4.18.5 Authorized Paid Leave

A. Purpose

The purpose of this policy is to set forth the guidelines for authorized paid leave except for vacation and sick leave.

B. Persons Affected

This policy applies to all regular employees appointed for at least twenty (20) hours per week for a period of at least four and one-half (4½) months. This policy does not apply to positions that require student status as a condition of employment.

C. Definitions

N/A

D. Policy and Procedures

The policy of The University of Texas at Tyler is to adhere to Texas Government Code Chapter 661 in regard to authorized paid leave. Any revisions to Texas Government Code Chapter 661 shall supersede this Section 7.6.5.

  1. Death in the Family

    Emergency Leave Paid leave will be available to regular employees, as stated in Subsection B – Persons Affected.

    1. A maximum of twenty-four (24) hours of paid leave may be granted to each employee due to the death of the employee’s spouse; the employee’s and spouse’s parents; and the employee’s children, brothers, sisters, grandparents, and grandchildren.
    2. A maximum of forty (40) hours of paid leave to employees who must travel internationally due to a death in the family.
    3. A copy of the death certificate or newspaper article is adequate proof and shall be presented to the supervisor.
  2. Holiday

    Holiday leave is provided to regular employees, as stated in Subsection B – Persons Affected. In addition, regular employees appointed less than full-time but at least twenty (20) hours per week are eligible for holiday leave proportionate to the number of hours appointed.

    1. Employees who work on a holiday will receive equivalent time off within the 12- month period following the holiday worked.
    2. Termination of employment will cause the employee to forfeit compensatory time earned due to a holiday. Hours accrued will not be paid out.
    3. Hours must first be accrued for Holiday leave to be taken.
    4. The Official UT Tyler holiday schedule will be announced on an annual basis by Human Resources after prior approval by the President of the University.
    5. As stated by the Legislature, optional holidays are available and will be announced by Human Resources.
  3. Voting 

    Paid leave for voting is provided to regular employees, as stated in Subsection B - Persons Affected.

    1. Employees are encouraged to take advantage of early voting periods that have extended voting hours.
    2. Paid leave is available only on an official election day, with a maximum amount of four (4) hours.
    3. Employees must coordinate with their supervisor to schedule time off to cast their vote.
  4. Judicial or Legislative Summons 

    Paid leave is provided to eligible employees, as stated in Subsection B – Persons Affected. All employees summoned to appear shall do so.

    1. Jury Duty
      1. All employees called to jury duty service shall be allowed to serve with no deduction in salary or wages.
      2. Employees will not be required to account to the University for any fee or compensation received for jury service.
      3. A copy of the jury duty summons is adequate proof of service and shall be presented to the supervisor as soon as practicable.
    2. Official Witness Summons
      1. Employees called to appear will not have a deduction in their salary or wages. However, the employee shall neither accept nor receive any witness fees for such governmental appearance.
      2. The employee may receive mileage or per diem allowances tendered unless a claim for such expenses has also been made against the University. In no instance shall there be double reimbursement for such expenses.
      3. A copy of the summons to appear is adequate proof and shall be presented to the supervisor as soon as practicable.
    3. Witness Appearances – Not in Official Capacity
      1. Employees called to appear will not have a deduction in their salary or wages and shall be entitled to any customary witness fees.
      2. A copy of the summons to appear is adequate proof and shall be presented to the supervisor as soon as practicable.
  5. Medical Donor

    Paid leave is provided to eligible employees, as stated in Subsection B – Persons Affected. Documentation should be submitted to the supervisor to support the leave request in advance. Hours exceeding maximum allotted will be taken from employee’s paid accruals and/or a reduction in salary or wages, where applicable.

    1. Blood Donation
      1. Employees may receive sufficient time-off to donate blood up to four (4) times per fiscal year.
      2. There will not be a reduction in salary or wages, provided the supervisor approved the employee’s request for the time off.
    2. Bone Marrow Donation
      1. Employees may take up to forty (40) hours per fiscal year.
    3. Organ Donation
      1. Employees may take up to 240 hours per fiscal year.
  6. Volunteer Service Leave

    Paid leave is provided to eligible employees, as stated in Subsection B – Persons Affected. Documentation should be submitted to the supervisor to support the leave request in advance. Hours exceeding maximum allotted will be taken from employee’s paid accruals and/or a reduction in salary or wages, where applicable.

    1. Volunteer Firefighter and Emergency Medical Services Training or Response i. A maximum of forty (40) hours per fiscal year for attending fire service or emergency medical service training conducted by state agencies or institutions of higher education.
      1. This leave may be granted in order for the trained employee to respond to emergency fire or medical situations. “Emergency medical services volunteer” means emergency medical personnel who provide emergency pre-hospital care without remuneration, except reimbursement for expenses.
    2. Red Cross Disaster Service Volunteer
      1. Employees who are certified disaster service volunteers of the American Red Cross or who are in training to become volunteers may be granted leave up to eighty (80) hours per fiscal year to participate in specialized disaster relief services for the American Red Cross.
      2. Provided the following conditions are met, the employee will not have a reduction in salary or wages, paid leave accruals, or accrued overtime and/or compensatory time during the leave taken:

        a) Authorization from his or her supervisor;

        b) A request from the American Red Cross to volunteer; and

        c) Approval from the governor.

  7. Disability Assistant Animal Training

    Paid leave is provided to eligible employees, as stated in Subsection B – Persons Affected. Documentation should be submitted to the supervisor to support the leave request in advance. Hours exceeding maximum allotted will be taken from employee’s paid accruals and/or a reduction in salary or wages, where applicable.

    1. An employee with a disability is entitled to a maximum of eighty (80) hours per fiscal year for the purpose of attending a training program to acquaint the employee with an assistance animal to be used by the employee.

    2. A “person with a disability” is defined as a person who has a mental or physical disability or any health impairment that requires special ambulatory devices or services.

  8. Non-medical Parental Leave

    Paid leave is provided to eligible employees, as stated in Subsection B – Persons
    Affected. Reasonable advance notification must be given to supervisor.

    1. Foster Parent Leave

      1. Employees who are foster parents to a child under the conservatorship of the Department of Family and Protective Services (DFPS) are entitled to paid leave without a reduction in salary or wages for the purposes of attending:

        a) Meetings held by DFPS regarding the child under the foster care of the employee; or

        b) An admission, review, and dismissal meeting held by a school district regarding the child under the foster care of the employee.

      2. Documentation should be submitted to the supervisor to support the leave request in advance.

    2. Parent-Teacher Conference

      1. Employees may use up to of eight (8) hours of accrued sick leave per fiscal year to attend parent-teacher conference sessions for the employee’s children who are students attending pre-kindergarten through the 12th grade.

      2. Documentation should be submitted to the supervisor to support the leave request in advance.

  9. Military Emergency Leave 

    Paid leave is provided to eligible employees, as stated in Subsection B – Persons Affected. A copy of the orders or certification from the employee’s commanding officer is adequate proof and must be presented to the supervisor prior to taking military leave. Copies of the military orders must be attached to the Personnel Action Form (PAF) placing the employee on military leave. Hours exceeding maximum allotted will be taken from the employee’s paid accruals and/or employee will be placed on leave without pay, where applicable.

    1. Call to Duty During an Emergency

      1. Reserve Branch of the United States Armed Forces

        a) Employees called to active duty during a national emergency are permitted leave of absence with pay, provided they have not already exhausted their annual entitlement.

        b) Employees will accrue state service credit but will not accrue vacation or sick leave. Unused past accruals will be reinstated upon return.

      2. National Guard Emergency

        a) Employees called to active duty in the state military forces by the Governor of
        Texas during a state emergency.

        b) There is no limit to the number of hours allotted for paid leave and time will not count against the annual entitlement. The employee is not required to use their paid accruals.

  10. Administrative Leave

    The President or his or her designee may grant administrative leave with pay to an eligible employee, as stated in Subsection B - Persons Affected.

    1. Performance Leave

      1. This leave is available as a reward for outstanding performance as documented by the employee’s appraisals.

      2. A maximum of thirty-two (32) hours may be granted per fiscal year.

E. Definitions

Regular Employee. An employee who is scheduled to work at least 20 hours per week (one half-time) for a period of at least four and one-half months, excluding students employed in positions which require student status as a condition for employment.

Federal Fiscal Year. October 1st – September 30th.

Paid Accruals. Sick and/or Vacation leave hours earned.

Fiscal Year. September 1st – August 31st.

F. Responsibilities

  1. Employees
    1. Employees are accountable for submitting their leave requests and adequate documentation supporting their request to their supervisors in advance, unless an emergency arises.
    2. Employees are accountable for familiarizing themselves with policies regarding leave requests.
    3. Employees are accountable for monitoring and reporting their leave accruals accurately.
  2. Employing Department and Supervisors
    1. The employing department along with the individual supervisor is accountable for ensuring the employee provides adequate documentation supporting their leave requests and filed in departmental files.
    2. The employing department along with the individual supervisor is accountable for verifying the employee reports all leave accruals accurately.

G. Review

This policy shall be reviewed by Human Resources every five years or as legislation changes.

ORIGINALLY APPROVED:  12/01/2001

LAST AMENDED:  04/22/2009

REVIEWED:  AY 2014-15