Time Off

• Vacation
• Sick Leave
• Holidays

• Parental Leave
• Additional Time Off
• Benefits Eligibility

Vacation

Non-union staff, UAW, and AFSCME union staff accrue vacation.  9/10 month employees are provided annual leave.  Regular faculty and coaches are not eligible.  

Exempt and Non-Exempt, Non-Union Staff

• Part-time is pro-rated based on FTE.
• Employees on a leave of absence without pay will not accrue vacation.
• Upon separation from the University or transfer to a position that does not accrue vacation, employees will be paid for a maximum of 160 accrued vacation hours at their last regular rate of pay.
• 9/10 month employees receive five (5) or six (6) days of Annual leave and do not accrue vacation. Annual leave hours are permitted to be carried forward but will not be paid out at the end of employment. In no even shall unused annual leave be accumulated beyond ten (10) days. Unused annual leave will be converted to vacation time upon transferring to a new 12 month, full-time or part-time position.

AFSCME

• Part-time is prorated based on FTE.
• Employees on a leave of absence without pay with not accrue vacation.
• 9/10 month employees receive five or six days of Annual leave and do not accrue Vacation. 9/10 month employees are permitted to carryover annual leave (not to exceed 10 days). Unused annual leave will be converted to vacation time upon transferring to a new 12 month, full-time or part-time position. Upon separation from the University, unused annual leave will not be paid out.
• Upon separation from the University or transfer to a position that does not accrue vacation, employees will be paid for for a maximum of 160 accrued vacation hours at your last regular rate of pay.
• Accrual Schedule:

POA

• Part-time is prorated based on FTE.
• Employees on a leave of absence without pay with not accrue vacation.
• Upon separation from the University or transfer to a position that does not accrue vacation, employees will be paid for a maximum of 160 accrued vacation hours at their last regular rate of pay.
• Accrual Schedule:

UAW

• Part-time is pro-rated based on FTE.
• Employees on a leave of absence without pay will not accrue vacation.
• 9/10 month employees receive five or six days of Annual leave and do not accrue Vacation. Annual leave hours are permitted to be carried forward but will not paid out at end of employment. In no event shall unused annual leave be accumulated beyond ten (10 days). Unused annual leave will be converted to vacation time upon transferring to a new 12 month, full-time or part-time position.
• Upon separation from the University or transfer to a position that does not accrue vacation, employees will be paid for a maximum of 160 accrued vacation hours at their last regular rate of pay.
• Vacation accrual schedule for 154-B Plan of UAW Contract (only if selected to January 1, 2017):

• Vacation accrual schedule for 154-C Plan of UAW Contract (after January 1, 2017):

Sick Leave Policy

Eligibility for Sick Leave

Benefit Eligible Employees

Eligible employees shall receive 13 annual sick days to be deposited the first pay period in January. Part-time employees shall receive pro-rated sick leave based on their job FTE.

All 9/10 month employees shall receive 9 days deposited the first pay period in January. Fixed term employees receive annual sick leave at the onset of their contract (9/10 month receive 9 days).

New hires with a start date between January 1^st and June 30th shall receive 13 days (prorated for part- time) effective on their first day of employment. Those hired with a start date between July 1^st and December 31st shall receive 6.5 days (prorated for part-time).

Non-Benefit Eligible Employees

Temporary employees, including student employees, shall receive 1 hour of sick leave for every 30 hours of work reported. Employees may use sick leave as it accrues. Sick leave may be taken in 1 hour increments. Carryover of sick leave is capped at 72 hours (9 days) per calendar year.

Availability of Sick Leave

Available for the following purposes, sick leave covers eligible employees and members of the employee's family member:

• Personal illness, injury, quarantine, disability or mental illness.
• Medical, Dental and Vision appointments.
• Medical or psychological care or counseling for physical or psychological injury disability due to domestic or sexual assault.
• Obtain services from a victim services organization, relocation, obtain legal services or participate in any civil or criminal proceedings related to or resulting from domestic violence or sexual assault.
• Closure of primary workplace by order of a public official due to a public health emergency, care for an eligible dependent whose school or place of care has been closed by order of a public official due to a public health emergency, or if health authorities have determined the employee or eligible dependent jeopardizes the health of others by exposure.
• Time given to serve as pallbearer or to attend a funeral.
• To compensate an employee for the difference between payments received under the Worker's Disability Act and the employee's regular wages.
• Employees that are eligible for full benefits may compensate for the difference between payments received under the Short-term Disability policy and the employee's regular wages up to a maximum of 24 hours per pay period (represents 30% effort).

A "family member" is defined as:

• Biological, adopted or foster child, stepchild or legal ward, a child of a domestic partner, or a child to whom the employee stands in loco parentis.
• Biological parent, foster parent, stepparent, or adoptive parent or a legal guardian of an employee or an employee’s spouse or domestic partner or a person who stood in loco parentis when the employee was a minor child.
• A person to whom the employee is legally married under the laws of any state or a domestic partner.
• A grandparent or grandchild.
• A biological, foster, or adopted sibling.
• Any other individual related by blood or affinity whose close association with the employee is the equivalent of a family relationship.

Documentation

Sick leave or time off without pay for medical reasons in excess of three consecutive scheduled work days may require a physician statement clarifying the need for the employee’s absence and to enable an employee to continue to claim future sick time. Before requesting a physician’s statement, departments must first discuss with Human Resources. A physician’s statement may also be required to release an employee off for more than 3 consecutive scheduled work days for medical reasons to return back to work.

At the conclusion of an employee's sick leave, the University, at its option and without cost to the employee, may require that a physician or physicians of its choosing determine, by way of examination, the employee's fitness to return to work. This will require Human Resources prior approval.

As soon as the employee knows their time off due to a non-work related injury/illness will extend past 14 calendar days, the employee must apply for salary continuation under the Short-term Disability Policy. Short-term disability and sick leave may run concurrently with FMLA leave if the reason for the FMLA leave is covered by the established sick leave policy.

If short-term disability is not approved, employees may use sick time and may require a physician statement substantiating the need for extended time off.

Advance Sick Leave

Sick leave shall not be allowed in advance of being earned. When an illness, injury, or disability has used the employee's total sick leave, the employee shall be removed from the payroll until such time as work is resumed or an approved leave of absence is granted.

Carry Over of Sick Leave

Unused sick leave will carry over into the next calendar year. Regular, benefits eligible employees will be allowed to accrue a maximum of 480 hours. There is no maximum accrual for Temporary and Student Employees. Temporary and Student Employees will be allowed to carryover a maximum of 72 hours into a new calendar year.

Sick Leave After Termination

Any unused sick leave will not be payable once an employee separates from the University. If an employee is separated from the University for less than 2 months, the employee’s sick leave balance will be restored when they are re-employed with the University.

Holidays

Michigan Tech observes nine paid holidays: Independence Day, Labor Day, Thanksgiving Day, the day after Thanksgiving, Christmas Eve, Christmas Day, New Year's Eve, New Year's Day, and Memorial Day.  Union staff receive holidays based on their contract. 

Parental Leave

Michigan Technological University is committed to providing a work environment that is supportive of employees’ work and personal life obligations. The purpose of the Parental Leave Benefit is to give parents additional flexibility and time to bond with their new child, adjust to their new family situation, provide adequate time for physical recovery, and balance their professional and home obligations.

Procedures and the associated cost for eligible persons on parental leave will be covered by Michigan Tech as outlined below.

The University will provide eligible employees with paid leave as follows:

Overview

• Available to all regular active employees eligible for full benefits (.75 FTE or higher).
• When both parents are benefit eligible employees of Michigan Tech, one parent is eligible for the primary caregiver parental leave and one parent is eligible for the non-primary caregiver parental leave.
• For employees currently on probation, the probationary period may be extended by the length of the approved leave.
• Intended to provide paid time off after the birth of a baby, adoption, foster care/custodial placement. If medical conditions arise prior to the birth, temporary accommodations or parental leave may be requested before the birth.
• Applies for adoption, foster care/custodial placement primary caregiver) for children under 6 years old not attending school full time. Individual consideration for parental leave for children older than 6 will be given based on extenuating circumstances. The employee must certify that they are the primary caregiver.
• Must be taken within 12 months from the birth, adoption, foster care/custodial placement of the child.
• Runs concurrent with the Family Medical Leave Act (FMLA).

Benefits for Staff

• Birth mother or primary caregiver may, upon request, take up to 6 weeks (240 hours) paid leave (centrally funded); and may request additional leave by applying their earned vacation, compensatory time, sick leave (all of which is paid by the department) or take unpaid leave in accordance with FMLA guidelines.

OR

• Birth mother or primary caregiver may, upon request, work out a part-time return to work schedule that equates to the 6 weeks (240 hours) of centrally paid leave option.

OR

• Non-birth mother or non-primary caregiver may, upon request, take up to 2 weeks (80 hours) paid parental leave (centrally funded) and may request additional leave by applying their earned vacation, compensatory time, or sick leave (all of which is paid by the department) or take unpaid leave in accordance with FMLA guidelines.

Staff employed in positions that are less than 12 months can only receive paid parental leave for weeks normally paid.

Benefits for Tenured/Tenure-Track Faculty

• Birth mother or primary caregiver may, upon request, take up to 6 weeks (240 hours) paid leave (centrally funded); and may request additional leave by applying their earned sick leave (all of which is paid by the department) or may take unpaid leave in accordance with FMLA guidelines. During that time the faculty member will be relieved of all teaching duties. Service, research, and graduate student supervising are not required during Parental Leave; however, a faculty member may choose to continue to pursue such duties.

OR

• Birth mother or primary caregiver may, upon request, take one semester at full pay (centrally funded) while being relieved from teaching duties for the duration of the leave of absence. Research and graduate student supervision is expected for those taking full-semester parental leave, as the parental leave is fully paid for a full semester rather than the 6 weeks (240 hours) option above. Service is not required during Parental Leave; however, a faculty member may choose to continue to pursue such duties.

OR

• Non-birth mother or non-primary caregiver may, upon request, take either 2 weeks (80 hours) paid leave, or a reduction of pay to 40% for one semester, with no teaching or service duties (centrally funded) in which case research obligations and graduate student supervision will continue.

Faculty can only receive paid parental leave for semesters that are part of their primary 9-month appointment (i.e., not eligible during semesters in which teaching is not required as part of normal duties, traditionally summer semester).

Non-Tenure Track Faculty on Continuing or Rolling Contracts

• Birth mother or primary caregiver may, upon request, choose to take up to 6 weeks (240 hours) of centrally paid leave, and may request additional leave by applying their sick leave (all of which is paid by the department) or take unpaid leave in accordance with FMLA guidelines. Service, research, and graduate student supervision is not required during Parental Leave, however a faculty member may choose to continue this work.

OR

• Birth mother or primary caregiver may, upon request, choose a leave of absence for one semester at 50% pay while being relieved of all duties (centrally funded). Service, research and graduate student supervision is expected for a full semester parental leave, as the parental leave is fully paid for a full semester rather than the 6 weeks (240 hours) option above.

OR

• Birth mother or primary caregiver may, upon request, work out a part-time return to work schedule that equates to the 6 weeks(240 hours) of centrally paid leave option. 
• Non-birth mother or non-primary caregiver may, upon request, take up to 2 weeks paid leave (centrally funded) and may request additional leave by applying their sick leave (all of which is paid by the department) or may take unpaid leave in accordance with FMLA guidelines.

If a Non-Tenure Track Faculty on Continuing or Rolling Contract is regularly employed for less than a full 12-month contract, paid parental leave can only be used for the months that are normally paid (i.e. employed for 9 months of the 12 months, parental leave is only paid during the normal 9-month contract). 

Procedures

In support of this benefit, the following procedures are included:

• Meet with Benefit Services to discuss Parental Leave options prior to submitting a written request to your supervisor (cc: Benefit Services) for approval. If circumstances require a change in your leave plans contact Benefit Services for assistance. 
• Tenure Track Faculty interested in extension of their probationary period during parental leave can review the Faculty Handbook (appendix i, 5.1.1) “Extension of Probationary Period” or contact Academic Employment Services for more information.
• Complete the Parental Leave Form. This form must be completed at least 30 days before the leave is expected to begin. The University recognizes that adoption and foster care/custodial placement processes and other extenuating
  circumstances may make advance notice difficult to provide and may grant exceptions to this requirement in such cases. The University recognizes that adoption and foster care/custodial placement processes and other extenuating
  circumstances may make advance notice difficult to provide and may grant exceptions to this requirement in such cases.
• Parental leave will run concurrent with the FMLA, if the Eligible Employee meets the eligibility requirements of the FMLA. Benefit Services will verify and confirm in writing to the employee their eligibility for coverage under FMLA.
• Benefit Services will send the completed signed Parental Leave Form outlining the employee’s parental leave benefit with instructions for completing the employee’s time sheet during their leave of absence. A specific earn code is used for parental leave. 

Non-Union Staff Additional Time Off/Leaves of Absence

Personal Days

Non-union regular employees are eligible for two Personal Days on January 1 each year. Unused personal days expire on December 31 and do not carry over to the next year. Personal Days are awarded at time of hire. Contracted employees should refer to their contract.

Informal Leave of Absence

An informal leave of absence may be granted for personal reasons for a period not to exceed 14 calendar days and must be coordinated with immediate supervisor. Such a leave may not be extended.

Formal Leave of Absence, Personal Reasons

A formal leave of absence may be granted for personal reasons for a period not to exceed 180 calendar days. Such a leave may be extended for an additional period not to exceed 180 calendar days. Employee must submit written memo for personal leave of absence to receive approval of the department chair/director and Human Resources. In no event shall leave be granted to enable an employee to work for another employer or in self employment.

Professional Development Leave

A Professional Development Leave may be granted to regular, full- time, exempt, non- faculty, non-represented staff who are more than one echelon below a Vice President. The leave is not to exceed one year, and may be granted to eligible employees for the purpose of pursuing graduate study, maintaining professional
expertise, engaging in research sponsored by an agency other than the University, or for other purposes beneficial to the University and to the professional stature of the individual.

• The leave is intended for employees with at least three years of continuous employment at Michigan Tech. 
• There should be at least one year between Professional Development Leaves.
• The leave provides for benefits to continue at no additional cost to the person on leave.
• Staff may not accept full-time employment outside the employment proposed in the leave application.
• Employees agree to return to Michigan Tech upon completion of the leave for a period equal to the length of the leave.
• Employee must apply for a professional development leave directly to their immediate supervisor and must include an outline as to the purpose of such leave.

Bereavement Leave

When an employee's spouse, children, mother, father, siblings, son-in-law, daughter-in-law, grandmother, grandfather, grandchildren, great-grandfather, great-grandmother, great-grandchildren, step-parents, stepchildren, father-in-law, mother-in-law, sister-in-law, brother-in-law, foster parents, foster children, legal guardian, aunt, uncle, niece, nephew, or significant other (an individual with whom the employee has had a continued personal living arrangement which existed over an extended period of time) dies, the employee will be allowed three days bereavement leave to attend the funeral or service and make arrangements without loss of pay. If additional time off is needed, the employee may request the use of sick time, compensatory time, or leave of absence without pay.

Service Absence

A service absence entails military training (reservist or national guardsman) not exceeding twenty work days per year, or jury duty, or testifying due to a subpoena. Regular employees are paid the difference between military base pay, jury pay, or witness fees, and regular pay for work time lost during the employee's schedule of hours.

Military Service

A leave of absence for military service shall be granted upon written request through the employee's immediate supervisor and upon approval of the department chair/director and Human Resources, for a normal tour of duty.

Jury/Witness Service

If you are called for jury duty or to testify at the order of a court, you will be excused from your job without loss of pay or benefits for a period not to exceed thirty work days with pay in any calendar year. However, your regular wages will be reduced by the amount of any compensation you receive for such service. When you report for jury duty but are not selected to serve for that day or session you must return to work for completion of the normal work schedule or until your next scheduled duty.