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Leave Administration


Current Employees

Leave of Absence

Leave of Absence Overview – General Information

An official leave of absence is required for absences extending beyond 10 business days.

Note: When an employee plans to use annual leave or compensatory leave of up to thirty (30) days, keeping the use within the University’s leave policy and using it for vacation purposes only, a request for a leave of absence is not necessary; however departmental approval is still required. When using annual leave or leave without pay for over ten days due to medical reasons, a leave of absence must be requested.

A request for leave of absence must be requested and approved by Human Resources a minimum of thirty (30) days in advance for “foreseeable” events and/or as soon as possible, or within fourteen (14) days after an “unforeseeable” event.

The approval of any leave of absence, with pay or without pay, is at the discretion of the employee’s supervisors and the Chief Human Resources Officer.

While on an approved leave of absence, an employee may be in paid leave status when he/she is using accrued leave in accordance with UCF’s Leave Policy, or in unpaid leave status.

Paid Leave Status:

  • Employee 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 (LAPER) each biweekly pay period to document the leave usage. Faculty and A&P employees may use paid leave only during periods covered by a valid employment contract.
  • While in PAID Leave Status the employee/department must note/key in “LWO” (Leave without pay) for any normal work hours where accrued leave is not being used.
  • If continuing benefits while on leave, the employee is required to use a minimum of 10 accrued leave hours weekly (if available) per UCF Regulation 3.040.

Unpaid Leave Status :

  • An employee will automatically be placed in UNPAID leave status if they have no accrued leave at the start of their leave.
  • The employee’s department must submit an electronic Personnel Action Form (ePAF) to Employment Services & Records to place an employee in unpaid leave status if the employee runs out of accrued leave during a PAID status Leave.
  • When the employee returns to work, the department must submit an ePAF to return the employee from leave and back to active pay status (or the employee may not receive pay in the next pay period).

Sick Leave Pools

Sick Leave Pool-Request Hours

Faculty/A&P pool members unable to work and wishing to request hours, please provide a current, completed, Certification of HealthCare Provider Form. An optional cover letter explaining when and why you need pool hours may be provided if you wish.

USPS pool members unable to work and wishing to request hours, please provide a completed USPS Sick Leave Pool Request Form and a Certification of HealthCare Provider Form.

You must be on an authorized leave of absence for yourself in order to use sick leave pool hours.

Sick Leave Pool – Enrollment

A 16-hour contribution to the sick leave pool allows you and your UCF co-workers who are enrolled in the sick leave pool a chance to have up to a maximum of 12 weeks PAID leave when you need it most. Faculty, A&P, and USPS personnel are eligible to join a sick leave pool, which has open enrollment periods each March and September. Joining this Sick Leave Pool requires continuous employment with the university for more than one year. In addition, applicants are required to have a balance of at least 64 hours of unused sick leave from which sixteen must be donated upon acceptance into the sick leave pool. Part-time benefits-earning Faculty, A&P, and USPS employees must have a sick leave balance and donate sick leave hours to the pool in an amount that is proportionate to the full-time equivalency of their position.

It is a benefit to UCF employees to be able to access a sick leave pool; however, some people feel that they have a large bank of sick leave hours, and think that they are likely never going to be sick enough to use all of those hours, even if they are afflicted with a serious illness. So why else should someone volunteer sixteen of those many hours in order to join the UCF sick leave pool? The answer is simple—to offer your support to the UCF community. The sick leave pools have helped many of our co-workers through tremendously difficult times; unexpected surgeries, cancers, car accidents, chronic illnesses, and many more heartbreaking circumstances. The sick leave pool is a way to help people that you may see every day. When a member’s annual and sick leaves are exhausted, the sick leave pool can support up to a maximum of 12 weeks additional PAID leave.

Your donation of sixteen hours is all that is necessary to join and become eligible for the same benefits. Together we can support one another!

How do I apply to join the sick leave pool? During open enrollment, please download and submit the Sick Leave Pool Open Enrollment Application to Human Resources.  Current members of the Sick Leave Pool do not need to rejoin during open enrollment.

How can I verify that I am enrolled in the sick leave pool?

  • If you are enrolled, your LAPER (if generated from PeopleSoft) shows your sick leave pool enrollment. The form lists zeros in the column next to the sick leave pool row, which is normal. If you should ever be granted hours to use from the sick leave pool, the number of hours granted will appear in that column.
  • The payroll processor in your department runs a biweekly departmental leave report. If you are enrolled, your report should indicate sick leave pool.
  • If you sign in to MyUCF, you should see sick leave pool listed if you are enrolled. Navigate to:
    • employee self service
    • benefits
    • benefits summary

Workers’ Compensation

Overview

Workers’ Compensation is “insurance” paid in full by UCF that provides coverage to an employee for a job-related injury or illness from the very first day of employment. Employees, who are injured or become ill due to the conditions of their job, receive partial income replacement and/or payment of expenses for medically necessary services under Workers’ Compensation. Job-related illnesses or injuries are not covered under the State Self-Insured Plan or any of the health maintenance organizations in the State Health Insurance Program. Claims for job-related conditions should not be filed under any of these plans. Employees sustaining a job related injury or illness must follow current procedures. The following information is provided for all employees including OPS and student assistants.

AmeriSys is the medical case manager for all Workers’ Compensation claims.

Any time an accident or an injury occurs, whether or not the employee wishes to seek medical care, it must be reported to AmeriSys. This should be done by the supervisor and employee, if available, as soon as possible.


Workers’ Compensation Leave, Timesheets, and Payroll Certification

Should a USPS, A&P or Faculty employee lose time from work, the first seven (7) days or forty (40) intermittent hours should be charged to disability with pay (DIS) on the time card. DIS is paid by the university and should not be charged to the employee’s accrued leave. If the employee returns to work within the first seven (7) calendar days and has not used the entire forty (40) DIS hours immediately following the date of the accident, s/he may use DIS on the date of the accident and may use the remaining DIS hours intermittently for doctor visits, physical therapy, etc. Once the intermittent DIS hours are exhausted, the employee must use his/her accrued leave for doctor visits, physical therapy, etc.

If the employee is unable to return to work within the first seven (7) calendar days following the date of the accident, s/he shall be eligible for the full forty (40) hours of DIS; however, s/he may not use DIS on the date of the accident. Beginning on the eighth day of disability, the employee will be paid by the Division of Risk Management two-thirds (2/3) of his/her salary under workers’ compensation (WC). WC pays 5.25 hours per day of an 8-hour day. The employee is eligible to supplement his/her WC wages with 2.75 hours of sick leave, annual leave, or accrued compensation time.

WC hours are not calculated in the “total hours paid at base rate,” i.e., those hours are not certified for UCF wages. Only personal leave, disability with pay (DIS), accrued compensation leave, and actual hours worked should be certified when an employee is out on workers’ compensation. The employee will continue to accrue annual and sick leave at the full rate. Those employed as student assistants, Other Personal Services (OPS), or as adjuncts are not eligible for disability with pay leave. Workers’ compensation payments will begin on the eighth day of disability at a rate of two-thirds (2/3) salary. After twenty-one (21) consecutive days of authorized absence from work, the employee will be paid retroactively for the first seven days of disability.

PeopleSoft Procedure Manual for Entering Workers’ Comp
Office Managers and others can find specific information on properly entering Workers’ Compensation information into PeopleSoft in this manual.

International Travel Resources and Insurance
Faculty and Staff preparing to travel outside the United States on university sponsored trips should review the available resources and must register ahead of time.  While traveling, report any work related injury or illness promptly to your supervisor.  For medical referrals, treatment or evacuations, please contact the insurance company directly; contact information and resources are available in the above link. When treatment is sought using sources other than the Travel Insurance, please obtain an itemized bill so you can file a claim for reimbursement upon your return.  Please file any Travel Insurance claim and report the injury to AmeriSys within one week of your return to the USA.

FREQUENTLY ASKED QUESTIONS

  • Should I request Sick Leave Pool hours anytime I exhaust my sick leave?

    Not necessarily, you must be a member of the Sick Leave Pool and expect to exhaust all categories of accrued leave. Sick leave pool credits are intended for an employee who is completely out of work due to catastrophic injury or illness and who has no remaining accrued leave. Providing care for a family member does not qualify for sick leave pool usage.

  • What am I required to submit when returning to work from a leave of absence?

    If your absence was due to your own injury, illness, or pregnancy, the Intent to Return to Work and Medical Release Form must be completed and submitted to your supervisor prior to returning to your normal work schedule or a reduced work schedule. The Medical Release provided should be completed by your health care provider. If your absence is to care for a family member, the medical release is not necessary for a safe return to work.

  • When should I request a Leave of Absence?
    • If you need Family Medical Leave job protection.
    • University procedure requires any employee on time off over 10 business days to request a Leave of Absence. (Exception: a department or college may approve annual leave up to 30 calendar days for vacation purposes only).
    • When possible, a leave of absence should be requested 30 days in advance.
  • Where can I direct my leave of absence, work comp, sick leave pool, or remote work questions?

    Please direct questions via email to [email protected].

  • Why is it important to report any work-related injury or illness to AmeriSys promptly at 1-800-455-2079?

    • Work related injuries are not covered under regular group insurance. It is important to protect the employee’s treatment rights.
    • It is important to get treatment for an employee who needs it and correct any unsafe conditions.
    • Personal medical conditions or injuries can be confused with work related conditions. It is important to report promptly and document properly to avoid confusion.
    • Reporting is required per UCF policy 3-402.