid.

Employees should contact Human Resources regarding continuation of benefits during an unpaid sick leave and to obtain a leave application. An unpaid sick leave must be approved by the appropriate vice president.

An employee granted an unpaid sick leave of absence is not guaranteed a job at the end of the leave. However, Human Resource Services will make every effort possible to help the employee find a job comparable to the one held prior to the leave. Two (2) weeks before a leave of absence expires, the employee must contact Human Resource Services. Employees who do obtain a position with WMU at the end of an unpaid sick leave will retain their seniority and benefits related to seniority. If the employee cannot find a new job within ninety (90) days after the leave expires, he/she may continue to seek a University position as an external applicant.

Personal leave of absence

Regular employees who have completed two (2) consecutive years of employment may request unpaid leave for personal reasons. This leave cannot be granted for less than one month or more than one year. Employees should contact Human Resources regarding continuation of benefits during an unpaid personal leave and to obtain a leave application. A personal leave must be approved by the appropriate vice president.

An employee granted an unpaid personal leave of absence is not guaranteed a job at the end of the leave. However, Human Resource Services will make every effort possible to help the employee find a job comparable to the one held prior to the leave. Two (2) weeks before a leave of absence expires, the employee must contact Human Resource Services. Employees who do obtain a position with WMU at the end of personal leave will retain their seniority and benefits related to seniority. If the employee cannot find a new job within ninety (90) days after the leave expires, he/she may continue to seek a University position as an external applicant.

Professional leave—paid (exempt or salaried staff only)

Paid professional development leave allows exempt staff members to improve their performance by providing time for research or other developmental activities. The employee must have completed four (4) years of service in the current position in order to apply. This leave may last no more than three (3) months. One (1) full year of service is required after the leave is over. A paid professional development leave must be approved by the appropriate vice president. Contact Human Resources for details on insurance coverage during a paid professional leave and for leave applications.

Professional leave—unpaid (exempt or salaried staff only)

Unpaid professional development leave is designed to encourage professional growth that will help employees make greater contributions in their jobs. Exempt employees who have completed two (2) years of full-time (or equivalent) service may apply. This leave may be granted for up to one (1) year. An extension of one additional year is possible upon request. Employees are expected to return for a reasonable amount of time after the leave ends.

Employees should contact Human Resources regarding continuation of benefits during an unpaid professional leave and to obtain a leave application. A professional leave must be approved by the appropriate vice president.

Employees returning to work from an approved unpaid professional leave of absence will be placed in the pay structure at the same level that would have been attained had they been on duty at the University continuously.

University convenience leave

University convenience leave is a special leave of absence, designed to avoid laying off employees at those times when their services are temporarily not needed. This leave is voluntary and must be mutually agreed to by the employee and WMU. A common arrangement is to take leave during the summer break between academic years. A University convenience leave must be approved by the appropriate vice president. Leave applications may be obtained from Human Resources.

During University convenience leave, Western continues to pay the employer portion of group insurances. WMU also continues all other benefits that are not payroll driven (e.g., tuition discount).

Jury duty and court-required service

Employees summoned to court service should give a copy of their summons to their supervisor for the absence to be approved.

Leave of absence with pay is granted to employees summoned for jury duty and to employees subpoenaed as a witness in a legal action involving Western Michigan University to which the employee is or is not a party. Employees may keep their court fees in addition to receiving their regular pay. Employees who wish to receive regular pay must give their supervisor or office coordinator a time record from the court and a completed Court Required Service or Jury Duty Certification form.

Regular, non-bargaining staff members who are subpoenaed for non-University business must use annual leave or no-pay leave for the time they are absent from work.

Bereavement leave

Up to five (5) days of paid bereavement leave is available to regular employees (including probationary employees) upon the death of an immediate family member.

Immediate family member

Immediate family member is defined as the:

• Employee's current spouse
• Employee's or employee's current spouse's:
  • Children (including foster children and children under legal guardianship)
  • Grandchildren
  • Parents (including stepmothers and stepfathers)
  • Grandparents
  • Siblings (including stepsisters and stepbrothers)

Military leave

An unpaid leave of absence is available to regular employees for service in the United States Armed Services, whether the performance of duty is voluntary or involuntary. Upon termination of a military leave, an employee is entitled to reinstatement privileges, provided the employee meets reinstatement requirements. Details can be found in the Human Resources Policies and Procedures Manual. Questions should be directed to Human Resources.