• Holidays
• Vacation Sick Days
• Sick Leave 
• Personal/Family Friendly Days 
• Leaves of Absence
• Funeral Leave
• Jury Duty Leave
• Military Service
• Absence Under Emergency Conditions

Holidays

It is the policy of Loyola University Chicago to provide up to twelve (12) paid holidays each year for full time regular employees.

PURPOSE

To provide paid time off for all regular full time employees (FTE=> .80), who are primarily working at Lakeside campuses, to enable them to participate in non-work related holiday activities

APPLICABILITY

This policy applies to employees of Loyola University Chicago (LUC) who are regular status, full time staff, primarily working at the Lakeside campuses.  Staff employees who are paid monthly are not covered by this policy.

All University employees primarily located at the Maywood campus (e.g. University – Health Sciences Division [SSOM & NSON], etc.) are covered under the LUMC Holiday policy

INFORMATION/GUIDELINES

Loyola University Chicago observes the following holidays:

• Pay and Holiday Calendar

All regular, non-exempt full time employees who are required to work on a holiday, as designated  on the annual Holiday schedule, will receive Holiday Premium pay at one and-one-half times their current rate for all hours worked on the holiday.

Regular part time employees may be given a holiday off without pay; but if they work on the holiday and are paid by the hour, they will receive Holiday Premium pay at one and-one-half times their current rate for all hours worked on the holiday.

Any regular, full time employee who is required to work on a holiday may, subject to supervisory approval, take an alternate day off within 45 days prior to or after the regularly scheduled holiday.  If staffing requirements prevent scheduling an alternate day off, the employee will be paid for the day at the normal hourly rate or at the appropriate percentage of weekly salary.

A regular, full time employee who takes the holiday off will be paid for the day only if they work at least four hours during the last scheduled workday before the holiday and four hours during the first scheduled workday after the holiday or is otherwise entitled to be paid for these two days (e.g, vacation, sick pay, personal/family friendly pay).

Full time employees are eligible for paid holidays immediately after hire with the exception of the Floating Holiday which requires the completion of 30 days of employment.

Holidays must be taken in full day increments, based on an employee’s regularly scheduled work day.

Unused holidays will not be paid out upon termination of employment.  Unused ‘Floating Holiday’ must be used prior to the last day of work.

RESPONSIBILITY 

Department:  Every supervisor is responsible for scheduling and documenting holiday time used by exempt and non-exempt employees and authorizing the Payroll Department’s payment of holiday time in accordance with this policy.

Human Resources:   Generally, employees primarily located at the Maywood Campus are administered by LUMC Human Resources Department.  LUC Human Resources has the responsibility for interpreting and administering the holiday policy and the authority to make exceptions.  LUMC Human Resources will consult LUC Human Resources about any exception to this policy.

Vacation 

It is the policy of Loyola University Chicago to provide a vacation allotment to staff employees according to the employee's job code or exempt/non-exempt status and length of continuous years of University service since the most recent date of regular employment. Part-time employees accrue vacation time on a pro-rated basis.

PURPOSE

Annually, employees need time away from the workplace.  Loyola encourages staff to take time away from work to rest, relax and recharge.  In doing so, staff return to work refreshed and can continue to provide excellent service to University students, faculty, staff, visitors and guests.

APPLICABILITY

This policy applies to employees of Loyola University Chicago (LUC) who are regular status, full- and part-time staff (scheduled to work at least 20 hours), primarily working at the Lakeside campuses.  Staff employees who are paid monthly are not covered by this policy.  Work schedule and time off for monthly paid staff is determined with their department head.

All University employees primarily located at the Maywood campus (e.g. University – Health Sciences Division [SSOM & NSON] or Credit Union, etc.) are covered under the LUMC Vacation policy.

INFORMATION

A. Eligibility and Accrual

Paid vacation time is accrued bi-weekly according to the following schedule:

Full Time Staff (1.0 FTE):

Part Time Staff:  (There is no classification of exempt, part-time employees. All employees with an FTE less than 1.00 are classified as non-exempt.)

Vacation time accruals are updated each pay period.

The maximum vacation accrual of vacation time for regular full-time employees is twice the annual vacation allotment, but not to exceed 40 days (eight weeks). For eligible regular part-time employees the maximum accrual of vacation time is also twice the annual vacation eligibility, but not to exceed 35 days.

B.  Scheduling of Vacation

Newly-hired employees begin accruing vacation time immediately, but are not eligible to use it until they have completed 6 months of employment.

Vacation time may be scheduled during any time throughout the year, based on the operational needs of the department. Requests for vacation time must be approved by the department supervisor.  In cases of conflicting simultaneous requests, choice of vacation is given to the employee with greater university service.

If a holiday falls within a full-time employee’s paid vacation time, the day will be paid as holiday pay.

C.  Pay in Lieu of Vacation

Employees are encouraged to take their vacation.  Therefore, pay in lieu of vacation is normally not granted.  An exception may be approved when an employee is requested to forego vacation to complete essential work.  Exceptions to policy require the approval of the Vice President of Human Resources.

D.  Change of Status, Company Transfers, Paid/Unpaid Leave of Absence or Termination of Employment

When employees change their status from full-time to part-time, they will receive a payout of all accrued vacation time to avoid reaching limits on maximum vacation accruals.

When employees decrease their scheduled work hours below 20 hours/week (benefits-eligible status) they will receive a payout of all accrued vacation time.

When an employee changes to Long Term Disability (LTD) status, they will receive a payout of all accrued vacation time.

Employees will not accrue vacation time while on a paid or unpaid leave of absence.

When employees transfer between corporations (LUC/LUMC) they will have an option of transferring their vacation balance to the new corporation (up to the maximum allowed for that corporation) or receiving a payout of some or all of their accrued vacation time.

Accrued vacation time will be paid to employees who terminate employment.  Vacation time cannot be used for the last day worked.

RESPONSIBILITY

Employee:  It is the responsibility of the employee to make all requests for vacation to the supervisor in a timely manner as set by department procedure.

Department:  Every supervisor is responsible for scheduling and documenting vacation time used by exempt and non-exempt employees and authorizing the Payroll Department’s payment of vacation time in accordance with this policy.

Human Resources:   Generally, employees primarily located at the Maywood Campus are administered by LUMC Human Resources Department.  LUC Human Resources has the responsibility for interpreting and administering the vacation policy and the authority to make exceptions.  LUMC Human Resources will consult LUC Human Resources about any exception to this policy. 

Sick Days

The University provides paid sick leave allotment for regular full-time and part-time staff employees who are scheduled to work at least 20 hours per week.

PURPOSE
The sick leave policy is designed to provide income protection for employees’ illness or non-occupational injury when they are temporarily absent from work.

APPLICABILITY
This policy applies to regular employees of Loyola University Chicago (LUC) who are scheduled to work at least twenty (20) hours per week ) and are primarily located at the Lakeside campuses; and LUC employees who are primarily located at the Maywood campus (e.g. University – Health Sciences Division [SSOM & NSON] or Credit Union, etc.) Staff employees who are paid monthly are not covered by this policy.

INFORMATION/GUIDELINES

A.  Accruals
Sick leave is accrued based on employees’ regularly scheduled hours of work and it may be carried over from year to year, up to a maximum of 30 days.  Paid sick leave is accrued bi-weekly based on an employee’s FTE (full-time equivalent) according to the following schedule:
 

• Accruals begin from an employee’s date of hire.
• Employees below the Administrative Director level are eligible to use sick leave after they have completed their first ninety (90) days of employment.
• If you are hired in a position classified as an Administrative Director and above or SSOM Librarian, you will receive five (5) sick days in your sick leave bank upon hire.   Like all other regular full-time employees, Administrative Directors and above or SSOM Librarians are eligible to use sick leave after they have completed their first ninety (90) days of employment. 
• Employees whose sick leave current accrual balance is greater than thirty (30) days as of December 31, 2008, will retain their balance and will not accrue sick leave until their sick leave balance is less than the thirty (30) day maximum.  Note: This provision does not apply to employees in a position classified as an Administrator Director or above and SSOM Librarian. 
  

B. Utilization of Sick Leave

An employee may not use paid sick leave for personal reasons or illnesses of family members.  Any sick leave beyond three consecutive work days will be considered an extended medical leave of absence.   If you are eligible, you may receive short-term disability benefits during a medical leave of absence.  Refer to the Short-Term Disability (STD) policy.

C.  Notification and Attendance

All employees with scheduled work hours are expected to notify their manager or designee of each absent day at least one hour prior to their start time. Depending on operational needs, departments may establish notification requirements for up to three hours prior to start time.  Managers will communicate the appropriate time periods and methods of notification to employees.  Payment of sick leave hours may be denied if notification is not received by the specified time.  In cases of absence due to illness for over three days, or when a pattern of absences develops, the manager may require a physician’s statement confirming the reason for absence.

D.  Extended Absences

Employees who are absent for more than three (3) days for reasons other than scheduled vacation are required to complete a leave of absence request form.  In evaluating the payment of sick leave or short-term disability benefits, managers and employees are referred to the GENERAL LEAVE OF ABSENCE AND FAMILY/MEDICAL LEAVE ACT POLICY.

Employees are not eligible for an extended paid leave of absence during their first six months of employment.   Unpaid absence of more than five consecutive work days for these newly hired employees constitutes a voluntary resignation from employment  unless the employee provide medical certification that they may return to work after no more ten 10 days of absence.

E. Change of Status, Company Transfers, Paid or Unpaid Leave of Absence or Termination of Employment

When employees change status from full-time to part-time, they will retain their accrued paid sick time provided the time is below the maximum accrual as designated in the accrual section of this policy for regular part-time employees. 

Sick balances (up to the maximum accrual) will transfer when an employee transfers from one company to another (i.e. LUC to LUMC or LUMC to LUC).

Employees will not accrue sick leave while on a paid or unpaid leave of absence.

Accrued paid sick time is not paid out to employees at termination of employment with the exception of the retirement provisions in the retirement benefit section of this policy.

F.  Retirement Benefit

When an employee below the level of Administrative Department Head retires and is at least 62 years of age with ten or more years of service, he/she will be paid accumulated sick leave up to a maximum of sixty days.  This provision of the sick leave policy will expire after December 31, 2010.

G.  Responsibility

Employee:  It is the responsibility of the employee to make all requests for sick leave to the supervisor in a timely manner as set by department procedure.

Department:  Every supervisor is responsible for scheduling and documenting sick time used by exempt and non-exempt employees by authorizing the Payroll Department’s payment of sick leave in accordance with this policy.

Human Resources:  Generally, employees primarily located at the Maywood Campus are administered by LUMC Human Resources Department.  LUC Human Resources has the responsibility for interpreting and administering the sick leave policy and the authority to make exceptions.  LUMC Human Resources will consult LUC Human Resources about any exception to this policy.

Personal/Family Friendly Days

Each year Loyola University Chicago will provide four (4) Personal or Family Friendly Days for all full time Lakeside and Health Sciences staff and two (2) Personal or Family Friendly Days for all part time Lakeside and Health Sciences staff who are scheduled to work 20 or more hours per week.

PURPOSE

To provide time away from work to attend to personal business, emergency situations or family needs. 

APPLICABILITY

This policy applies to regular employees of Loyola University Chicago (LUC) who are scheduled to work at least twenty (20) hours per week and are primarily located at the Lakeside campuses; and LUC employees who are primarily located at the Maywood campus (e.g. University – Health Sciences Division [SSOM & NSON], etc).  Staff employees who are paid monthly are not covered by this policy.

INFORMATION/GUIDELINES

• Personal/Family Friendly days will be awarded to eligible staff effective with the first payroll period for each calendar year.  
• Unused Personal/Family Friendly days will not carry forward and will be forfeited if unused by the end of the calendar year.  Pay and Holiday calendar
• Personal/Family Friendly days may not be used within the first 90 days of employment.
• Personal/Family Friendly days will not be paid out at termination.

A. Eligibility

Full Time Staff (1.0 FTE)
1. Full time staff will receive four (4) Personal/Family Friendly days each year. 

2. Personal/Family Friendly days will be prorated for new full time staff hired on or after January 1, according to the following schedule:

*Full time staff hired on or after July 1st will not be eligible for Personal/Family Friendly days for that year.

3. Exempt staff may use only Personal/Family Friendly days in full day increments.  Nonexempt staff may use Personal/Family Friendly days in less than full day increments if desired.

Part Time Staff (<1.0 FTE)
1. Part time staff scheduled to work at least twenty or more hours per week will receive two (2) Personal/Family Friendly days each year. 

2.  Personal/Family Friendly days will be prorated for new part time staff hired on or after January 1, according to the following schedule:

 
*Part time staff hired on or after July 1st will not be eligible for Personal/Family Friendly days for that year.

3. Part time staff may use Personal/Family Friendly days in less than full day increments if desired.

B. Scheduling
1. Personal/Family Friendly days should be scheduled in advance whenever possible.  Personal/Family Friendly days can be taken at the employee’s convenience subject to supervisory approval.  When considering a request for time off, the Supervisor’s primary consideration should be the operational needs of the department which must be balanced with the employee’s emergent personal/family needs.

2. It is the employee’s responsibility to schedule Personal/Family Friendly days for use no later than the end of the calendar year, unused time will not carry forward and will be forfeited.  Pay & Holiday Calendar


C. Changes in Status, Company Transfers or Termination of Employment 

1. Personal/Family Friendly allotments for the year will be adjusted based on the posted schedule above when an employee’s change in status results in an increase in FTE from Part Time to Full Time(1.0 FTE). 

2. Personal/Family Friendly allotments for the year will not be adjusted when an employees’ change in status results in a decrease in FTE from Full Time to Part Time, unless that change in status results in a decrease of hours below 20 per week.  Unused Personal/Family Friendly allotments will then be forfeited.

3. When employees transfer between corporations (LUC/LUMC), they will have the option of transferring up to two (2) days of Personal/Family Friendly days for full time staff and up to one (1) day of Personal/Family Friendly time for part time employees. Unused Personal/Family Friendly days that are not transferred will be forfeited.

4. Employees who terminate employment will not be paid for any remaining Personal/Family Friendly days.  Personal/Family Friendly days may not be used during the last two weeks of employment. 

RESPONSIBILITY

Employee: To schedule Personal/Family Friendly days in advance with the supervisor whenever possible.
Department Supervisor:  Every supervisor is responsible for scheduling and documenting Personal/Family Friendly time used by exempt and non-exempt employees by authorizing the Payroll Department’s payment of Personal/Family Friendly days in accordance with this policy.

Human Resources:    Generally, employees primarily located at the Maywood Campus are administered by LUMC Human Resources Department.  LUC Human Resources has the responsibility for interpreting and administering the Personal/Family Friendly Days policy and the authority to make exceptions.  LUMC Human Resources will consult LUC Human Resources about any exception to this policy.

Leaves of Absence Family and Medical Leave Act (FMLA)/General

A leave of absence may be granted to maintain continuity of service when extenuating circumstances require an employee's absence from work. A staff employee with six or more months of service is eligible for a general leave of absence in up to three-month increments. The maximum amount of leave is equal to an employee's length of employment or two years, whichever is less. The Family and Medical Leave Act (FMLA) allows employees who have worked 12 months (not necessarily consecutive) with Loyola and at least 1,250 hours in the 12 months preceding the leave to take up to 12 weeks of leave for medical and family reasons. For further information or detailed discussion, consult your supervisor, Human Resources or the Human Resources Policy. For benefit continuation information, please contact your campus Benefits Office.

Funeral Leave

Loyola values the dignity and sanctity of human life. To that end, after employment for 30 calendar days, regular full- and part-time employees (hired for at least 20 hours per week) are eligible for funeral leave.

An employee may take up to three consecutive workdays off, with pay, to make funeral arrangements and attend services in the event of the death of a parent, father- or mother-in-law, grandparent, spouse, child or grandchild, brother, sister or blood relative living in the household. One day off with pay is granted in case of the death of any other relative.

Jury Duty Leave

Loyola emphasizes an employee's civic duty and responsibility to serve on a jury. After employment for 30 calendar days, regular full- and part-time employees (hired for at least 20 hours per week) are eligible for Jury Duty Leave.

Regular non-exempt employees summoned for jury duty will receive straight time pay; exempt status employees receive their normal pay. After jury service is completed, the jury paycheck stub should be brought to the supervisor to verify the days served. Jury service pay may be retained by the employee.

Military Service

Regular, full-time employees may be granted military leave, without pay, for up to five years to perform military service and training in the Armed Forces of the United States. This includes summer camps and reserve duty.

Returning employees will be reinstated (if physically and mentally able) in their former position (or in one of similar duties, status and pay) if application is made within applicable guidelines.

Absence Under Emergency Conditions

If an emergency condition (e.g., severe weather) is declared but Loyola remains open, any employee unable to report for work may be paid for this absence by using accumulated holiday, vacation or personal time; otherwise, the absence is excused but unpaid.

If Loyola or a section of Loyola closes down due to an emergency condition (e.g., severe weather), the first day (or less) of absence will be paid. After the first day, an employee may use accumulated holiday, vacation or personal time for pay.

(rev:12/29/2008)