Savanna Hoffman
The University of Memphis offers a comprehensive leave program for its employees, including student workers. The leave policy covers various types of leaves, such as annual leave, sick leave, parental leave, and Family Medical Leave Act (FMLA) protections. The specific details of leave entitlements depend on employment status, with distinctions made between full-time, part-time, temporary, and non-exempt employees. Additionally, the University provides resources for departing employees, including information on life insurance, health coverage, and retirement benefits. Understanding the leave policies and applicable procedures is essential for University of Memphis student employees seeking a leave of absence.
| Characteristics | Values |
|---|---|
| Leave of Absence Types | Family Medical Leave Act (FMLA), Annual Leave, Sick Leave, Paid Parental Leave (PPL) |
| Annual Leave Accrual | Varies based on years of service and employment type (full-time, part-time, temporary) |
| Sick Leave Accrual | Full-time employees accrue 7.5 hours per month; part-time employees accrue on a prorated basis |
| Time and Leave Reports | Required for all employees; must be consistent with time cards and attendance records |
| COBRA | A federal law allowing employees to continue health and dental coverage after departure |
| Life Insurance | Basic term life insurance can be converted to an individual whole life policy within 30 days of termination |
| Retirement | TCRS eligibility requires a minimum of 5 years of service and a minimum age of 55 |
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What You'll Learn
Annual leave accrual rates for full-time employees
Annual leave, also known as holiday pay, allows employees to take time off work while still being paid. Full-time employees accrue annual leave at a rate of 2.923 hours for each completed week of work, based on a standard 38-hour workweek. This equates to 15 hours (or 2 days) per month, with a maximum accumulation of 315 hours (42 days) that can be carried forward to the next fiscal year.
It is important to note that annual leave accrual is based on an employee's ordinary hours of work. Full-time employees typically receive 4 weeks of annual leave per year, which is the equivalent of 80 hours for someone working 20 hours per week. This means that an employee's annual leave entitlement may vary depending on their ordinary hours of work.
Additionally, annual leave accrues over time, starting from the day an employee joins a company. It is a common misconception that employees are immediately entitled to their full leave allowance upon starting a new job. Employees can generally take annual leave at any time after it has accrued, and it will continue to accrue while they are on paid leave. However, annual leave accrual may be paused during periods of unpaid leave.
Furthermore, there are certain circumstances where employees may be entitled to additional leave. For example, shift workers may receive up to 5 weeks of annual leave per year if they regularly work on Sundays and public holidays or if they work for a business that operates 24/7. It is important to refer to specific employment contracts, awards, or agreements to understand the exact annual leave accrual rates and entitlements for full-time employees.
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Sick leave accrual for full-time employees
The University of Memphis does not appear to have a publicly available policy on sick leave accrual for full-time employees. However, there are some general policies regarding leave for full-time employees. For example, executive, administrative, professional, and twelve-month academic personnel who are regular full-time employees and exempt from the Federal Wage and Hour Law's overtime and record-keeping provisions accrue annual leave at a rate of 15 hours (2 days) per month.
In the United States, there are some federal laws and policies regarding sick leave for employees. For instance, the Family Medical Leave Act (FMLA) provides eligible employees with up to 12 weeks of unpaid leave per year to care for themselves or a family member with a serious health condition. Additionally, employees covered by the Civil Service Retirement System (CSRS) or the Federal Employees Retirement System (FERS) can have their unused sick leave balance considered in the calculation of their annuity upon retirement or death.
In terms of state-specific policies, both California and New York have laws regarding paid sick leave for employees. In California, employees must earn at least one hour of paid sick leave for every 30 hours worked, accruing a minimum of 24 hours or three days of paid sick leave by the 120th calendar day of employment and 40 hours or five days by the 200th day. Employers can limit the usage of paid sick leave to 40 hours or five days per year and the total accrued paid sick leave to 80 hours or ten days. As of January 1, 2024, employers must provide a minimum of 40 hours or five days of paid sick leave per year, and this leave must be available to employees from the start of their employment. Additionally, seasonal employees who return to the same employer within a year are entitled to have their accrued and unused sick leave restored.
In New York, small employers with four or fewer employees and a net income of $1 million or less are not required to pay their employees sick leave but must provide the additional allotted leave time. Employees begin accruing leave at a rate of at least one hour for every 30 hours worked, resulting in a minimum of 24 hours or three days of sick leave by the 120th calendar day and 40 hours or five days by the 200th day. Employers can choose to provide the full amount of sick leave required by law at the beginning of each calendar year. Collective bargaining agreements entered into after September 30, 2020, are not required to provide sick leave if they offer comparable benefits or paid days off and acknowledge the provisions of Labor Law 196-b.
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Part-time employee leave accrual
The University of Memphis has a range of policies in place regarding leave for its employees. While I could not find specific information on part-time employee leave accrual, there is mention of monthly and biweekly leave usage, as well as annual leave.
According to the university's website, for any issues regarding monthly leave, one must call Human Resources, and for biweekly leave problems, Payroll. The website also mentions that time and leave reports must be maintained and prepared for all employees, with signatures from the relevant department heads.
For federal employees, annual leave can be accrued through various means. For instance, civilian service that is creditable for Civil Service Retirement Service (CSRS) purposes is creditable for annual leave accrual. Additionally, active military service performed under honorable conditions is given full credit for annual leave accrual.
In the case of temporary employees, those with appointments of less than 90 days can accrue annual leave only after being employed continuously for 90 days. After this period, they are entitled to be credited with the leave accrued during that time. However, intermittent employees, or part-time employees without a regular tour of duty during the administrative workweek, are not entitled to accrue annual leave.
Boston College, meanwhile, offers vacation accrual for its part-time employees. A part-time Office, Clerical, and Service employee earns vacation time at the same rate as a full-time employee, but the calculation is based on an "average day." An "average day" is calculated by dividing the normal hours per week by five. For example, an employee working 21 hours per week would earn 3.5 hours of vacation time per month, or 42 hours per year.
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Time and leave reporting
At the University of Memphis, Time and Leave Reports must be prepared and maintained for all employees. These reports should reflect the time shown on time cards or other time and attendance records maintained by the department or activity head. This includes recording whole or decimal parts of days when a faculty or staff member takes annual or sick leave. Non-exempt employees must report time present and not present, while exempt employees only report time not present. This includes faculty.
The completed time cards should be stored by the departments for three years, after which they may be destroyed, provided that audit requirements have been met. It is important to note that signatures on the Leave Adjustment Form must be from the department's authorised person, typically the department head or designee.
Executive, administrative, professional, and twelve-month academic personnel who are regular full-time employees and exempt from the Federal Wage and Hour Law's overtime and record-keeping provisions accrue annual leave at a rate of 15 hours (2 days) per month. This leave can be accumulated up to a maximum of 315 hours (42 days) and carried forward to the next fiscal year.
For any adjustments to time records, a detailed explanation should be sent to Human Resources, along with a copy of the time record and a signature matching the one on the timesheet. If there are any issues with leave usage, employees can call the relevant departments for assistance. Monthly leave usage problems should be directed to Human Resources, while biweekly leave issues should be addressed to Payroll.
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Family Medical Leave Act (FMLA)
The Family Medical Leave Act (FMLA) is a federal law that provides job and benefit protection for employees. Under FMLA, employees can take up to 12 workweeks of leave during a 12-month period for family or medical reasons, or up to 26 workweeks of leave for military caregiver leave during a 12-month period. Eligible employees at the University of Memphis can take advantage of this benefit for illness of the employee or a family member, maternity or paternity leave, military or court leave, or prenatal visits and pregnancy for expectant mothers.
To request FMLA leave, employees should notify their supervisor of the need for leave, including the anticipated timing and duration. The supervisor may request additional information to determine if the leave qualifies as FMLA and obtain necessary details. A Request for Medical Leave must be completed at the beginning of the leave, and certification from a healthcare provider will be requested. If an employee is unable to request leave due to a serious illness, a family member may make the request on their behalf.
During FMLA leave, the University of Memphis will continue to pay the employer's portion of the health insurance premiums, while the employee's portion will be deducted from their paychecks. Employees on unpaid leave must make arrangements to continue their share of the insurance premium payments to retain benefits.
Upon returning from FMLA leave, employees must be restored to their original position or an equivalent position with equivalent benefits, pay, and other employment terms and conditions. FMLA leave should be recorded separately from sick leave or annual leave to avoid double-dipping.
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Frequently asked questions
The Family Medical Leave Act (FMLA) Leave of Absence is a policy that allows employees to take a leave of absence while still being paid. Employees on approved FMLA leave should only enter their hours on the FMLA Leave line item and not on Sick Leave or Annual Leave line items.
Regular full-time employees accrue annual leave at a rate that depends on their years of service. For 0 to less than 5 years of service, the accrual rate is 7.5 hours per month. For 5 to less than 10 years, it is 11.3 hours per month, and so on. Temporary employees are not eligible for annual leave.
Regular full-time employees accrue sick leave at a rate of 7.5 hours per month of actual service. Regular part-time employees accrue sick leave on a prorated basis based on the percentage of full-time equivalency of their position.
