HR-408 Leaves of Absence

Summary

A leave of absence without pay may be granted when the requirements of the department permit, when such leave is for prolonged illness or injury, or for any exceptional personal or institutional reason. Leaves of absence without pay may be granted only after all appropriate accumulated leave has been used. Such leave must be requested by the employee and recommended by the department chairperson or administrative head, and approved in accordance with the current delegation of authority.

Policy

Per Collected Rules and Regulations (CRR) 340.100: Leave Without Pay (Bd. Min. 6-5-09):

Eligible Employees -- Any regular administrative, service and support employee may be granted a leave of absence without pay when approved by the proper authority in order to preserve his/her employment rights and benefits.
Conditions for Granting Leave
1. All leaves of absence without pay of 30 calendar days or more must be approved by the Board of Curators or their delegated representative. Such leaves in excess of thirty (30) calendar days will become effective retroactive to the first day without pay. Leaves of absence of less than 30 days may be handled as excused absence. (See Section 340.010 tardiness and absence.)
2. A leave of absence may be granted for a period not to exceed one year but may not extend past the ending date of the employee's appointment. When Long-Term Disability benefits commence, a leave of absence ends.
3. Extensions of approved leaves of absence, not to exceed one year each or extend beyond the ending date of the employee's appointment, must be approved by the Board of Curators or its delegated representative.
4. A leave of absence without pay may be granted when the requirements of the department permit and when such leave is for prolonged illness or injury extending beyond accumulated vacation or sick leave; maternity cases; or for any exceptional personal or institutional reason if requested by the employee and recommended by the dean, director or administrative head, and approved by appropriate authority.
5. An employee in a unit which periodically and temporarily closes down or reduces the extent of its operation for specific periods of time not in excess of three months may be granted a leave of absence during these periods when it is agreed that the employee will return to work at the earliest date his services are required. Leaves for temporary close downs may not be extended beyond the period of three months.

HR Policy Provisions

Eligibility
1. A leave of absence may be granted only if the employee has a bona fide intention to return to the University following the leave.
2. Leaves of absence without pay may be granted only after all appropriate accumulated leave has been used.
3. Only in exceptional situations should a leave of absence be granted to an employee having less than six (6) months service.
Additional Policy Provisions
1. Employees do not receive pay for holidays falling during the leave of absence.
2. While the period of the leave of absence is counted as length of service in computing vacation accrual rates, employees do not accumulate vacation or sick leave during the leave of absence. Exceptions may apply. (See HR 307 Workers' Compensation.)
3. Employees are granted personal days during the leave of absence. However, employees may not use personal days during the leave of absence and all unused personal days are lost at the end of the anniversary year if the employee is on leave of absence.
4. Other than for a leave of absence granted for extended illness or injury, military service, or research or development leave, and employee Family and Medical Leave, the period of leave of absence without pay is excluded in computing length of service under the University retirement plan; however, the leave of absence does not constitute an interruption of service. No leaves of absence, other than military service, or seasonal leave count toward vesting in the University retirement plan.
5. Employee contributions to the University’s retirement plan will not be required for leave of absence periods for which no salary is paid. Employee contributions will, however, be required for leave of absence periods that are recognized as service credit under the plan for which partial or full salary is paid.
6. During the leave period an employee is eligible to continue participation in the University of Missouri's staff benefit program (medical, dental, life, accidental death and long-term disability).
Return to Work
1. Upon expiration of a leave of absence, an employee is eligible for reinstatement to the former position or to one of similar requirements and compensation in the same department or division from which the leave was granted.
  1. Should a position not be available upon expiration of the leave of absence or return to work, the department chairperson or administrative head may request an extension until such time as a position for which the employee is qualified becomes available, for a period up to six (6) months.
2. Employees shall have preferential hiring rights only in the department or division that granted the leave. Thereafter, the employee will be reinstated to the former position or to one of similar requirements and compensation in the same department or division from which the leave was granted. (For service and maintenance personnel, see “Understanding of Policies” Article VII, H, 1.) Failure to return to work upon expiration of the leave of absence or when a position becomes available results in termination of the employee's services.
Procedure Information
1. Leaves of absence without pay for periods of less than 30 days may be granted by the department chairperson or administrative head and do not require the submission of the Request for Leave of Absence or Personnel Action Form (PAF).
2. FMLA Leaves of Absence do not require a Request for Leave of Absence form. A PAF will be submitted for all FMLA continuous leaves of absence, after confirmation of FMLA approval.
3. The Request for Leave of Absence form and the PAF must be submitted for a leave of absence, with or without pay, that is 30 calendar days or more.
4. Employees who are granted a leave of absence without pay are removed from the payroll for the period of the leave of absence and are placed back on the payroll only upon processing of the PAF.
5. A physician's statement may be required for each request for leave of absence and request for extension of leave of absence due to illness or injury by the department or Human Resource Services.
6. An employee returning from a leave of absence for illness or injury may be required to present a physician's release.
7. Should an employee fail to return to work upon expiration of a leave of absence, the department chairperson or administrative head is responsible for initiating procedures to terminate the employee's service. A PAF must be processed to terminate employment.

Summary

Policy

HR Policy Provisions

See Also