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PPM Section 13 - Leaves and Absences from Work: Introduction

Employees may be absent from work for a variety of reasons with or without pay. It is the employee's responsibility to notify his/her supervisor, or the supervisor's designee, of an impending absence. Absences may be paid as sick or annual leave when the provisions for sick or annual leave are met. All absences not covered by a specific paid absence policy automatically become unpaid absences.

Reporting absences

In the event of an unexpected absence, employees are required to notify their supervisor, or the supervisor's designee, no later than two (2) hours after the beginning of the scheduled workday. Planned absences require notification to, and approval from, the supervisor prior to the absence. Some departments need and may require more notice than two hours.

Excused absences

Excused absences are absences approved by the staff member's supervisor. The absence may be paid as sick or annual leave. Supervisors may require a doctor's statement when sick leave pay is requested for absences. Annual leave pay is granted only with supervisory consent and, except in emergencies, requires prior notice to the supervisor. In unusual circumstances, the supervisor may approve leave without pay if the employee does not have accrued leave in his/her account.

Unexcused absences

An unexcused absence is an absence not approved by the supervisor. No pay is received for any unexcused absence and unexcused absence may lead to discipline (See rules of conduct.)

Extended absences

Any employee who will be absent from work for a full pay period or longer must immediately notify the appropriate supervisor and request permission for said absence. The employee should also contact Human Resources to discuss potential leave of absence options.

Absences without pay, covering a full pay period or more, must be covered by an approved leave of absence.

In the event an employee remains unable to return to work at the conclusion of 12 consecutive months off the payroll, following any available family and medical leave of absence, then his/her employment is terminated. Continuation of employment during the 12-month period requires approved leave status.

Discipline for excessive absences

Excessive absences, whether excused or unexcused, may result in disciplinary action. Disciplinary action is covered by the University rules of conduct.

Annual leave

Non-bargaining, benefits-eligible employees are covered by the University's annual leave provisions.

Sick leave

Non-bargaining, benefits-eligible employees are covered by the University's sick leave provisions. Under certain circumstances, employees may also be eligible for a family and medical leave of absence.