You are all aware of the financial challenges that face the University with the new fiscal year. Because the academic year cycle allows for scheduling flexibility in some departments, we have developed a voluntary leave without pay program for staff in regular positions. This program will be mutually beneficial for departments faced with budgetary constraints and for staff who want some flexibility in their schedules. This program will be made available to staff regardless of the source of funding for their appointments. Depending on the needs of the department and the staff member, a voluntary leave may be full time (8 hours per day for at least one pay period) or part time (fewer than 8 hours per day for non-exempt, hourly staff or fewer than five days per week for exempt, salaried staff for at least one pay period). This program in no way affects eligibility to take paid leave under existing leave policies.

Eligibility for Leave

Staff must request leave without pay from their immediate supervisors. It will be necessary for staff to take a minimum leave of one pay period (2 weeks) in order to participate in this voluntary leave without pay program. The request form is available here. If the immediate supervisor recommends that the leave be granted, the unit head will review the request to assure that the needs of the department can be met adequately if the requested leave is granted. When the unit head has authorized a leave, Human Resources & Equal Opportunity will provide final leave approval.

Benefits Coverage and Leave Reporting

To assure that health insurance and other benefits will be covered during this leave period, it will be necessary for the employee to either report paid leave or to work for a portion of each pay period during the leave. Depending on the salary of the employee requesting the leave and the types of benefits for which the employee is enrolled, time in pay status each pay period generally will be 1 or 2 days. Payroll staff will assist individual staff members in determining how much time in pay status is necessary to continue benefits and deductions. Human Resources & Equal Opportunity will review the employee status before giving final leave approval and discuss any concerns with staff as appropriate. Information regarding the potential benefits impact is provided with this memorandum and is available here.

Vacation leave and sick leave accruals may be affected during the periods of leave without pay, based on the pertinent rules for either university support or unclassified, exempt or non-exempt staff. Leave without pay can be granted to salaried (i.e. exempt) staff only in full day increments, so salaried employees who wish to reduce their work schedule through voluntary leave will need to consider options such as a three day work week rather than working half days. Paid leave cannot be granted to salaried (i.e. exempt) staff in less than full or half-day increments. Further guidance regarding time and leave reporting for this program will be provided to your Personnel Related Staff.

We encourage unit heads to accommodate leave without pay requests under the auspices of this voluntary leave program whenever possible. Your cooperation will assist your unit and the University in dealing with its fiscal burdens while at the same time allowing staff flexibility.

Attachments

cc: Personnel Related Staff