Leave Policy

Background

The Research Foundation (RF) allows eligible employees to earn accruals for vacation, sick, and personal leave and to take other kinds of leave, such as holiday leave and leave without pay. In order to ensure efficient, fair, and consistent administration of leave, the Research Foundation has established policies, procedures, and guidelines to deal with a variety of issues.

The purpose of paid leave is to protect employees from income loss while they are not at work. In many cases, as outlined in these documents, the Research Foundation provides paid leave to employees.

Note: Employees, both full-time and part-time, may only use paid leave for approved absences from scheduled workdays.

The Research Foundation's leave polices, procedures, and guidelines address the following general issues:

Types of Leave

Paid Time Off (PTO)

The Research Foundation authorizes the following types of leave with pay:

Leave of Absence

Employees may be eligible for the following types of leave without pay, each of which is discussed in more detail in other documents:

Under the Family and Medical Leave Act

Eligible employees are allowed up to twelve weeks of unpaid leave per twelve-month period for various health and family-related reasons. For additional information that applies specifically to the administration of leave under FMLA, see FMLA: Overview.

General Leave Policy

The General Leave Use Policy covers the following issues:

General Requirements

In general, employees requesting leave under the Research Foundation's (RF's) general leave policy must:

Accrual Policy

Employees accrue leave on total full-time equivalent (FTE) between .5 and 1.0. An employee may not take leave unless it is already accrued. An exception to this policy will be made if an exempt employee must be advanced leave to maintain exempt status. For more information on exempt status, refer to Exempt Status Guidelines in Leave Administration.

The office responsible for the maintenance of leave accrual balances must update accruals within 30 days of receipt of time records.

Recognition of SUNY Service

SUNY full-time service will be recognized in establishing accrual rates under this policy when appointment to the Research Foundation payroll occurs within 15 days of the termination of the SUNY appointment.

Prior Benefit Accrual Rules

Accrual Levels

Where an operating location's interpretation of RF policy resulted in a more generous benefit than that outlined in these documents, the operating location is authorized to continue the accrual levels for employees hired prior to January 1, 1986. These differences in interpretation must be documented and on file with Central Office of Employee Services.

When an operating location's interpretation of RF policy resulted in a less generous benefit than that outlined in this document, this document supersedes the operating location's policy.


Hourly Paid Employees

Campus operating locations allowing hourly paid employees to accrue vacation, sick, or personal leave before the effective date of this policy may elect to continue this practice for employees hired prior to July 1, 1993.

Funding Sick Leave

If an employee is on paid sick leave for more than 30 consecutive calendar days (includes Saturdays, Sundays, and holidays) it is RF policy that payments to the employee for sick leave taken on the 31st day and thereafter should be charged to the Research Foundation's fringe benefit pool rather than the account to which the employee was appointed. For information on the process and a list of award numbers by campus, refer to Corporate GL Withholding Awards. For step-by-step instructions on entering the transaction into the Oracle system, refer to Distribution Adjustments – Define (Process Help).

Termination Date

Operating locations may not extend an employee's termination date to include non-work days, such as holidays or vacation time.

FMLA Leave

All leave taken under FMLA must be administered in accord with the guidelines outlined in FMLA: Overview and, where appropriate, in accordance with the Research Foundation's general leave policy.

Recording Leave

Operating locations must have a system in place to record the vacation, sick, personal, and holiday leave accrual use of Research Foundation exempt and nonexempt employees who meet the eligibility requirements for leave. This system will be used for audit and control of vacation, sick, personal, and holiday leave records for eligible employees.

Legislation Affecting Leave Administration

The legislation that most directly affects the administration of leave is found in the federal Fair Labor Standards Act (FLSA) and the federal Family and Medical Leave Act of 1993 (FMLA).

FLSA requires that all employees not exempt from its provisions document all hours worked and absences charged to paid or unpaid leave. Employees exempt from these provisions may not have their pay reduced (be placed on leave without pay) for absences of less than one work day. The leave policy of the Research Foundation (RF) is in compliance with FLSA.

FMLA requires certain employers to allow eligible employees up to twelve weeks of job-protected unpaid leave during a twelve-month period. The Research Foundation's leave policy is in compliance with FMLA.

If an employee eligible under FMLA requests leave appropriate under FMLA, the leave must be granted and it must be administered as required by FMLA and where appropriate as required by the Research Foundation's general leave policy. Refer to FMLA: Overview.

Leave requests by employees not eligible under FMLA fall under the Research Foundation's general leave policy. Refer to FMLA: Overview.

Policy for Charging Leave

Exempt Employees

All full-time exempt employees must charge PTO in quarter day increments.

All part-time exempt employees must charge PTO in quarter day increments based on their normal workday.

Nonexempt Employees

All nonexempt employees must charge PTO in quarter hour (15 minute) increments.

Change History

Date

Change History

December 31, 2009

Changes to links and added detail to "Funding Leave" section to clarify process.

January 7, 2009

Added section on "General Requirements."

January 2, 2007

Updated PTO section with note pertaining to spouses of members the armed forces.

September 21, 2001

Move military leave from leave without pay to leave with pay. Update "Recording Leave" section.

Effective Date:
Responsible Party: Office of Administration and Human Resources, Personnel Administration
Contact Information: 518-434-7080
Copyright @ 2009 The Research Foundation of State University of New York

 

 

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