Leave presentation

UAA Leave
Understanding Employee
Leave Programs at UAA
Presented by:
UAA Human Resource Services
Types of Leave
Annual Leave
Sick Leave
Family Medical Leave
Leave Share
Leave Without Pay
Leave of Absence
Military Leave
Jury Duty
Annual Leave
Time Code:
per pay period
 Vacation, personal time off, or medical
leave (if needed)
 Cash out when employment ends – up to
240 total hours
 Accrue up to 240 hours
 Accrued
1-5 Years
6-10 Years
10+ years
5.54 hrs/pp
6.46 hrs/pp
7.38 hrs/pp
18.01 days/yr
21.00 days/yr
23.99 days/yr
Using Annual Leave
 Must
be approved by supervisor prior to
 Annual leave in excess of 240 hours
forfeited if not used within calendar year
 Cannot be donated or shared with other
Time Code: 500
Cashing Out
Cashing In
 Leave
cashed out when employment
ends – up to 240 hours
 Cash-in up to 40 hours one time during
fiscal year (July 1 – June 30)
 Must have at least 40 hours remaining
after cash-in
How to Request Cash-In
Local 6070?
See Union specific
Record the cash-in hours in the “Total Hours” column on your
timesheet – use earnings code 515.
Sick Leave
 Accrued
per pay period
Time Code: 550
4.62 hours per pay period
 No
cap on accrual – continues to build
up until you use it
 Leave is forfeited when employment ends
Can’t cash it out – donate it
Time Code: 550
Using Sick Leave
 Illness,
injury, or disability
 Professional appointments
 Avoid infecting others
 Bereavement leave – up to 5 days
 Illness of more than 3 days when on
annual leave
 Workers Compensation – first 3 days off
due to work related injury/illness
Conditions for Using Sick Leave
 Approval
of the employee's immediate
supervisor is required
Employees must follow department call-in
 Supervisors
may request evidence of the
illness or medical appointment be
submitted to HRS
 Not enough sick leave? Annual leave will
be used
Family Medical Leave
 Job
protection for employees for
qualifying absences
 FML is not a paid leave
May remain in a paid status by accessing
available leave banks
 Employees
must meet certain eligibility
requirements – apply through HRS
 FML may be taken in a single block of
time, intermittently, or a combination
Time Code: 601
Eligibility for FML
Time Code: 601
Federal FMLA
Alaska FML
12 weeks/12 months
18 weeks/12-24 months
Employed for 12
May be nonconsecutive as long
as there isn’t more
than a 7 year gap in
Worked at least 1250
hours in last 12
Employed for at least
35 hrs/week for
previous 6 months
Employed for at least
17.5 hrs/week for
previous 12 months
FML Reasons
Parental Leave
Time Code: 601
Birth of child, adoption, foster care
Own Health Condition
Your own serious health condition –
can include Worker’s Comp injuries
and illnesses
Family Member’s
Health Condition
Serious illness or injury of your parent,
child, or spouse.
Care for Injured Service member or
Exigency leave
More time off may be possible
Time Code: 601
Requesting FML
 When
possible, employees must notify UA
30 days prior to leave
 HRS or supervisor must invoke FML rights on
behalf of an employee
 Employees will be notified of eligibility
 Certifications from employee’s or family
member’s physicians are required for
medical leave
FML Forms can be found on HRS site –
Benefits > Leave Programs
Use Sick
• Code to 601
Use Annual
• Code to 601
• Code to 420
Use Leave
Share or
• Code to 601
Family Medical Leave
Benefits During FML
UA will continue to pay bulk of medical
premiums – 83% of premium cost
UA will continue basic life insurance and LTD
insurance during FML – up to 18 weeks
Employees on Workers Comp or in an unpaid
status must pay their portion of medical
premiums and supplemental benefit elections
No contributions will be made to UA Pension,
ORP, PERS or TRS while employee is on
Worker’s Comp or in an unpaid status
Leave Share Program
Eligible employees may receive up to 65 days
of donated leave per calendar year
Eligible employees may apply for donated
leave if they
Are on approved FML for a qualifying event,
Have exhausted all of their own leave, and…
Been in an unpaid status for 10 consecutive
work days
Requesting Leave Share
 Employees
must submit a leave share
request form
 Leave is transferred to employee as it is
There is no guarantee that leave
donations will be available
Donating Leave
 It’s
quick & easy
 Donations can be made to a
specific individual or to anyone in
 Sick leave is not deducted unless it
is needed
Leave Share Donations –
What a great way to show support!
Leave of Absence
Leave Without Pay (LWOP)
 Leave
granted for a variety of reasons
 Up to one year, and renewed for one
additional year
 Approval is required:
10 Days or Less
More than 10 Days
More than 6 Months
Approval of immediate Requires review and
Requires review and
approval of the
approval of the
employee’s department
department head and head and the regional
the regional HR
HR Director PLUS
approval of the
 UA
observes 12 holidays per year
Employees must be in a paid status during the
pay period in which the holiday falls
 Holiday
Employees can take leave without pay or
annual leave/personal holiday during closure
 Personal
Non-union, non-exempt staff receive floating
holiday: Code 420
Military Leave
 Regular
employees who are members of
military can take 16 ½ days per calendar
year as needed for service
 Additional leave without pay may be
Jury Duty
Jury Duty or Court Witness
Regular staff & most
Extended Temps
Paid Jury Leave:
Code 440
May use accrued
annual leave or
Turn in court pay
Keep court pay
Turn in court pay only
if on paid leave
Service as a volunteer expert
witness or court duty is not included
Find Your Balance
 UA
Employee Menu
Time off Balances
 Board
of Regents Policy 04.06:
Benefits and Leave
 UA Benefits Page –
 UA Benefits Handbook
 UAA HRS > Benefits > Leave
 Union CBA
 Your HR Consultant
Erika Pierce
p. 786.4685
[email protected]

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