Loyola University Chicago

Human Resources

Paid Time Off

Personal/Family Friendly Days

Holiday
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 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
Loyola University Chicago observes the following holidays:
  • New Year's Day

  • Martin Luther King Jr. Day

  • Good Friday

  • Memorial Day

  • July 4th

  • Labor Day

  • Thanksgiving Day

  • Day after Thanksgiving(President's Day)

  • Christmas Eve

  • Christmas Day

  • University Assigned holiday

  • Floating Holiday (selected by the employee, unless assigned by University)

  1. 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.
  2. 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.
  3. 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.
  4. 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).
  5. 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.
  6. Holidays must be taken in full day increments, based on an employee’s regularly scheduled work day.
  7. 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: LUC Human Resources has the responsibility for interpreting and administering the holiday policy and the authority to make exceptions.

 
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; 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. Work schedule and time-off for monthly paid staff is determined with their department head.
Information
  1. Eligibility and Accrual

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

    Full Time Staff (1.0 FTE):

    Employee Group

    Years of Service

     

    1 Year

    5 Years

    10 Years

    20 Years

    Administrative Directors and above

    4 weeks

     

     

    5 weeks

    Exempt Staff

    3 weeks

     

    4 weeks

    5 weeks

    Non-exempt Staff

    2 weeks

    3 weeks

    4 weeks

    5 weeks

    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.)

    FTE Status

    Years of Service

    Hours/Week worked

    37.5 hour work week

    40.0 hour work week

    1 Year

    5 Years

    10 Years

    20 Years

    30 hrs/week or more

    0.80 up to 0.99

    0.80 up to 0.99

    8 days

    12 days

    16 days

    20 days

    24 hrs/week or less than 30

    0.64 up to 0.79

    0.60 up to 0.79

    6 days

    8 days

    10 days

    15 days

    20 hrs/wk or less than 24

    0.53 up to 0.63

    0.50 up to 0.59

    5 days

     

     

    10 days

    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.

  2. 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 and scheduling must be approved by the department supervisor.

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

  3. 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.

  4. 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.

    A benefit eligible full-time and part time employee of LUC and LUMC cannot transfer unused vacation time accrual when the employee terminates employment at the original employer and is hired at the new employer. All unused vacation time accrual will be paid out to the employee upon termination of employment. Please refer to the "Transfer of Employee Service Credit LUC/LUMC" policy.

    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: LUC Human Resources has the responsibility for interpreting and administering the vacation policy and the authority to make exceptions.


Sick Days
 
Policy
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 university recognizes that, at times, employees may be unable to work due to their own personal illness or injury, or the illness, injury or medical appointment of a family member. During such instances, sick time may be used by eligible employees.
 
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 in the Health Sciences Division at the Maywood campus.
  • 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:
 

FTE Lakeside Campuses

FTS Maywood Campus

Days Accrued Per Year

Maximum Days

1.0

1.0

 10 days

30 days

0.80 up to .99

0.80 up to 0.99

7 days

30 days

0.64 up to .79

0.60 up to 0.79

6 days

30 days

0.53 up to .63

0.50 up to 0.59

5 days

30 days

  • 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 into a position classified as an Administrative Director or above, or HSD 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 HSD Librarians, are eligible to use sick leave after they have completed their first ninety (90) days of employment. 
  • If you are a 9, 10, or 11 month exempt staff member paid monthly, leave tracking will be handled internally within your department.  You earn ten (10) sick days per year, with a maximum accrual balance of thirty (30) days.
  • 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 HSD Librarian. 
B. Applicable Use of Accrued Sick Time
Expanded definition as of July 1, 2017:
    • Employee’s illness or injury, or to receive medical care, treatment, diagnosis, or preventative medical care
    • Illness or injury of a family member (see below --> Family (Defined))
    • To care for a family member receiving medical care, treatment, diagnosis, or preventative medical care
    • If the employee or family member is the victim of domestic violence or a sex offense
    • If the employee’s place of business is closed by order of a public official due to a public health emergency
    • If the employee needs to care for a child whose school or place of care has been closed by order of a public official due to a public health emergency
Family (Defined)
Expanded definition as of July 1, 2017:
 
Defined as:
  • The employee's child (biological, adopted, step or foster, or a child to whom the employee stands in loco parentis, legal guardian or ward)
  • Spouse or domestic partner,
  • Spouse or domestic partner’s parent, sibling, parent (including biological, foster, adoptive or legal guardian, step, or a person who stood in loco parentis when the employee was a minor), stepparent, mother-in-law, father-in-law, grandchild, grandparent
  • Any other individual related by blood or whose close association with the employee is the equivalent of a family relationship​.
Employees may NOT use more than half of their yearly sick leave accruals for the care of family members (5 days). Excessive absenteeism, or patterns of calling off, may result in disciplinary action. 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 a serious illness or health condition for over three consecutive days, the employee must contact Matrix Absence Management to report their leave of absence. Matrix Absence Management will then notify Human Resources, who will then  notify the employee’s managers.
 
D.  Extended Absences
Employees who are absent for more than three (3) consecutive days for reasons other than scheduled vacation are required to contact Matrix Absence Management. In evaluating the payment of sick leave or short-term disability benefits, managers and employees should refer  to the GENERAL LEAVE OF ABSENCE AND FAMILY/MEDICAL LEAVE ACT POLICY.
  • New Hires are not eligible for an extended paid leave of absence during their first six months of employment.
  • Unpaid absences of more than five consecutive work days for these newly hired employees constitutes a voluntary resignation from employment unless the employee provides 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. 
 
A full-time employee of LUC and LUMC will be able to transfer accrued paid sick time hours up to a maximum of 10 days or 75 hours for employees who will be working 75 standard hours in their new position and 10 days or 80 hours for employees who will be working 80 standard hours in their new position. The employee will not be eligible to transfer any hours in excess of 75 or 80 hours depending on the standard work week in the new position. Employees will forfeit any accrued sick time hours in excess of the 75 or 80 hours maximum. For part –time employees, the transfer of accrued paid sick time hours will be pro-rated based on the FTE status of the employee.  Please refer to the "Transfer of Employee Service Credit LUC/LUMC" policy.  *Effective January 1, 2014 a LUMC to LUC transfer may only transfer sick time from the frozen sick bank. Note:
  • 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 or at retirement.
Responsibility
  • Employee: It is the responsibility of the employee to notify their supervisor in a timely manner when an illness occurs as set by department procedure and to contact Matrix Absence Management to report your serious illness if out more than three days.
  • 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: LUC Human Resources has the responsibility for interpreting and administering the sick leave policy and the authority to make exceptions.  

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.
  • 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.
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:
    Hire Period# of Days
    January 1 thru March 31 3 days
    April 1 thru June 30 2 days
    After July 1 None*
    *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:

    Hire Period# of Days
    January 1 thru June 30 1 day
    After July 1 None*
    *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.
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.
 
 
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. Employees who change employment from LUMC to LUC, will follow the same allocation schedule as defined for new staff under "A. Eligibility" of this policy.
  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: LUC Human Resources has the responsibility for interpreting and administering the Personal/Family Friendly Days policy and the authority to make exceptions.

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, 2/1/17, 6/28/17)