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Leave of Absence
An official leave of absence is required for absences extending
beyond 10 business days. A request for leave of absence should be
requested a minimum of 30 days in advance for "foreseeable"
events and within 14 days after an "unforeseeable" event.
Note: When an employee uses annual leave or compensatory
leave, in keeping with the university’s leave policy for vacations
up to 30 days, a request for leave of absence is not required.
An employee may be granted leave for a period not exceeding 12 calendar
months, provided the university deems such leave to be justified
and not detrimental to the operations of the organization. The approval
of any leave of absence, with pay or without pay, is at the discretion
of the employee’s supervisors and the Director of Human Resources.
While on an approved leave of absence, an employee may be in leave
with pay status when he/she is using accrued leave in accordance
with UCF's Leave Policy, may be in Leave Without Pay status, may
maintain a reduced work schedule, or may be absent from work intermittently
(or using accrued leave intermittently).
Conditions under which an employee may be on an approved leave
of absence:
Full Leave With Pay
The employee is absent from work and is in leave with pay status,
i.e., he/she is using accrued Annual Leave, Sick Leave, Compensatory
Leave, or hours granted from the USPS Sick Leave Pool or the A&P/Faculty
Sick Leave Pool. The employee must complete a Leave and Pay Exceptions
Report each biweekly pay period to document the leave usage. Faculty
and A&P employees may use leave with pay only during periods
covered by a valid employment contract.
Full Leave Without Pay
The employee is absent from work and is in leave without pay status.
The employee's department must submit a Personnel Action Form (PAF)
to Human Resources to place the employee in unpaid leave status.
When the employee returns to work, the department must submit a
PAF to return the employee to active status.
Combination of Leave With Pay and Leave Without Pay
The employee is absent from work and is using leave intermittently.
He/she must submit a Leave and Pay Exceptions Report to document
the usage of accrued Annual Leave, Sick Leave, Compensatory Leave,
hours granted from the Sick Leave Pool, or Leave Without Pay when
he/she is not at work.
Intermittent Leave
The employee is working intermittently. An employee may take time
off periodically for one or more hours or up to 9 days. He/she must
submit a Leave and Pay Exceptions Report to document the usage of
accrued Annual Leave, Sick Leave, Compensatory Leave, hours granted
from the Sick Leave Pool, or Leave Without Pay when he/she is not
at work.
Reduced Work Schedule
The employee is working less than his/her normal work schedule.
The employee’s proposed work schedule must be attached to
the leave request form. If a USPS employee is maintaining a reduced
work schedule, he/she must submit a Timesheet to document the hours
worked, and a Leave and Pay Exceptions Report to document the usage
of accrued Annual Leave, Sick Leave, Compensatory Leave, hours granted
from the Sick Leave Pool, or Leave Without Pay when he/she is not
at work.
If an A&P or Faculty employee is maintaining a reduced work
schedule, he/she must submit a Leave and Pay Exceptions Report to
document the usage of accrued Annual Leave, Sick Leave, Compensatory
Leave, hours granted from the Sick Leave Pool, or Leave Without
Pay when he/she is not at work.
When an employee temporarily changes to a reduced work schedule,
the department may submit a PAF to reduce the employee’s standard
work hours.
Please see Sick
Leave or Annual
Leave for additional information on the use of accrued leave
while on an approved leave of absence.
A leave of absence may be requested for medical (employee or family),
parental, educational, personal, or military reasons by completing
the appropriate form(s) below. Before completing a form, please
read the instructions for completion on the second page of the form:
Medical or Parental Leave Request Form
Medical or Parental Leave Checklist
Medical
Certification
Leave of Absence Request Form (for Personal, Educational, or Military)
Leave
of Absence Checklist for Personal, Educational, or Military Leave
LEAVE
OF ABSENCE – HOW IT AFFECTS INSURANCE AND RETIREMENT
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Personal Leave
An employee may be granted a personal leave of absence for non
medical reasons for a period not exceeding 12 calendar months, provided
the university deems such leave to be justified and not detrimental
to the operations of the organization. The approval of any leave
of absence, with pay or without pay, is at the discretion of the
employee’s supervisors and the Director of Human Resources.
While on an approved personal leave of absence, an employee may
be in leave with pay status when he/she is using accrued leave in
accordance with UCF’s Leave Policy, may be Leave without Pay
status, maintain a reduced work schedule, or may be absent from
work intermittently (or using accrued leave intermittently). When
on leave without pay the employee is responsible for the full premium
cost.
To apply for a personal leave, the employee must submit a Leave
of Absence Request Form. For Faculty members this form must
be approved by the Provost. For A&P and USPS employees the form
must be approved by the Human Resources Director.
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Medical Leave
Faculty, A&P, USPS, and OPS employees employed by the
university for a total of at least 12 months (these need not have
been consecutive months), and who have worked at the university
at least 1250 hours in the 12-months before the commencement of
the leave, are entitled to unpaid leave under the provisions of
the Family and Medical Leave Act (FMLA). The maximum amount of medical
leave that may be requested at one time is 12 weeks when supported
by a UCF Medical
Certification Form. An employee may request a medical leave
of absence for his or her own illness or for the serious illness
of a family member. Eligible employees are entitled, upon request,
to a minimum of 12 workweeks of unpaid medical leave within a 12-month
period (July 1 - June 30) in accordance with the provisions of the
FMLA.
Click here
for frequently asked questions regarding the Family Medical Leave
Act.
A medical leave may be with pay when the employee uses accrued
leave with management approval and in accordance to UCF Leave Policy;
otherwise, the leave will be without pay. Sick leave may be used
while the employee or family member is under the care of a physician.
A Medical
or Parental Leave Request Form and UCF
Medical Certification Form must be completed.
An employee may be granted medical leave for a period not exceeding
12 calendar months, provided the University deems such leave to
be justified and not detrimental to the operations of the organization.
The approval of any leave of absence, with pay or with out pay is
at the discretion of the employee’s supervisors and the Director
of Human Resources.
Prior to returning to work, an employee who is out on medical leave
due to his or her own injury or illness must complete and return
to his or her supervisor an Intent
to Return to Work and Medical Release Form that states that
he or she is able to return to work.
For specific information related to Faculty employees, refer to
Article 17 of the UFF
Collective Bargaining Agreement.
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Parental Leave
An employee may be granted an unpaid parental leave of absence not
to exceed six months when the employee becomes a biological parent
or a child is place in the employee’s home pending adoption.
The period of parental leave shall begin no more than two weeks
before the expected date of the child’s arrival and not later
than twelve months after the arrival of the child. A Medical
or Parental Leave Request Form and UCF
Medical Certification Form must be completed.
Faculty, A&P, USPS, and OPS employees who have been employed
by the university for a total of at least 12 months (these need
not have been consecutive) and who have worked at the university
at least 1250 hours in the 12-months before the commencement of
the leave are entitled to Family and Medical Leave under the provisions
of the Family and Medical Leave Act. Eligible employees are entitled,
upon request, to a minimum of 12 workweeks of Family Medical Leave
within a 12-month period (July 1 - June 30) in accordance with the
provisions of the FMLA. The first 12 work weeks of parental leave
will be considered entitlement under FMLA. In no case shall parental
leave extend beyond six months.
Click here
for frequently asked questions regarding the Family Medical Leave
Act.
Upon request, employees may use accrued leave, with management
approval; otherwise, the leave will be without pay. Sick leave may
be used while the employee or family member is under the care of
a physician.
Please note the following:
- Sick Leave may only be used during the period while the employee
or spouse is under the care of a physician, normally six to eight
weeks after delivery. The employee may also be entitled to use
sick leave under the provisions of the Family and Medical Leave
Act to care for a newborn that has a serious health condition.
When an employee becomes an adoptive parent, sick leave may be
used under the provisions of the Family and Medical Leave Act
to care for a newborn that has a serious health condition.
- Annual Leave or Compensatory Leave may be used during the parental
leave.
- Annual Leave or Compensatory Leave may be used during the parental leave.
- A Leave and Pay Exceptions Report must be submitted each biweekly pay period while using accrued leave.
- Faculty employees may only use accrued leave during periods
covered by a valid employment agreement.
Prior to returning to work, an employee who delivers a child must
submit to his or her supervisor an Intent
to Return to Work and Medical Release Form that states that
the employee is able to return to work.
Click here
for additional information on the Family Medical Leave Act.
For specific information related to Faculty employees, refer to
Article 17 of the UFF
Collective Bargaining Agreement.
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Military Training
An employee who is a member of the United States Armed Forces Reserve,
including the National Guard shall, upon presentation of a copy
of the employee’s official orders, be granted administrative
leave during periods in which the employee is ordered to duty for
training. Whether continuous or intermittent, such training pay
shall not exceed 17 working days in any one federal fiscal year
(October 1 - September 30).
For military training the employee must submit a Leave
of Absence Request Form with a coy of his or her military orders.
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Military Leave (other than training)
This policy is to provide guidance for Faculty, A&P, and USPS
employees seeking a military leave of absence. A UCF employee who
presents orders for military service, whether in writing or verbally,
shall be provided certain benefits as defined under the Uniformed
Services Employment and Reemployment Rights Act (federal law),
Florida state law, and UCF regulations.
- Active military service includes active duty with any branch
of the United States Air Force, Army, Coast Guard, Marines, Navy,
National Guard of the State of Florida, or other service as provided
in Sections 115.08 and 115.09 of the Florida Statutes. Active
military service does not include orders for active or inactive
duty for training.
- An employee who volunteers or is ordered to active military
service (active duty) will be granted a leave of absence from
their position for the time period outlined in their official
orders. The employee must submit a Leave
of Absence Request Form and provide a copy of the official
orders in order to be granted the leave.
- An employee may receive a telephone call or verbal orders to
report for active duty. If no written orders are available, the
employee should provide the department with written notification
(Leave
of Absence Request Form), and forward a copy of the official
orders at a later date. If this is not possible, the department
should prepare a memo to Human Resources documenting the verbal
notification given by the employee, expected date of return, name
and telephone number of power of attorney, branch of service,
rank, and any duty station information.
- The leave will begin with the report date as listed in the official
orders. Departments are strongly encouraged to allow employees
to take leave (with or without pay) prior to their report date.
The leave will terminate no later than the 90th day succeeding
the date of release or discharge from active duty. Time limits
for returning to work depend on the duration of the orders:
- Service of 1-30 days, the beginning of the next regularly
scheduled work period on the first full day (after a minimum
8 hour rest period).
- Service of 31-180 days, within 14 days.
- Service of 181 days or longer, within 90 days.
- The first 30 days of the military leave of absence will be with
full pay for those workdays and holidays falling within the 30
calendar days. If the employee is recalled again to active duty
within 90 days of discharge, he or she will not be eligible for
the 30 days of pay again within that 90 day period.
- At the end of 30 days of pay, the employee may be eligible for
a military pay supplement. The employee must provide to Payroll
Services a copy of his or her Military Leave Earnings Statement.
- After the initial 30 days, the employee may use accrued annual
or compensatory leave.
- The employee is entitled to reinstatement to his/her position,
or an equivalent position, if reinstatement is requested following
separation from active duty. During military leave, the employee
will be entitled to reserve all seniority rights, performance
ratings, and promotional status.
- Annual leave and sick leave will continue to accrue while the
employee is on active duty; accrual will end with the date of
discharge from active duty.
- An employee who is called to active duty has the option of continuing
or cancelling any coverage in any benefits plan in which he/she
is enrolled at the time of reporting to active duty. For those
who elect to continue coverage, any premium amounts due from the
employee will continue to be deducted from each paycheck. If the
employee does not receive a paycheck, the employee is responsible
for ensuring payment is made to the Human Resources Benefits section
each month.
Military Leave of Absence – How It Affects Benefits
People First should be contacted at 1-866-663-4735 by either the
employee or the power of attorney prior to (or as close to) the
beginning of the military leave of absence to discuss the continuation
or cancellation of benefit plans. The employee should ensure that
the power of attorney has the contact name(s) and telephone number(s)
of the benefits representative in the event circumstances change
and updates to benefits must be made.
During the first 30 calendar days of military leave, the employee
will remain in full and active pay status. Premiums and other
deductions continue to be deducted from the employee’s paycheck.
Following the first 30 calendar days, the employee may elect to
use annual, sick, or compensatory leave intermittently each pay
period to cover premiums and deductions, or be placed on unpaid
leave. The employee should contact the Human Resources –
Leave of Absence Section who can provide an estimate of the employee
paid portion of premiums and deductions. The premiums may either
be deducted from the employee’s pay check through the use
of paid leave, military pay supplement (if eligible), or by submitting
a personal check or money order directly to Human Resources.
Health/life/supplemental insurance benefits
An employee called to active duty has the option to continue or
cancel any coverage in any benefit plans the employee was enrolled
in at the time of reporting for active duty. For health and basic
life, the University will continue to pay the state share of the
premiums for that coverage. The employee will continue to be responsible
for any amount that the employee had been paying.
If enrolled in optional life or any supplemental insurance coverage,
the employee may continue or cancel any or all of the coverage.
Since the premiums for this coverage is the total responsibility
of the employee, employees that continue the coverage are responsible
for the entire monthly premium.
For those that elect to continue an insurance coverage, any premium
amounts due from the employee will continue to be deducted from
each payroll. If the amount of the employee’s pay is not
sufficient, the employee or their respresentative must make the
payments by personal check or money order. In such instances,
payments will be due to Human Resources no later than the first
(1) day of the month prior to the coverage, i.e., by October 1
for November coverage. If the payment is made after that date,
the employee risks a suspension of coverage.
The basic life insurance and optional life insurance both provide
additional coverage for accidental death and dismemberment, at
no cost. Regardless of the reason for the death, the basic and
optional life insurance will pay the beneficiary. However, the
additional coverage for accidental death and dismemberment is
paid in the event of an accident and will not be paid if death
occurs due to war or any act of war, declared or undeclared. Since
it is provided at no cost, it is not possible to cancel the accidental
death and dismemberment coverage and retain the basic life coverage.
An employee that cancels an insurance coverage due to being called
to active duty, may reenroll in that same coverage if the employee
returns to work no later than ninety (90) calendar days after
separation from military service, by contacting People First at
(866) 663-4735 within thirty-one (31) calendar days after returning
to work. For such employees, any pre-existing condition provisions
of any coverage will not apply to those persons who were insured
under the employee’s coverage in effect at the time the
employee was called to active duty.
Medical care reimbursement/dependent care spending accounts
Enrollment in medical care reimbursement and dependent care spending
account enrollments may be continued at the elected amount, at
a reduced amount or cancelled. The same reenrollment provisions
apply to these accounts as apply to an insurance coverage, except
that an employee that cancels a medical care reimbursement account
may not reenroll in such an account in the same calendar year.
Also, if the employee’s pay is less than the amount of the
deduction, the employee or their representative must make the
payments by personal check or money order.
Remember that open enrollment is held in the Fall of each year,
Please contact People First or the UCF Human Resources office
for the open enrollment dates. Employees are encouraged to make
their necessary benefit changes prior to departure.
Tax Sheltered Annuity [403(b)]
If the employee remains in a full or partial pay status,
the employee/designee must decide whether to continue or cancel
the reduction. The employee or designee should contact the TSA
company representative or contact the UCF Human Resources Office-
Benefits Section at (407) 823-2771 to discuss options.
Deferred compensation
An employee’s military pay cannot be considered by the State
in computing the amount of deferral. Upon call-up, an employee
who is participating in the deferred compensation program may
choose whether or not he/she wishes to continue his deduction
while serving on active duty. Unless the appropriate papers have
been processed through the Deferred Compensation Office, deferrals
will continue at the same amount as was in effect prior to call-up,
unless the military pay supplement is not sufficient to cover
the deferral.
If an employee wishes to discontinue their deduction, they must
contact their investment provider directly. If the employee is
not sure who his/her investment provider is, they can contact
the State Deferred Compensation Office toll-free at 877-299-8002.
Savings bonds deductions
An employee’s authorized savings bond deduction will continue
as long as the military pay supplement is sufficient to cover
the amount of the deduction. However, the employee or person having
power of attorney may advise Payroll Services that he/she wishes
to discontinue savings bond deductions.
Retirement contributions
Employees on military leave of absence shall receive full retirement
credit for the period of such leave upon their return to employment.
The University shall make the appropriate retirement contribution
on any salary (full or supplemental salary payments) paid to employees
during such period of military leave. When these employees return
to employment, the University shall pay the additional retirement
contribution necessary to make up the difference between the contribution
paid on the supplemental salary and the contribution that would
have been paid on the gross salary at the time military leave
was granted. The maximum cumulative time the University is required
to contribute during a military leave is five years provided the
employee received an honorable discharge and was reemployed by
the University.
Leave accrual– Annual and Sick
The first 30 calendar days of the military leave of absence
is with full pay with no reduction to accrued leave or compensatory
leave. After the 30 calendar day period the employee may use accrued
annual, sick, or compensatory leave to remain in an active pay
status and will continue to accrue annual and/or sick leave proportionate
with the number of hours in active pay status.
Employees on military leave will continue to earn full annual
leave, sick leave, and holiday pay. All unused leave is retained
for the employee and credited to his/her account upon return to
employment. For a USPS employee called to active duty that have
an annual leave balance in excess of 240 hours on December 31
of each year, the excess hours are converted to the employee’s
sick leave account. For Faculty and A&P employees called to
active duty who have an annual leave balance in excess of 352
hours on December 31 of each year, the excess hours are converted
to the employee’s sick leave account.
Sick Leave Pool
Members of the sick leave pool may not use hours from the pool
while on military leave. While on military leave, though, an employee
may make a contribution to the sick leave pool to replenish hours
when notified this is a condition of continued membership.
Re-employment
Employees who are reservists called to active military service
must notify the agency within 30 days from the date of release
from active service. The employee or his/her power of attorney
is responsible for notifying the University of the last day of
active duty.
Miscellaneous Collection Deductions
If the employee has monetary obligations (i.e., Garnishments,
Court Ordered Support, IRS Tax Levies, Federal Student Loans)
being deducted from his/her check, these deductions will continue
to be processed through the payroll system in the normal maner.
Employees are responsible for making up any difference in the
amount owed for court ordered support by submitting payment via
personal check or money order to the Benefits Department.
Other payroll deductions
Employees who have deductions for credit unions or other deductions
which were being payroll deducted prior to the call to active
duty must advise the payroll office of their wishes to continue
or stop each of these deductions. Parking deductions will resume
upon return to the University until total payment has been received.
Direct Deposit
Direct Deposit (EFT) will continue.
The military pay supplement should cease upon the employee’s
release from active military service. The employee or his/her
power of attorney is responsible for notifying Human Resources
of the last day of active duty. However, an employee may request
and the University may approve the use of paid leave to cover
the period between the employee’s release and their return
to work.
Return to Reemployment from Active Military Duty
Upon the employee’s return from the military leave, the
department completes and submits a PAF returning the employee
to work. A copy of the employee’s discharge papers should
be kept by the department. The employee must contact People First
at 1-866-663-4735 and Human Resources Benefits Section at 407-823-2771
within 30 days of discharge to discuss reenrollment opportunities
into Benefit plans and to ensure the period of leave is properly
credited to the employee’s retirement account. A copy of
the discharge papers may be required.
Death
If the employee dies during the military leave, the power of attorney
should immediately contact the University Benefits Section for assistance
and to discuss benefits options that may be available to the surviving
spouse, dependents, or beneficiary.
Request
for Leave of Absence Form
Military
Leave Checklist
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American Red Cross Duty
for Disaster Relief
An employee of the University of Central Florida who is a certified
Disaster Service Volunteer of the American Red Cross may be granted
a leave of absence with pay for not more that 15 working days
in any 12 month period to participate in specialized disaster
relief services for the American Red Cross. Such leave of absence
may be granted upon the request of the American Red Cross and
upon the approval of the employee's employing agency. An employee
granted leave under this section shall not be deemed to an employee
of the state for purposes of workers compensation. Leave under
this act may be granted only for services related to a disaster
occurring within the boundaries of the State of Florida, except
that, with the approval of the Governor and Cabinet, leave may
be granted for services in response to a disaster occurring within
the boundaries of the United States.
The local American Red Cross Chapter will send a letter to the
employee's supervisor indicating that the employee has met the
training requirements and have become a member of the Disaster
Services Human Resource System. This will certify the employee
as being eligible for the University's Disaster Relief Procedure.
In the event of disaster or emergency, the employee will be notified
by the local American Red Cross Chapter as to where to report
for assignment. The employee must complete the Volunteer
Service Agreement.
Legal Sources:
* State of Florida Section 110.120 (Administrative Leave for Disaster
Services Volunteers) Florida Statutes
* State of Florida Rule 60-K-5.032 (Administrative Leave) Florida
Administrative Code
* Chapter 2001-352
* Senate Bill No. 40-B
Request
for Leave of Absence Form
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Victims of Domestic and
Sexual Violence
The University will provide up to 3 days of unpaid leave (the leave
may be paid if the employee has accumulated leave) to an employee
who is a victim of domestic or sexual violence or has a family or
house hold member who is a victim of domestic or sexual violence
whose interests are not adverse to the employee as it relates to
the domestic or sexual violence may take unpaid leave from work
to address domestic or sexual violence by:
1) Seek an injunction for protection against domestic violence
or an injunction for protection in cases of repeat violence, dating
violence, or sexual violence.
2) Seeking medical attention for, or recovering from, physical or
psychological injuries caused by domestic or sexual violence to
the employee or the employee’s family or household member.
3) Obtaining services from a victim services organization, including,
but limited to a domestic violence shelter or program or a rape
crisis center.
4) Making the employee’s home secure from the perpetrator
of domestic violence or finding a new home to escape the perpetrator.
5) Seeking legal assistance to address issues arising from domestic
violence or attending or preparing for court related proceedings
arising from the act of domestic violence.
Family or household member means a spouse, parent, son, daughter
and persons jointly residing in the same household.
The employee must provide the University with at least 48 hours
advance notice of the employee’s intention to take the leave
unless providing such notice is not practicable. The Leave of Absence
Request Form will be utilized to request leave under this policy.
When an absence occurs, the University will not take any action
against the employee if the employee provides documentation or certification
of the event within 15 calendar days of the event or when requested
by the University.
The University will require the employee to provide documentation
or certification that the employee or the employee’s family
or house hold member is a victim of domestic or sexual violence
and the leave is for one of the purposes stated in the statute and
listed above. The employee must provide such documentation or certification
within 15 calendar days of the event or after the University has
requested documentation or certification. Completing the Leave of
Absence Request form initiates the process, and the employee shall
provide:
1) Documentation from an employee, agent, or volunteer of a victim
service organization, an attorney, a member of the clergy, or a
medical or other professional from whom the employee or the employee’s
family or household member has sought assistance in addressing domestic
or sexual violence and the effects of the violence.
2) A police or court record: or
3) Other corroborating evidence.
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Last modified: 22 July 2008
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