Medical Time Off and Leave

Absences in excess of 32 hours require certification by an attending medical care provider. A department may request medical certification for an absence of any duration.

For purposes of this policy, immediate family is defined as your spouse, parent, stepparent, sibling, child, stepchild, grandchild, grandparent, son-in-law or daughter-in-law, father-in-law or mother-in-law, or brother-in-law or sister-in-law.

A child is defined as a biological, adopted, or foster child, or a child for whom you stand or stood in place of a parent.

For purposes of this policy, immediate family is defined as your spouse, parent, stepparent, sibling, child, stepchild, grandchild, grandparent, son-in-law or daughter-in-law, father-in-law or mother-in-law, or brother-in-law or sister-in-law.

A child is defined as a biological, adopted, or foster child, or a child for whom you stand or stood in place of a parent.

An employee who has a chronic medical condition may use Intermittent Medical Time Off for regularly scheduled visits to a doctor’s office or hospital once certification from a medical care provider is received by Human Resources.  

Eight hours of 1st Day Illness (prorated for part-time employees) must be used prior to utilization of Medical Time Off. This provision also applies to employees who are caring for an immediate family member with a chronic condition.  

An email will be provided to the employee and their supervisor, department head, or chair confirming receipt of medical certification and approval for the use of Intermittent Medical Time Off.

When an exempt (salaried) employee is off work for an entire workday, they must have sufficient accrued time off to cover all hours not worked. If there are insufficient hours, the employee must submit Unpaid Time Off for this time. Human Resources will manually reduce wages for unpaid hours.

For example:

• Example: A full-time employee works 3 hours but has 5 hours of accrued leave. In this scenario, the employee may use 5 hours of leave because these hours, combined with working time, are equivalent to an 8-hour workday.

Yes. Employees who have accrued absence hours must use hours when absent from work.

Twelve-month employees who exhaust Medical Time Off or Leave will use accrued compensatory hours and Personal Time Off or Leave for subsequent absences. If all accrued leave is exhausted, the employee will be placed on a Leave of Absence without Pay.

Nine-month faculty who exhaust Medical Time Off or Leave will be placed on a Leave of Absence without Pay.

It is critical for a department to immediately process a Form 3 to place an exempt (salaried) employee on “Leave of Absence without Pay” status if the employee has exhausted leave to prevent the employee from being overpaid. The Form 3 must be received by Human Resources before the last day of the pay period in which the unpaid day occurs.

Nine-month faculty members will only use Medical Time Off or Leave for absences during the academic year, as this is the contract period. Leave should not be used during the summer months.