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Leave Programs Overview

Contents

Vacation
Holidays
Sick Leave
Sick Leave Pool
Family & Medical Leave
Leave Without Pay
Funeral Leave
Military Leave
Jury Duty
Voting
Miscellaneous Leaves of Absence
Related Resources

Vacation

Regular staff employees are entitled to vacation leave after six months of continuous service. Vacation is earned from the first day of employment at a rate specified in the current Appropriations Bill. The current schedule of accrual provides for vacation leave according to years of service as follows:

Length of State Service # Hours Accrued Per Month For Full-time Employment Maximum Allowable Carryover 
Less than 2 years  8 180
At least 2 but less than 5 years  9 244
At least 5 but less than 10 years  10 268
At least 10 but less than 15 years  11 292
At least 15 but less than 20 years  13 340
At least 20 but less than 25 years  15 388
At least 25 but less than 30 years  17 436
At least 30 but less than 35 years  19 484
At least 35 years or more  21 532

Part time employees appointed one-half time or more, for four and one-half months, accrue vacation in proportion to the percent of time and the maximum carryover will also be proportionate.

Although all employees are encouraged to utilize vacation in the year accrued, employees may carry forward unused vacation from one fiscal year to the next within the limits specified above. Credit for one month's accrual will be given for each month or fraction of a month of employment with the State. Refer to Fiscal Regulations & Procedures 3-9 .

Requests for vacation time should be made to the supervisor in advance. Vacation cannot be taken without prior approval. Approval is contingent upon the operational needs, workload and scheduling of the department.

Unused vacation time will be paid in lump sum upon termination of employment provided the employee has at least six months of continuous service.

Upon transfer to another state agency, or institution, the unused vacation time will transfer. When transferring to another state agency, or institution, the Office of Human Resources should be notified to forward a record of accumulated vacation time to the new employer.

Holidays

Regular full time and part time employees who are not in Leave Without Pay status are granted holiday time off with pay. Holidays are granted in accordance with State statute and the current Appropriations Bill.

Authorized holidays that fall on a Saturday or Sunday cannot be observed by the University. Therefore, the actual number of holidays may vary from year to year. The number of holidays to be observed by the institution may not exceed the number of holidays for which an employee of a state agency is entitled by law.

Typically, the University schedules a number of holidays around either Christmas or Spring Break in accordance with the operational needs of the University. The President of the University approves the holiday schedule each fiscal year.

Sick Leave

Regular employees earn sick leave. The accrual rate is eight hours per month for employees appointed to work full time. Regular part time employees accrue sick leave in proportion to the percent of time they work. Employees are not entitled to payment for sick leave upon separation. In the event of death the employee's estate will be paid for one-half the accrued sick leave balance or for three hundred and thirty-six hours of sick leave, whichever is less.

Sick leave with pay may be taken when sickness, injury, or pregnancy and confinement prevent the employee's performance of duty or when the employee is needed to care and assist a member of the immediate family who is actually ill, who is living in the same household and is related by kinship, adoption, or marriage, including foster children certified by the Texas Department of Protective and Regulatory Services. Minor children of the employee, whether or not living in the same household, will be considered immediate family for purposes of sick leave. An employee's use of sick leave for family members not residing in that employee's household is strictly limited to the time necessary to provide care and assistance to a spouse, child or parent of the employee who needs such care and assistance as a direct result of a documented medical condition. An employee who must be absent from duty because of illness shall notify his supervisor or cause the supervisor to be notified of that fact at the earliest practicable time.

Sick leave with pay is granted only when the employee applies for it through the supervisor. Employees are to report to their supervisor without delay to explain the circumstances. The supervisor should be informed of any need to further utilize sick leave as well as anticipated date of return.

An employee who is a parent of a child who is a student attending pre-kindergarten through 12th grade may use up to eight hours of sick leave each calendar year to attend parent-teacher conference sessions.

Sick Leave Pool

Benefits eligible employees of The University of Texas at Arlington are eligible to apply to use the sick leave pool if, because of a catastrophic injury or illness, the employee exhausts all leave to which that employee is otherwise entitled and the illness or injury will cause the employee to be placed in a leave without pay status. Refer to Fiscal Regulations & Procedures 3-38 for complete details.

The sick leave pool provides to an eligible employee the alleviation of the hardship caused to an employee and the employee's immediate family due to a catastrophic illness or injury.

Employees may voluntarily contribute sick leave earned while employed, or at termination or resignation.

Family & Medical Leave

Employees of the University are eligible for 12 weeks of unpaid family leave per year for certain family reasons provided they have been employed by the state for at least 12 months prior to the commencement of leave, and worked at least 1250 hours. Employees are required to utilize all accumulated sick, vacation, and compensatory leave, if applicable, when taking leave under the act.

The University will grant unpaid leave for reasons such as birth or placement of a child; serious health conditions of a spouse, child or parent of an employee; or serious health condition of an employee (unable to perform assigned responsibilities). However, an employee will be required to support the leave request with certification from the health care provider. Intermittent leave will be permitted.

Leave Without Pay

Other leaves of absence without pay may be granted to regular employees for a period not to exceed 12 months. A written request should be made to the department head. In granting leaves of this type, the interest of the University must be given first consideration. Subject to fiscal constraints, an employee will be permitted to return to the same or similar position after such leave.

All accumulated vacation leave must be exhausted prior to being placed on leave without pay. In the case of a leave requested due to an illness, all accrued sick leave must be exhausted, as well.

Funeral Leave

An employee is eligible for funeral leave without the loss of pay in the event of the death of an immediate family member. Immediate family is defined as an employee and employee's spouse, parents, mother-in-law or father-in-law, employee's and employee's spouse's children, brothers, sisters, grandparents, and grandchildren.

The amount of time granted shall not exceed three days. However, a full three days are not automatically granted since this privilege is limited to a reasonable amount of time necessary for travel, funeral arrangements, funeral services and being with other family members during the immediate period of bereavement. Upon recommendation by the Director of Human Resources, the President of the University may rule that a death other than those stated above constitutes cause for granting funeral leave or that a need exists for granting additional days of funeral leave.

To be eligible for funeral leave, employees must be appointed at least one-half time for four and one-half months.

Military Leave

The University of Texas at Arlington provides various types of military leave to employees who are members of the state military forces, the United States Armed Forces reserve components, or the United States Armed Forces as provided by state and federal law.

Jury Duty

Employees who are called to serve as a juror will not lose any pay. The employee may keep the routine jury payment. Notice for jury duty must be presented to the supervisor prior to the date to report. If selected as a juror, documentation must be presented to the supervisor for the period of absence.

Voting

Employees of the University are encouraged to vote before and after regular working hours. Reasonable time off to vote during the day will be permitted for any employee who has difficulty getting to the polls before or after working hours. Supervisors must be notified of the need to vote during the regular working day.

Miscellaneous Leaves of Absence

Other leaves of absence include: Foster Parent Leave, Emergency Leave, Leave for Volunteer Firefighter Training, Leave for Certified American Red Cross activities, Leave for Bone Marrow Donations/Organ Donations/Blood Donations, or Assistance Dog Training for an Employee with a Disability.

Related Resources

Related Memos...:

Holiday Schedule and Vacation Regulations for 2011-2012