| Memo to: | All UH-Downtown/PS Holders | UH-Downtown/PS 02.A.13 | |
| From: | Max Castillo, President | Issue No. 1 | |
| Subject: | Leave Without Pay Policy | Effective Date: 4/25/94 | |
| 1. PURPOSE | |
| This PS outlines the guidelines regarding leave of absence without pay for eligible University of Houston-Downtown employees. | |
| 2. POLICY/PROCEDURES | |
| 2.1 Extended leave of absence without pay may be granted to benefits-eligible University of Houston-Downtown employees for purposes of education or research and writing, in order to enhance the employee's contribution to the institution. Also, benefits-eligible employees requesting leave for personal reasons may qualify depending upon the circumstances. | |
| 2.2 Approval also will be contingent upon the department's ability to satisfactorily reschedule the work load. Such leaves are the prerogative of the University and are not an inherent right of employment. | |
| 2.3 In cases where a benefits-eligible employee or a member of his immediate family is being treated for a serious health condition, leave of absence without pay may be approved or the employee may qualify for leave under the Family and Medical Leave of Absence Act. Refer to PS 02.A.11, Family and Medical Leave Policy, for additional information. | |
| 2.4 Leave without pay cannot be authorized until leave time for which the employee is eligible has been exhausted. Sick leave may only be used as described in PS 02.A.08, Sick Leave Policy. | |
| 2.5 Requests for extended leave of absence without pay may be initiated through the employee's supervisor and must include a specific return date. Upon approval by the immediate supervisor, the request will be forwarded to the department/unit manager, the appropriate vice president, and the President. A copy of the approved/disapproved request will be submitted to the Human Resources Department for the employee's personnel file. | |
| 2.6 Employees failing to return to work on the specified return date must provide documentation for an extension which is acceptable to the appropriate administrative officer. Failure to comply with the conditions of the leave will result in forfeiting the privileges of the leave. | |
| 2.7 Employees on leave of absence without pay are governed by the following rules and regulations: | |
| 2.7.1 Leaves will be limited in duration to twelve months and shall have specific effective dates; | |
| 2.7.2 Seniority is not interrupted, but pay increases and associated benefits are; | |
| 2.7.3 Vacation and sick leave do not accrue and employees are not eligible for holiday pay; | |
| 2.7.4 As required by State law, all accrued paid leave entitlements must be exhausted; sick leave may be used only if the employee is eligible for sick leave; | |
| 2.7.5 Group insurance may be continued by advance monthly payment of full premiums by the employee. During the leave period, the employee will be responsible for payment of the total premium since the monthly state contribution ceases on the first day of leave; | |
| 2.7.6 Teacher Retirement or Optional Retirement programs are suspended unless provided by another eligible employer and are automatically reinstated upon the employee's return to work; | |
| 2.7.7 Funds cannot be withdrawn from Teacher Retirement or Optional Retirement programs; and | |
| 2.7.8 Social security coverage ceases unless the employee is covered by another employee. | |
| 2.8 Employees approved for leave without pay will be issued a letter by the Personnel Services Manager outlining the following requirements: | |
| 2.8.1 Amount of the total premium due; | |
| 2.8.2 Premium due date; | |
| 2.8.3 Types of coverage changes allowable and how to request them; | |
| 2.8.4 The effect a leave without pay has on disability income coverage-, and | |
| 2.8.5 Consequences of late or nonpayment | |
| 2.9 If continued coverage is elected, employees choosing to discontinue one or more of the insurance programs for which they are covered must complete all the necessary forms and submit them to the Personnel Services Manager. 2.10 Employees not desiring coverage during a leave without pay period may allow the policies to lapse and be canceled for non-payment. Upon returning to work, the employee must submit an Evidence of Insurability Form (Exhibit A) to reinstate, all previously held policies. | |
| 3. REVIEW AND RESPONSIBILITIES | |
| Responsible Party (Reviewer): Vice President for
Administration Review: Biennial Reprint of original policy statement. Signed original on file in the President's Office. |