Time Away From Work

Absenteeism and Lateness

Policy No: 
2.1
Effective Date: 
March 1998
Review Date: 
February 2019
Policy Owner: 
Human Resources
Contact Name: 
Zachary Rogers
Contact Title: 
Director-Payroll
Contact Email: 
zachary.rogers@ohr.gatech.edu
Reason for Policy: 

Georgia Tech's primary objective is to educate our students and at the same time operate efficiently the various departments across campus that support this effort. In order to do this in a tradition of high quality, our departments must be fully staffed. Absenteeism and lateness detract from this service and cause an undue burden for those employees who must fill in for absent employees. Each employee is expected to report to work promptly at the beginning of the day and after lunch. If an employee finds it necessary to be absent from work, such absence should be immediately reported to the supervisor. A record of tardiness and inexcusable absence may interfere with promotion and may result in loss of pay or disciplinary action. See Sick Leave Policy--Procedure No. 2.13 and Vacation Policy--Procedure No. 2.15.

Policy Statement: 

In regard to attendance and lateness, employees are expected to:

  1. Maintain good personal health standards which will allow them to perform their work in a competent manner on a regular basis.
  2. Avoid letting minor ailments keep them from performing their jobs. At the same time, good judgment should be used with respect to contagious ailments which might have an adverse effect on other employees.
  3. Attend to personal affairs during nonworking hours.

Minor Rule Violations

The following are considered as minor rule violations:

  1. Excessive tardiness or absenteeism.
  2. Failure to notify the supervisor within the first two hours after start of shift on the first day of absence.

 

Procedures: 

The department supervisor is responsible for maintaining the lowest practical level of absence. The most effective way for the supervisor to do this is to talk with the employee returning from an absence. This will place emphasis on attendance and set the climate in the unit. At the same time the supervisor can ascertain if there is a reason behind the absenteeism. Although it is the employee's responsibility to correct problems and prevent absenteeism, the supervisor can counsel the employee on the importance of maintaining good attendance. In order to accomplish this the supervisor should:

Receive the call concerning absence personally (if possible).

  1. Speak directly to the employee rather than a relative or friend.
  2. If the employee appears to be suffering only minor ailments, encourage the employee to come to work.
  3. Inquire whether the employee has taken steps to improve the condition causing the absence.
  4. Determine when the employee expects to return to work.

By following the pattern outlined above, the supervisor should be able to detect poor attendance habits and take corrective action. There is no substitute for working closely with an employee and determining the validity of each absence as it occurs. The supervisor might also bear in mind the following:

  1. Frequency of absence. Frequent short-term absences often indicate the formation of poor attendance habits.
  2. Patterns of absence. A pattern of Monday or Friday absences, or absences on the day before or after a holiday or long weekend, will indicate an unsatisfactory attendance pattern.
  3. Causes of absence. Absences of a questionable nature or those absences which could have been avoided by proper advance planning should be monitored closely.
  4. Lateness record. Lateness should be considered with absenteeism in determining unsatisfactory attendance patterns.
  5. Length of service. An employee with long service and an attendance record which in previous years has been good would be given a little more latitude in any particular year when there is a noticeable change in attendance.

Supervisory Counseling-- Chronic Absenteeism or Lateness
Early steps toward correcting chronic absenteeism should take the form of private, individual counseling between supervisor and employee. This counseling session should cover the following:

  1. A review with the employee of his personal attendance record.
  2. A statement of why the record is unsatisfactory, and that it must be corrected.
  3. A discussion of the reasons for absence and for not calling in, if applicable. Here the supervisor should listen closely to the employee's stated reasons and try to assess their validity.
  4. An inquiry to the employee as to whether he thinks his personal attendance record is satisfactory. Let him be his own judge.
  5. An inquiry to see if the Office of Human Resources may assist the employee with problems causing absence. This may include solving transportation difficulties, a medical assessment by a doctor, or referral to the Faculty/Staff Assistance Program (see Procedure No. 6.3). While the supervisor should not become deeply involved in personal problems of employees, he/she may be able to suggest ways to solve absence-causing problems.
  6. Emphasizing to the employee that he/she is expected to:
    • be at work, on time, all the time.
    • notify the supervisor of absences.
    • let the supervisor know in advance of impending absences, whenever possible.
    • come in late rather than not report at all.
    • call in every other day, if absent for an extended period (if requested).
    • bring in a doctor's release to work, if absent over 5 days or sooner if requested by the supervisor, especially in cases of chronic absenteeism.
  7. Finally, the supervisor should emphasize (if the absences are considered excessive) that the employee is jeopardizing his/her own future with Georgia Tech, his merit increases, his vacation earnings, and his potential for promotion. The threat of discipline should be avoided at this point, as it may undermine the positive impact of the face-to-face meeting. At this stage the supervisor should try to be helpful. If discipline actually becomes necessary, the employee can be told that he is in danger of losing his job (see Corrective Action and Disciplinary Procedures, No. 5.13).

 

Campus Closed – Inclement Weather and Other Emergencies

Policy No: 
2.10
Type of Policy: 
Academic
Last Revised: 
January 2017
Review Date: 
January 2020
Policy Owner: 
Human Resources
Contact Name: 
Zachary Rogers
Contact Title: 
Director Payroll
Contact Email: 
zachary.rogers@ohr.gatech.edu
Reason for Policy: 

The purpose of this policy is to provide consistent guidance regarding emergency and/or inclement weather closing.  As with all policies, not every situation can be anticipated or covered.  Any situation that is not specifically addressed in this policy will be handled on a case-by-case basis at the discretion of the President or Institutional Leader.

Policy Statement: 

Emergency conditions like the weather, declared state of emergency, safety, or other situations may require the Institute to declare the campus closed.  When the Institute is declared closed, all academic classes, administrative offices or other functional areas are suspended and only essential services are maintained. 

In accordance with Board of Regents Policy (Section 8.2.7.7), in the event of inclement weather or any emergency which requires the absence of employees, the President or Institutional Leader of a unit in the System may declare leave with or without pay.  Employees whose job responsibilities require that they work during hazardous or emergency weather conditions in order to maintain critical institutional functions, e.g. public safety or facility employees, information technology or employees with critical health and safety responsibilities, may be designated as ‘essential personnel’ by their organization. 

Essential personnel will be expected to maintain a normal work schedule unless specifically excused.  Essential Personnel who are required to report to work during inclement weather or other emergency closings may receive Campus Closed Pay for their regularly scheduled hours.  Designated Essential Personnel refusing to report to work may be subject to the Institute’s Progressive Discipline Policy 5.13.

Scope: 

Entities Affected By This Policy

All U.S. based campuses of the Georgia Institute of Technology.

Who Should Read This Policy

All U.S. based campuses of the Georgia Institute of Technology.

Notification:

Faculty and staff can find out about campus closures and Tech’s weather response in several ways:

  • An alert will be sent via the Georgia Tech Emergency Notification System (GTENS).
  • Updates will be shared on the Georgia Tech homepage, www.gatech.edu
  • A pre-recorded message will be placed on the main campus information line, 404-894-2000, noting the status of the campus.
  • Information will be shared via social media. Updates will be posted to Twitter at @gtpdalerts and @georgiatech, and on Facebook at www.facebook.com/gtemergency and www.facebook.com/georgiatech
Policy Terms: 

CCD: The payroll code entered on a timecard to represent Campus Closed time for employees not working during the closure.

CCE: The payroll code entered on a timecard to represent Campus Closed time worked by essential personnel during the closure.

Non-Exempt Employees: bi-weekly paid (hourly time reporters).

Exempt Employees: Monthly paid employees who do not report hours worked, no special procedures or time reports are necessary as a result of closure.

Essential Services or Personnel:  Departments should create and maintain a list of services and employees who are considered essential to running critical functions within their operations in the event of a declared emergency.  This list is to be updated on at least an annual basis, employees should be notified that they are on the list.  The list of essential personnel should be housed in the Georgia Tech Police Department Office of Emergency Preparedness.    

If a supervisor decides an employee must remain on campus between work shifts (e.g., sleeping or resting in designated areas), the employee will be compensated for the total hours spent on campus during the closure.  

Non-exempt employees who are designated as essential and required to work during scheduled campus closings may be paid at the straight-time rate and Campus Closed Essential (CCE) for all hours actually worked during the inclement weather or other emergency closing.

Students: Certain designated student workers’ services are relied upon during campus closure periods.  Students working during campus closure times will receive pay at the special events rate.

GTRI Employees: GTRI employees should refer to directions from the GTRI News Source.

GT Satellite Campuses: Campuses that are geographically located outside the greater Atlanta Metro Area.  Please refer to communications and directions from these sites.

Procedures: 

The decision to close the Institute will generally be made on a workday by workday basis.  Once there is a decision to close the Institute, only those employees previously designated by the Institute as “essential personnel” to oversee the critical functions during an institutional emergency are required to report to work if notified.  All other employees are to either stay home/away or to leave their work area as soon as practicable after the notice is made.  Non-essential employees who report to work during unscheduled closings, without authorization, pose an unnecessary liability risk to the institution.

If the President or Institutional Leader designates the emergency and/or inclement weather closing as paid, then the following guidelines may apply to “essential” bi-weekly employees required to work during the closing.

The decision to close a campus will generally be made on a workday by workday basis.  Campus closure decisions are made on a workday by effective period basis. The use of Campus Closed time worked (CCE) will only be applicable through the end of the period a campus is closed.

Nonessential Non-exempt employees: Will use campus closed time (code CCD) to list time that would have been worked had the campus been open for business. The CCD code is used on timesheets when campus is closed and time is paid.  Unscheduled leave (Campus Closed Time) is not counted as hours worked in the calculation of overtime pay.  Non -exempt employees will be compensated in compliance with FLSA regulations and the Georgia Tech workweek and overtime policy for all hours actually worked over 40 in a work week. Campus closed time is pro-rated for part time employees.

Essential Non-exempt employees: Each department should have a list of employees designated as “essential” during a campus closed event. These employees should contact their supervisor for work instruction during an event. Essential employees may record regular shift hours not worked during the campus closure as CCD (Campus Closed). If required to work, they will report their regular hours worked as well as CCE (Campus Closed Essential) for the same number of hours worked during the campus closed period.  When an employee, who has not been previously designated as an essential employee, is asked to report to work or to the office during a campus closure, that employee will be paid as an essential employee for all hours worked.  In accordance with FLSA, travel time from the home location to the primary work site is not compensable.

Georgia Tech is a continuous operation and personnel work various hours throughout the 24-hour day.  Employees’ shifts may not align with the start or end of a campus closure. Examples are provided below that provide guidance on reporting hours during the closure period. 

Note: Some situations may be unique.  Members of our payroll team are available to assist with more specific questions. Faculty, staff, and student employees may direct questions to pay.ask@ohr.gatech.edu.

For those employees that are not designated by the Institute as essential personnel; the amount of time to be paid during a campus closure is not to exceed the employee’s regular shift hours in a day (regular and unscheduled closing time combined). 

Campus Closing Leave is equivalent to the employee’s normal shift.  Employees working compressed workweek schedules during periods of unscheduled closings will not be required to take additional leave.

If an employee does not report to work on the day the institution is declared closed for a partial day/delayed opening, the employee should record campus closed time (CCD) for the hours the campus is closed during the employee’s normal work schedule.  The employee may be permitted to make up work time lost within the same pay period or charge the absence period to accrued leave (vacation or sick) for the hours the campus is open during the employee's normal work schedule.

A non-exempt employee who is on an approved accrued leave (vacation or sick) on a day the campus is declared closed may charge time as campus closed time (CCD timecode for non-exempts).  An exempt employee that had previously requested an accrued leave (vacation or sick) on a day the campus is declared closed may change the request in Timeout so as not to lose the accrued leave.

If an employee is absent from duty because of severe weather conditions or other emergencies, during which the institution does not close, may be permitted to make up work time lost within the same pay period or charge the absence period to accrued leave (vacation or sick).  If the employee does not have enough vacation or sick time accrued, the employee will not be paid for the balance of that time and may be placed on leave without pay for the period of absence.

Compensatory time, in lieu of campus closed time, cannot be used for non-exempt (bi-weekly) employees.

When an employee, who has not been previously designated as an essential employee, is asked to report to work or to the office during a campus closure, that employee will be paid as an essential employee for all hours worked. 

Since campus closures are made on a workday by workday basis, the use of campus closed time will only be applicable through the end of the day a campus is closed.  As a reminder, the official work day at the Institute is defined as 12:00am-11:59pm.  For those instances when an essential employee’s shift carries over from one workday into another, the employee will only receive campus closed time for hours worked while the campus was declared closed until the end of the workday. 

Pay Treatment for Bi-weekly Employees

Situation Employee Group How to Code Time
Campus is closed all day Department Designated - Essential Employees who report to work for the full day.

Record actual hours worked (8) hours as REG – Regular and (8) hours as CCE (Campus Closed Essential)

Does time of decision of closing matter? Response. No

Can actual hours and unscheduled hours be greater than 8 hours? Response. Yes, employees should record actual hours worked as REG and the same number of hours as CCE. 

Regular - Benefits Eligible Employees (do not report to work) OR Essential Employees who do not report to work. Record eight (8) hours of CCD (Campus Closed) - unscheduled closings should be designated the same as the employees’ regularly scheduled hours. (pro rated for part time employees)
All Other Employees including student, temporary or casual labor employees (do not report to work) Will not receive paid leave or be paid for CCD (Campus Closed) time.
Campus is closed a partial day Department Designated - Essential Employees who report to work prior to campus opening (delayed start) or remain at work after campus has been declared closed

Record REG for all hours worked.

Also record CCE for hours worked during the campus closed period.

Regular - employees (do not remain at work/do not report prior to campus opening) OR Essential Employees who do not remain at work/do not report to work prior to campus opening

Record actual hours worked while campus is open as REG (Regular) hours worked.

Record CCD (Campus Closed) hours for hours the campus is closed during employee’s normal work schedule.

The total number of actual hours worked plus unscheduled closing hours should equal the employee’s regular shift hours.

All Other Employees including student and casual labor employees (do not remain at work/do not report prior to campus opening)

Record actual hours worked while campus is open.

Will not be paid unscheduled closing time.

 

Donated Sick Leave

Policy No: 
2.14
Type of Policy: 
Administrative
Last Revised: 
October 2014
Review Date: 
October 2019
Policy Owner: 
Human Resources
Contact Name: 
Kevin Merkel
Contact Title: 
Senior Director-Payroll and Total Rewards
Contact Email: 
Kevin.Merkel@ohr.gatech.edu
Reason for Policy: 

The purpose of this policy is to establish criteria and standards for the donation of accrued sick leave to a sick leave pool in order to cover absence of a benefits-eligible employee necessitated by illness or injury of the benefits-eligible employee or an immediate family member (spouse, parent, or child) of a benefits-eligible employee

Policy Statement: 

This policy addresses a donation program whereby accrued sick leave may be donated to a sick leave pool for sharing with benefits-eligible employees in certain circumstances.

Scope: 

Entities Affected By This Policy

All faculty and staff (excluding GTRI) who are eligible to accrue and use paid sick leave and who have been continuously employed as a benefits eligible employee for not less than 12 months by the Georgia Institute of Technology. The department of the recipient receiving donated leave is responsible for funding as the expense has been allocated in the employees’ salary. If you have any questions, please contact your assigned budget analyst.

Who Should Read This Policy

All faculty and staff within the Georgia Institute of Technology should be aware of this policy.

Policy Terms: 

Family Member
As defined by the Family Medical Leave Act (FMLA):

Spouse - the employee's legal husband or wife as defined or recognized under State Law for purposes of marriage in the State where the employee resides.

Parent
A biological parent of the employee. An individual who stands or stood "in loco parentis" to an employee by providing primary day-to-day care and financial support when the employee was a child. Coverage does not include parents-in-law.

Child
The employee's biological son or daughter under the age of 18. A legally adopted son or daughter under the age of 18. A foster child, stepchild or ward under the age of 18, legally placed with the employee. Any such child over the age of 18 if the child is incapable of self-care due to a mental or physical disability.

Incapable of self-care
Requiring active assistance or supervision to provide daily self-care in three or more basic or instrumental "activities of daily living," such as grooming and hygiene, bathing, dressing, eating, cooking, taking public transportation, etc.

Physical or mental disability
One that substantially limits one or more major life functions as defined under the American with Disabilities Act (ADA).

Serious medical condition
A serious medical condition is a health condition involving a serious illness, injury, impairment, or condition that is likely to require the employee's absence from work for an extended period of time longer that the amount of sick and vacation leave available to the employee, and the health condition is such that it is not medically appropriate for the employee to delay the absence in order to accrue additional sick or vacation leave prior to the absence. Some examples of such conditions include: advanced or rapidly growing cancers, acute serious illnesses, chronic life threatening conditions involving failure of bodily organs or systems (e.g., heart attack) or chronic conditions requiring extended rehabilitation such as back surgery. The absence may be continuous, as in hospitalization following surgery or an accident, or intermittent, as in period absences for chemotherapy or other procedures. Normal pregnancy without complications is not considered a serious health condition under this program.

Procedures: 

Overview
This program shall be a donation program whereby accrued sick leave may be donated to a sick leave pool for sharing with benefits-eligible employees in certain circumstances.

Employee Donation of Sick Leave

  1. The donation of sick leave is strictly voluntary and is irrevocable.
  2. An employee may donate sick leave to a pool for use by eligible recipients. Any unused sick leave so donated will revert to the donor pool and will not be returned to the donating employee.
  3. The donation of sick leave is on an hour-by-hour basis, without regard to the dollar value of the donated or used leave.
  4. The minimum number of sick leave hours that a benefits-eligible employee may donate is 8 hours. All donations will be in increments of whole hours.
  5. The maximum number of sick leave hours a benefits-eligible employee may donate in one calendar year is 80 hours.
  6. No employee may donate sick leave if, after that donation, his or her balance of sick leave is less than 80 hours.
  7. Employees will be given the opportunity to donate sick leave annually during benefits open enrollment. The donated sick leave will be transferred from the donor to the leave pool on December 31st.

Recipient Eligibility
Employees may utilize donated leave when they have exhausted all available accrued vacation and sick leave. The employee or immediate family member must:

  1. Provide certification from a licensed physician of a serious medical condition; or
  2. Be in quarantine due to exposure to contagious disease.

Conditions or Circumstances That Do Not Qualify for Receipt of Donated Leave
Employees may not receive donated leave in the following circumstances:

  1. Any occupationally-related accident or illness which is compensable under Workers' Compensation benefits;
  2. Disability incurred in the course of the commission of a felony (including driving while impaired) or assault; or
  3. Disability related to an uncomplicated pregnancy/delivery
  4. An employee may also not utilize donated leave:
    • During the period of any disciplinary suspension;
    • While receiving disability insurance/Social Security Income (SSI) benefits; or
    • After the termination of employment.
  5. An employee employed less than one year is ineligible to receive donated leave.

Application Process to Utilize Donated Leave
An eligible employee may request donated leave by submitting a written request through the Donated Sick Leave Form and the physician’s certification form to the Donated Leave Certification Committee.

  1. The minimum number of hours that a benefits-eligible employee may request is 40 hours.
  2. If the employee does not use the entire 40 hours within twelve months, the remainder will revert back to the leave pool.
  3. In the event of a chronic illness or injury requiring episodic treatment (dialysis, chemotherapy, radiation therapy, physical therapy), the recipient may use donated leave in non-consecutive increments.
  4. No individual employee may receive donated leave in excess of 320 hours (eight weeks) during the course of one consecutive 12 month period.
  5. 4.5. Donated leave will be granted in blocks of up to 160 hours. Employee may receive additional time up to the 12 month maximum by providing additional documentation.

Donated Leave Certification Committee
A committee shall be appointed by the AVP of Human Resources or his/her designee to review requests for donated leave and to make the final determination of granting the requested leave. This committee shall consist of a representative from the Office of Human Resources, a member of the Faculty Benefits Committee, and a classified staff member.

The Donated Leave Certification Committee will review the request for donated leave within 5 business days of receiving the request. The Committee's decision to approve or disapprove a request will be by simple majority vote and may be the result of communication by email or phone or other means in lieu of meeting. A letter from the supervisor shall accompany the application. This letter can be of a general nature and does not need to include reference to the medical condition.

If the request is approved, the Committee will notify the donated leave program administrator who will then notify the applicant. The program administrator will inform the employee that the request is approved and the date he/she may start drawing leave from the pool.

If the request is denied, the Committee will notify the donated leave program administrator with the reason for denial. The program administer will inform the employee of the denial. All determinations made by the Committee are final.

Responsibilities: 

The responsibilities each party has in connection with Donated Sick Leave are:

Party Responsibility
Donated Leave Certification Committee Ensure Compliance with policy.
Benefits Offer assistance with policy interpretation.
Payroll Maintain leave balances in PeopleSoft.

 

Family Leave

Policy No: 
2.12
Type of Policy: 
Administrative
Last Revised: 
October 2014
Review Date: 
October 2019
Policy Owner: 
Human Resources
Contact Name: 
Kevin Merkel
Contact Title: 
Senior Director-Payroll and Total Rewards
Contact Email: 
Kevin.Merkel@ohr.gatech.edu
Reason for Policy: 

This policy ensures compliance with applicable law and consistency among institutions of the University System in providing leave to eligible employees under the Family and Medical Leave Act.

Policy Statement: 

Georgia Tech complies with the provisions of the federal Family and Medical Leave Act. FMLA allows employees to balance their work and family life by the use of paid and unpaid leave for certain family and medical reasons. FMLA is a complex policy. Readers should refer to the related documents/resources cited in this policy as well as consult Human Resources for additional information.

Scope: 

All faculty and staff within the Georgia Institute of Technology should be aware of this policy.

Policy Terms: 

Eligibility
To be eligible for federal FMLA leave, an employee must have at least 12 months of total service and have worked at least 1,250 hours in the 12 months immediately preceding the beginning of the requested leave. (“Hours worked” does not include time spent on paid leave- sick, vacation, personal, administrative, or unpaid leave).

Health Care Provider
Department of Labor regulations for the FMLA define a health care provider as a doctor of medicine or osteopathy, podiatrist, dentist, chiropractor (limited to treatment consisting of manual manipulation of the spine to correct a subluxation as demonstrated by X-ray to exist), clinical psychologist, optometrist, nurse practitioner, nurse-midwife, or clinical social worker who is authorized to practice by the State and performing within the scope of their practice as defined by State law, or a Christian Scientist practitioner listed with the First Church of Christ Scientist in Boston, Massachusetts.

Spouse
The employee’s legal husband or wife as defined or recognized under State law for purpose of marriage in the State where employee resides

Parent
A biological parent of the employee; an individual who stands or stood “in loco parents” to an employee by providing primary day-to-day care and financial support when the employee was a child; Does not include “parents-in-law”

Child
The employee’s biological son or daughter under the age of 18; a legally-adopted son or daughter under the age of 18; a foster child, stepchild, or ward under the age of 18, legally placed with the employee; any such child over the age of 18 if the child is incapable of self-care due to a mental or physical disability; “incapable of self-care” means requiring active assistance or supervision to provide daily self-care in three or more basic instrumental “activities of daily living” such as grooming & hygiene, bathing, dressing, eating, cooking, taking public transportation, etc.; a “physical or mental disability” is one that substantially limits one or more major life functions as defined under the Americans with Disabilities Act (ADA)

Inpatient Care
As defined by FMLA, (i.e. overnight stay) in a hospital, hospice, or residential medical care facility, including any period of incapacity or subsequent treatment in connection with or consequent to inpatient care

Absence plus treatment
As defined by FMLA, a period of incapacity of more than three full consecutive calendar days and any subsequent treatment or period of incapacity relating to the same condition, that also involves (a) treatment two or more times by a health care provider or (b) treatment by a health care provider on at least one occasion which results in a regiment of continuing treatment under the supervision of the health care provider

Pregnancy
Includes prenatal care

Chronic conditions requiring treatment
A chronic condition which 1) requires treatment at least twice a year by a health care provider, or by a nurse or physician’s assistant under direct supervision of a health care provider; 2) continues over an extended period of time (including recurring episodes of a single underlying condition); and 3) may cause episodic rather than a continuing period of incapacity (i.e. asthma, diabetes, epilepsy, etc.).

Permanent long-term conditions
(i.e. Alzheimer’s, a severe stroke, terminal states of a disease)

Multiple treatments of non-chronic conditions
(i.e. cancer and kidney disease)

Injury or Illness in the line of duty
In the case of a current member of the Armed Forces, including a member of the National Guard and Reserves, this means an injury or illness incurred in the line of duty while on active duty, or which existed prior to active duty but was aggravated by service in line of duty while on active duty, that may render the member medically unfit to perform the duties of the member’s office, grade, rank, or rating. In the case of a veteran of the Armed Forces, including a member of the National Guard or Reserves, this means an injury or illness incurred in the line of duty while on active duty, or which existed prior to active duty but was aggravated by service in line of duty while on active duty, and that manifested itself either before or after the covered service member became a veteran.

Procedures: 

Family Medical Leave Act (FMLA)

FMLA Request Procedures
The Family Medical Leave Act (FMLA) entitles eligible employees to take up to 12 weeks of unpaid, job protected leave each year. The employee must be employed for at least one year and have worked at least 1,250 hours during the previous 12 months. Employees may request FMLA for the following reasons:

  • Birth of a child
  • Adoption of a child
  • Serious health condition of the employee, the employee’s child, spouse, or parent
  • Any period of incapacity or treatment connected with inpatient hospital care, hospice, or residential medical care facility
  • Any period of incapacity, sporadic absence from work, school, or other regular daily activities that also involves continuing treatment by a health care provider, or
  • Continuing treatment by a health care provider for a chronic or long-term health condition that is incurable or so serious that if not treated, would likely result in a period of incapacity; and for prenatal care
  • Military Caregiver Leave-An eligible employee who is the spouse, son, daughter, parent, or next of kin of a covered service member who is recovering from a serious illness or injury sustained in the line of duty on active duty is entitled to up to 26 weeks of leave in a single 12-month period to care for the service member. This provision became effective immediately upon enactment. Military caregiver leave is available during a single 12-month period during which an eligible employee is entitled to a combined total of 26 weeks of FMLA leave. A single 12-month period begins on the 1st day the employee takes military leave and ends 12 months later. A covered service member is a member of the Armed Forces, including a member of the National Guard and Reserves, who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness, OR a veteran who is undergoing medical treatment, recuperation or therapy for a serious injury or illness and who was a member of the Armed Forces, including the National Guard and Reserves, at any time during the five-year period preceding the date on which the veteran undergoes medical treatment, recuperation, or therapy.
  • Active Duty Leave- Eligible employees are entitled to up to 12 weeks of leave because of any qualifying exigency arising out of the fact that the spouse, son, daughter, or parent of the employee is on active duty, or has been notified of an impending call to active duty status in the Armed Forces in a foreign country. Qualifying exigencies may include: short-notice deployment (7 days notice or less and only available for 7 days total), military events and related activities (such as ceremonies and briefings), child care and school activities (for non-routine matters), financial and legal arrangements, counseling, rest and relaxation (up to 5 days), post-deployment activities (including debriefings or funeral services for up to 90 days following the termination of the covered military member’s active duty status), and any additional activities agreed upon by the Institute and employee.

Benefits and Protections
During FMLA leave, the Institute maintains the employee’s health coverage under any group health plan on the same terms as if the employee had continued to work, provided the employee continues to pay his/her portion of the premium. Use of FMLA leave cannot result in the loss of any employment benefit that accrued prior to the start of an employee leave. If an employee has short term disability insurance, he/she may be eligible to receive these benefits while on leave.

An employee generally has a right to return to the same position or an equivalent position in terms of pay, benefits, and working conditions. Certain “key employees” may be denied job restoration if they are among the highest-paid 10% of employees and if such denial is necessary to prevent substantial and grievous injury to the operations of the employer.

Adverse action or discrimination is prohibited against an employee or prospective employee who has taken FMLA leave and interference with any rights provided by FMLA will not be tolerated, including:

  • Refusing to authorize FMLA leave
  • Discouraging an employee from using FMLA leave
  • Changing the essential functions of the employee’s job to preclude the taking of FMLA leave
  • Reducing hours of work to avoid employee eligibility

The Institute uses a “rolling” 12-month period (rather than a fixed calendar, fiscal, or academic year) to determine eligibility for, and availability of, leave time under FMLA. The 12-month period during which twelve weeks of family leave may be taken shall begin on the first day such family leave is taken.

Eligibility for FMLA leave at any given time is determined by reviewing the twelve months of employment prior to the date that the employee requests FMLA leave to begin. If the employee has not utilized the equivalent of 12 weeks of FMLA-qualifying leave during the 12 months prior to the designated date, then the employee is eligible to take leave on that date, provided that all other eligibility criteria are met.

FMLA leave is unpaid and the Institute requires that employees use their accrued paid sick leave and/or vacation concurrently with FMLA leave before they go into unpaid status. If your FMLA leave is a result of an on-the-job injury however, you have the option of taking unpaid leave even if you have sick leave and/or vacation available. Similarly, an employee on FMLA leave who has short term disability (STD) insurance may go into an unpaid leave status at any point once they begin receiving STD benefits, reserving any remaining sick leave and/or vacation for use after the employee returns from leave. Please note that an employee must use their available accrued sick leave and/or vacation during the STD waiting period. (View Examples)

Accrued sick leave may not be used to make adoption arrangements or to “bond” with a healthy newborn or newly-adopted or placed child therefore, the employee must use accrued vacation time or take time off without pay if no vacation time is available for such a purpose. This time must be taken within the 12 months immediately following the birth, adoption, or placement. Georgia Tech requires that such “bonding” time off be taken as a single continuous period rather than as intermittent.

Leave Administration
An employee is not required to use his or her leave entitlement in one continuous block except when leave is used for “bonding” purposes. The Institute has designated that leave for the birth, adoption, or foster care placement must be for a continuous period and cannot be taken intermittently. Leave can be taken intermittently when medically necessary. The Institute may assign the employee to an alternative position with equivalent pay and benefits that better accommodates the employee’s intermittent leave or reduced work schedule. Assignment of such an alternative position must be coordinated through the Consultancy unit of the Office of Human Resources.

If an employee is on intermittent or reduced schedule FMLA leave and would otherwise be required to work overtime hours, any overtime hours not worked during the leave period count as FMLA leave.

Although intermittent and reduced schedule leave are available for qualifying exigencies, qualifying exigency leave counts against the employee’s total allotment of FMLA leave. The Institute may also request documentation of the need for qualifying exigency leave.

Employees who accept light duty positions in lieu of taking time off from work under FMLA leave cannot have the time spent on light duty counted against their FMLA entitlement.

It is presumed that employees on FMLA for their own serious health conditions are not working outside of the Institute while on FMLA leave. Consulting or outside activity agreements may still apply. The protections of the FMLA will not, however, cover situations where the reason for the leave no longer exists, where the employee has not provided required notices or certifications, or the employee has misrepresented the reason for leave.

Employees must make reasonable efforts to schedule leave for planned medical treatments so as not to unduly disrupt the Institute’s operations. Employees are expected to consult with their supervisors prior to scheduling treatment in order to work out a treatment schedule that best suits the needs of the employee and the Institute.

For purposes of determining the amount of leave used by an employee, the fact that a holiday may occur within the week taken as FMLA leave has no effect; the week is counted as a week of FMLA leave. However, if an employee is using FMLA leave in increments of less than one week, the holiday will not count against the employee’s FMLA entitlement unless the employee was otherwise scheduled and expected to work during the holiday. Similarly, if the Institute’s business operations have ceased and the employees are generally not expected to report for work for one or more weeks (i.e. during winter holiday break), then those days do not count against the employee’s FMLA entitlement.

If both the employee and the employee’s spouse work for the University System of Georgia and are eligible for FMLA, then they are limited to a combined total of:

  • 12 workweeks of FMLA leave during any 12-month period for the birth of a child or the placement of a child for adoption or foster care; or to care for an employee’s parent with a serious health condition; however, each employee may use up to 12 workweeks of FMLA leave during any 12-month period if the leave is for the care of the employee’s spouse or child with a serious health condition or the employee’s own serious health condition
  • 26 workweeks during the single 12-month period if the leave is Military Caregiver Leave or a combination of Military Caregiver Leave and Family Medical Leave, Employee Medical Leave, or Active Duty Leave

Advance Notice and Medical Documentation Requirements
An employee who foresees the need for leave due to a planned medical treatment or other planned FMLA-qualifying reason (i.e. anticipated birth, adoption, or surgery) for herself/himself or for an applicable family member, must notify his/her supervisor in writing as early as possible so that the absence can be scheduled at a time least disruptive to the Institute’s operations. Such notice must be at least 30 calendar days in advance of the start of leave, unless impracticable, in which case the employee must provide written notice as early as circumstances permit.

When the need for leave is not foreseeable, an employee must comply with the Institute’s usual and customary notice and procedural requirements for requesting leave, which includes call-in procedures established by the employee’s department, absent unusual circumstances. When an employee seeks leave due to a qualifying reason for which the Institute has previously provided the employee FMLA-protected leave, the employee must specifically reference the qualifying reason for leave. Calling in “sick” without providing more information will not be considered sufficient notice to trigger the Institute’s obligations under FMLA.

In the case of medical conditions, the Institute may find it necessary to inquire further to determine if the leave is because of a serious health condition and may request medical certification to support the need for such leave. The Institute may also request certification to support the need for leave for a qualifying exigency or for military caregiver leave. Employees must provide the requested certification to the Institute within the time frame requested, unless it is not practicable to do so despite the employee’s diligent, good-faith efforts. The Institute may request recertification at some later date if there is reason to question the appropriateness of the leave or its duration. Failure to provide the needed documentation may result in disapproval of the leave or a delay in its commencement.

If the validity of the medical certification is in doubt, a second opinion may be required with a health care provider chosen by the department and/or Human Resources at the Institute’s expense. If the two opinions conflict, the department may request and pay for a third option. The third opinion will be final and binding.

Georgia Tech has the right to designate as FMLA leave any time off that qualifies as such, even if the time is not specifically requested as FMLA leave per se by the eligible employee.

Recertification
The Institute may request recertification documentation no more often than every 30 days (except as indicated below) and only in connection with an absence by the employee, unless the medical certification indicates that the minimum duration of the condition is more than 30 days, in which case the Institute must wait until that minimum duration expires before requesting recertification. For example, if the medical certification states that an employee will be unable to work, whether continuously or on an intermittent basis, for 40 days, the employer must wait 40 days before requesting recertification.

The Institute may request recertification in less than 30 days if:

  1. The employee requests an extension of leave.
  2. Circumstances described by the previous certification have changed significantly (i.e. the duration or frequency of the absence, the nature or severity of the illness, complications).
  3. The Institute receives information that casts doubt upon the employee’s stated reason for the absence or the continuing validity of the certification.

Georgia Tech FMLA Process

Subject

  1. Employee completes FMLA request paperwork and submits to supervisor or Human Resources mails FMLA paperwork to employee after 3rd full day of consecutive absence.
  2. HR Representative issues Eligibility and Rights & Responsibilities Notice and appropriate certification form to employee within 5 business days after FMLA request notification. Employee must return the certification form to OHR within 15 calendar days.
  3. Supervisor should confer with HR Representative to ensure (1) that the employee’s absence qualifies for FMLA, and (2) that required paperwork is complete. The employee must correct, complete and return all required paperwork within seven calendar days after being notified of any deficiencies in the required documentation.
  4. OHR issues Designation Notice to employee within 5 business days after receiving FMLA certification.
  5. OHR-Benefits maintains FMLA paperwork in a file (separate from employee’s personnel file) which is kept under lock and key.
  6. Department tracks FMLA time taken by employee. Employee must report all time taken for the qualifying FMLA event.

Return to Work
Employees must periodically report to the supervisor regarding their status and intent to return to work if requested to do so by their supervisors. The employee may be required to furnish periodic medical updates to OHR.

Employees are expected to return to work by the end of the approved FMLA leave. If the employee does not return, and if failure to return is not due to a continued or new documented qualifying serious health condition, then the employee may be required to reimburse the Institute for the employer portion of the health coverage premiums it paid on the employee’s behalf during the leave. If the employee is not able to return to work by the end of the approved FMLA leave, he or she still may be eligible to request additional sick or personal leave under those policies. The granting of such additional leave is at the discretion of the Institute. In no case may all leaves combined exceed 12 months. If an employee does not return and is not granted additional leave, employment ends on the last day of the approved FMLA leave.

Employees are required to present a fitness-for-duty certification from their healthcare provider before being reinstated to active duty upon completion of FMLA leave for their own serious health condition. The Institute may require that the certification specifically address the employee’s ability to perform the essential functions of the employee’s job. If reasonable job safety concerns exist, the Institute may require a fitness-for-duty certification before an employee may return to work when the employee takes intermittent leave.

Responsibilities: 

8.1. AVP-OHR
Ensure appropriate utilization of family leave as governed by the FMLA.

8.2. OHR Consultancy
Provide guidance to institution human resources officers on effective utilization of policy and monitor for compliance.

Enforcement: 

Optional: To report suspected instances of noncompliance with this policy, please visit Georgia Tech’s EthicsPoint, a secure and confidential reporting system, at: https://secure.ethicspoint.com/domain/en/report_custom.asp?clientid=7508

Holiday Schedule for Employees

Policy No: 
2.5
Type of Policy: 
Administrative
Last Revised: 
November 2017
Review Date: 
July 2018
Policy Owner: 
Human Resources
Contact Name: 
Kevin Merkel
Contact Title: 
Senior Director-Payroll and Total Rewards
Contact Email: 
Kevin.Merkel@ohr.gatech.edu
Policy Statement: 

The Fair Labor Standards Act (FLSA) does not require payment for vacations or holidays (federal or otherwise). Paid holidays and vacations are generally a matter of agreement between an employer and an employee. Paid holidays shall be awarded in addition to earned vacation time, and shall be observed in accordance with the rules and regulations set forth by the respective institutions. 

In order to receive pay for the holidays, an employee must be in active pay status the day before and the day after the holiday. Active pay status is defined as working regularly scheduled hours immediately preceding and following the holiday. Employees receiving excused absences prior to and following the holiday will be eligible to receive the holiday pay provided. Excused absences include approved sick, vacation, bereavement, jury duty, and other FMLA related absences.

The Institute observes 12 official paid holidays each calendar year. A schedule of holidays is published each year by the Institute and can be found at http://ohr.gatech.edu/additional-benefits#node-145.

Holidays are not carried into another calendar year. If the holiday time is not taken by the end of the year, it must be forfeited.

Scope: 

Regular employees and faculty working one-half time or more

Process:

Non-Exempt full- and part-time employees: If a holiday falls on a regularly scheduled workday, the employee will be paid for their standard hours as holiday pay. Should an employee’s normal work schedule not include a holiday, that employee’s supervisor should schedule an alternate “holiday” to ensure the employee receives the “benefited” holiday time allowed by the University System of Georgia. When determining eligibility for overtime pay, holiday hours are not counted as hours worked.

Exempt part-time employees: If a holiday falls on a regularly scheduled workday, the employee will observe that holiday. Should an employee’s normal work schedule not include a holiday, that employee’s supervisor should schedule an alternate “holiday” to ensure the employee receives the “benefited” holiday time allowed by the University System of Georgia. Exempt employees are not paid hourly and their monthly salary will remain the same as though there were no holiday hours.

Special conditions

Termination: A terminating employee shall not be paid for any official holidays occurring after the last working day of employment.

Retirement or inter-institutional transfer: Employees will receive pay for holidays occurring at the end of their final month of employment if they are in a paid status (work time, annual leave, sick leave, or other paid leave) on the last scheduled work day of the month.

Compressed Work Week Schedules: Holidays count as eight hours; therefore, if an employee is on a 10-hour a day schedule and one of his or her work days falls on an Institute holiday, the employee must work an additional two hours another day of the work week. Otherwise, regular policies regarding holiday pay should be followed.

Remote Units & Police Department: Operating units that are physically remote from the main campus in Atlanta, the Police Department and staff supporting affiliated organizations may be permitted to observe a holiday schedule more consistent with that of the host organization. This schedule is not to exceed the number of holidays per year allowed for the University by the Board of Regents.

Partial Year Employees: Partial-year employees are not eligible for holiday pay for those holidays occurring during the designated leave period, nor are they eligible to receive unemployment compensation benefits during this period.

Part-time benefited employees: Employees who work part-time and receive benefits are eligible for holiday pay on a pro-rated basis.

Non-benefited employees: Regular employees and faculty working less than one-half time are not eligible for holiday pay.

Religious Observance

We consider each individual's decision to either engage in or refrain from religious worship to be worthy of respect and consideration, therefore, we encourage reasonable accommodations be provided for observance of religious holidays.

Employees should inform their supervisor in advance, specifically requesting an adjusted work schedule related to religious purposes. Depending upon business needs, you may be able to work on a day that is normally observed as a holiday and then take time off for another religious day.  Also, planned absences for such requests may be taken as paid vacation leave (if applicable); as time off without pay; or be permitted as alternative work hours at a time and manner agreed upon by the employee and the responsible supervisor or manager. The hours worked in lieu of the normal work schedule may be scheduled before or after the religious observance within the workweek, so as not to create any entitlement to premium pay (including overtime pay). An employee’s request for time off should not be granted without simultaneously scheduling the hours the employee will work to make up the time, in order to provide a clear record of the employee’s adjusted work schedule. If an employee is absent when he or she is scheduled to perform work to make up for a planned absence for a religious observance, the employee must take paid leave, request leave without pay, or be charged absent without leave, if appropriate. These are the same options that apply to any other absence from an employee’s basic work schedule.

Alternative holidays for essential work: At times, the operating demands of a department make it necessary for all or a portion of the staff to work on a scheduled/official Institute holiday. If a non-exempt employee is designated as essential and is required to work on an official Institute holiday, the employee's supervisor may choose one of the following holiday pay options:

  1. Grant the employee another work day off with pay by designating that day as the employee's paid holiday.
  2. Pay the employee his or her holiday pay, plus pay the employee at his/her regular rate of pay for the additional time actually worked on the holiday. Under this option, the employee does not receive another day off with pay for having worked an official holiday.
Responsibilities: 

The responsibilities each party has in connection with the Campus Holiday Policy are:

Party Responsibility
Institution Chief Human Resources Officers Ensure compliance with policy.
GTHR Payroll Offer assistance with policy interpretation.

 

Leave of Absence

Policy No: 
2.11
Type of Policy: 
Academic
Last Revised: 
October 2014
Review Date: 
October 2019
Policy Owner: 
Human Resources
Contact Name: 
Kevin Merkel
Contact Title: 
Senior Director-Payroll and Total Rewards
Contact Email: 
Kevin.Merkel@ohr.gatech.edu
Reason for Policy: 

This policy ensures consistent application of leave at Georgia Tech.

Policy Statement: 

This policy outlines the process for the granting and the use of a Leave of Absence at Georgia Tech.

Scope: 

All regular part-time or full-time classified or faculty employees within the Georgia Institute of Technology.

Policy Terms: 

Personal Leaves of Absence without Pay
Due to unforeseen events or special circumstances, an employee may need time off for personal reasons. Such approved leaves shall allow the employee the right to elect to continue their group insurance benefits by making arrangements through the Office of Human Resources Benefits Department and paying the total amount of all premiums due. All other benefits for which the employee is eligible would not accrue during the unpaid leave. Employees requesting a personal leave of absence of more than 30 days must first exhaust accrued vacation before going into an unpaid status. Failure to return to work at the conclusion of the leave period constitutes grounds for termination of employment. Every effort will be made to place an employee in the same position or another of equal status upon return from an approved leave of absence. Temporary personnel may be employed to fill the vacancy during the approved leave period.

Educational Leave with and without Pay
Please refer to the USG Time Away from Work Educational Leave Policy for additional information.

Military Leave
Please refer to the USG Time Away from Work Military Leave Policy. A Military Leave Reporting Form should be completed and submitted along with the supporting orders to the Benefits Department in the Office of Human Resources prior to start of the military leave. Employees should also contact the Office of Human Resources Benefits Department prior to the start of an extended military leave to make arrangements with regards to their benefits.

Maternity Leave
Appropriate sick leave provisions shall apply. See 2.13 Sick Leave Policy and 2.12 Family and Medical Leave Policy for more details.

Family Leave
See 2.12 Family and Medical Leave Policy for more details.

Miscellaneous Leave
Bereavement Employees may take up to five accrued sick days due to the death of an employee’s immediate family member (employee’s spouse, parents, parents-in-law, grandparents, children, brothers, sisters, and members of the employee’s household). Employees must notify his/her supervisor immediately if he/she needs to take time off due to the death of an immediate family member. If an employee does not have adequate sick days to cover the absence, then he/she must use vacation time.

Court Duty
Any employee summoned for court duty as a juror or witness must notify his/her immediate supervisor as soon as official orders are received and provide a copy of the orders. Employees called for jury duty or witness duty will be paid at the normal rate of pay for any regularly scheduled time lost from the job. If the court duty is completed prior to the end of the employee’s normal work schedule, the employee must report to work for the remainder of his/her shift.

Voting Employees
are encouraged to exercise their constitutional right to vote in all federal, state, and location elections. If election polls are not open at least 2 hours before or 2 hours after an employee’s normally scheduled work shift, sufficient leave time must be granted to permit the employee to vote. In this instance, an employee should be granted a two-hour block of time in which to vote, if needed.

Selective Service and Military Physical Examinations
Any employee required by Federal law to take a physical examination for Selective Service must notify his/her immediate supervisor as soon as orders are received and provide a copy of such orders. The employee shall be paid for any time lost to take such an examination.

Leave for Blood Donations
An employee is allowed a leave of absence, without loss of pay, of not more than 8 hours in each calendar year for the purpose of donating blood with his/her supervisor’s approval. This absence shall be computed as 2 hours per donation, up to 4 times per year. Any employee who donates blood platelets or granulocytes through the plasmapheresis process shall be allowed a leave of absence, without loss of pay, of not more than 16 hours in each calendar year. This leave shall be computed as four hours per donation, up to four times per year. Tracking and monitoring of Blood Donation leave shall be done by the department.

Leave for Organ and Marrow Donation
Each employee who serves as an organ donor for the purpose of transplantation shall receive a leave of absence, with pay, of 30 days. Each employee who serves as a bone marrow donor for the purpose of transplantation shall receive a leave of absence, with pay, of 7 days. Leave taken under this provision shall not be charged against or deducted from an employee’s accrued vacation or sick leave. Such leave shall be included as service in computing any retirement or pension benefits. This provision shall apply only to an employee who actually donated an organ or marrow and who presents his/her supervisor with a statement from a licensed medical practitioner or hospital administrator that the employee is making an organ or marrow donation. Leave for the purpose of organ or marrow donation may qualify under the Family and Medical Leave Act (see 2.12 Family and Medical Leave Policy for more details). Tracking and monitoring of Organ and Marrow Donation leave shall be done by the department.

Procedures: 

Requesting Leave
Personal or educational leaves must be approved by the supervisor and department/unit head via the Leave of Absence request form.

Leave of Absence Request Form
If the request is for a Classified employee, the form must be submitted to the AVP of Human Resources for approval.

If the request is for an Academic Faculty member, the form must be submitted to the Office of the Provost for approval.

If the request is for a Research Faculty member, the form must be submitted to the Office of the Executive Vice President- Research for approval.

Requests for military leave and supporting orders must be submitted to the Benefits Department in the Office of Human Resources via the Military Leave Reporting Form. After receiving approval for any of the above requests, the originating department would then submit an ePersonal Services Form (ePSF) when the person begins his/her leave.

Reporting Leaves of Absence
Time granted for leaves of absence without pay will not be reported on time sheets/documents, etc. Court duty and military leave with pay will be reported.

Exempt Employees with Insufficient Accrued Leave
When an exempt employee is absent from work for less than one scheduled workday and his/her accumulated leave is insufficient to cover the partial day of absence, the employer will deduct the cost for such leave in hourly increments from an exempt employee’s salary.

Responsibilities: 

8.1. AVP-OHR
Ensure appropriate utilization of leave

8.2. OHR-Consultancy
Provide guidance to institution human resources officers on effective utilization of policy and monitor for compliance.

Enforcement: 

Description of potential repercussions for those within policy scope who are found in violation of the policy. As much as possible, there should be a prescribed set of consequences for the various types and frequency of noncompliance that may occur.

Optional: To report suspected instances of noncompliance with this policy, please visit Georgia Tech’s EthicsPoint, a secure and confidential reporting system, at: https://secure.ethicspoint.com/domain/en/report_custom.asp?clientid=7508

Sick Leave

Policy No: 
2.13
Type of Policy: 
Administrative
Last Revised: 
October 2014
Review Date: 
October 2019
Policy Owner: 
Human Resources
Contact Name: 
Kevin Merkel
Contact Title: 
Senior Director-Payroll and Total Rewards
Contact Email: 
Kevin.Merkel@ohr.gatech.edu
Reason for Policy: 

This policy ensures consistency in the administration of sick leave with or without pay as well as sick leave transfer between Institutions and State of Georgia Agencies. The Institute recognizes that employees may experience catastrophic life events.

Policy Statement: 

For all regular full-time exempt employees, sick leave shall be accumulated at the rate of one working day per calendar month of service. Regular part-time employees working one-half time or more will accumulate sick leave in an equivalent ratio to their percentage of time employed. Non exempt employees will accrue vacation based on a percentage of the time worked during the pay period.

Scope: 

Entities Affected By This Policy

All faculty and staff within the Georgia Institute of Technology

Who Should Read This Policy

All faculty and staff within the Georgia Institute of Technology should be aware of this policy.

Procedures: 

Classified Employees

Regular full-time exempt classified employees accrue twelve sick leave days per year at the rate of one working day per month. Regular full-time non-exempt classified employees accrue twelve sick days per year based upon the number of compensable hours recorded each pay period. In all cases, a day of sick leave for purposes of pay and time off will be computed on the basis of an employee’s regular workday.

For nonexempt employees, all sick leave will be earned by the compensable hour and will be credited to each employee’s record at the end of each pay period. Accruals for a pay period will not be posted to an employee’s record until the pay period has ended, which will prohibit charging sick leave against accruals earned in the same period in which the leave is taken. Accrual will be based on factors which were computed by dividing the number of sick leave hours accrued per year by the number of working hours in the year (2080). Non-exempt employees will accrue sick leave at the rate of .046154 per compensable hour. (12x8 = 96 / 2080 =.046154)

For regular full-time exempt employees, all sick leave is accrued on a monthly basis at a rate of one day per month. During the first month of employment, the employee must be on the payroll on or before the 15th of the month and work (or be in a paid status) through the end of the month in order to accrue sick leave. No time will accrue for a month in which employment begins on or after the 16th day. Regular part-time employees working one-half time or more will accrue sick leave in an equivalent ratio to their percentage of time worked.

For nonexempt employees, all sick leave will be earned by the compensable hour and will be credited to each employee’s record at the end of each pay period. Accruals for a pay period will not be posted to an employee’s record until the pay period has ended, which will prohibit charging sick leave against accruals earned in the same period in which the leave is taken. Accrual will be based on factors which were computed by dividing the number of sick leave hours accrued per year by the number of working hours in the year (2080). Non-exempt employees will accrue sick leave at the rate of .046154 per compensable hour. (12x8 = 96 / 2080 =.046154)

For regular full-time exempt employees, all sick leave is accrued on a monthly basis at a rate of one day per month. During the first month of employment, the employee must be on the payroll on or before the 15th of the month and work (or be in a paid status) through the end of the month in order to accrue sick leave. No time will accrue for a month in which employment begins on or after the 16th day. Regular part-time employees working one-half time or more will accrue sick leave in an equivalent ratio to their percentage of time worked.

Faculty Employees

General faculty employees accrue sick leave at the rate of one day (8 hours) per month. Nine-month faculty members accrue nine days of sick leave each academic year and an additional three days if they teach in the summer session, which will be prorated based on the number of months worked.

This accrual is based on continuous employment at one-half (.50 EFT) time or more and earned in a ratio equivalent to the percentage of time worked. For example, a regular faculty member working one-half time earns four hours of sick leave per month. Faculty members working less than one-half time and temporary faculty members do not accrue sick leave.

Faculty Sick Leave Reporting

The following provisions for the reporting of sick leave shall apply to all faculty who serve primarily in assignments defined by faculty roles in instruction, research and scholarly activity, and service.

  1. Faculty is responsible for informing their unit head of any illness that prohibits them from meeting their assigned responsibilities in instruction, research, and service.
  2. In reporting sick leave, academic year faculty will report leave based on the number of whole hours sick (see BOR Policy Manual regarding Leave Policy), with a full day being eight (8) hours, a half day being four (4) hours, and less than a half day based on whole hours missed, with a full week being the equivalent of a forty (40) hour workweek.
  3. Nothing in this policy shall be interpreted to indicate or require that faculty work on a standardized schedule.
  4. Each month, faculty members must also report if they did not take any sick leave.

All Employees

There is no limit as to the total amount of sick leave which may be accrued. Sick leave may be granted at the discretion of the Institute and upon approval of the employee’s immediate supervisor for any of the following reasons:

  1. Illness or injury of the employee
  2. Medical or dental treatment or consultation
  3. Quarantine due to a contagious illness in the employee’s household
  4. Illness, injury, or death (See Bereavement leave under 2.11 Leave of Absence) in the employee’s immediate family requiring the employee’s presence. Immediate family is defined as the employee’s spouse, parents, parents-in-law, grandparents, children, brothers, sisters, and members of the employee’s household.
  5. Inability to report to work due to pregnancy or other disability

Accrued sick leave may not be used to make adoption arrangements or to “bond” with a healthy newborn or newly-adopted or placed child. However, either parent may use accrued vacation time or take time off without pay if no vacation time is available for such a purpose. Please refer to Policy 2.12 Family and Medical Leave for more information.

Sick leave in excess of five consecutive work days requested or taken for health reasons requires a physician’s statement clarifying the need for the employee’s absence from work and in order for future sick leave with pay to be taken. The statement should include: date of onset of illness, the date upon which the employee will be able to return to work, what percentage of time he/she will be able to work, and whether or not any restrictions are imposed on the employee’s daily work activities.

 

Employees should complete the GT Vacation and Sick Leave Request Form or follow his/her department’s procedure for requesting sick leave. Whether or not an employee used sick leave must be reported on time sheets, time documents, or other forms provided by the department no later than the pay period following the pay period in which the sick leave was taken. Departments may establish other deadline dates for reporting sick leave. Even if no sick leave was taken, that information must be reported. Failure to do so may result in disciplinary action. It is the responsibility of the department to certify sick time reported and to ensure that sick leave balance(s) are accurate.

 

When sick leave has been reported incorrectly in a prior pay period, the department’s administrator must send an email to payroll’s customer service desk: pay.ask@ohr.gatech.edu. The adjustments must be made to time reported and current balance(s) on the Georgia Tech Vacation & Sick Adjustment Form; a scanned copy of the form should be included with the email. Sick leave documentation must be maintained by the department for a period of five years after the last date of the leave.

If an employee overdraws his/her sick leave, any accrued vacation leave will be used to pay the employee. If there is insufficient vacation, the overdrawn amount will be deducted from the employee’s next check.

Employees must immediately notify their supervisor if they are leaving sick from work. Please see 2.1 Absenteeism and Lateness Policy for more details.

A terminating employee will not accrue sick leave or be entitled to receive paid sick leave after the last working day of employment.

Workers’ Compensation

If sick leave is the result of an on-the-job injury, you have the option of using unpaid leave even if you have paid leave available. Under the Workers’ Compensation Act, an employee injured on the job and unable to work may elect in writing not to use accrued leave. Under these conditions, the employee may be granted sick leave without pay in keeping with the provisions of the leave without pay policy (see 2.11 Leave of Absence Policy for more details). The employee is required to submit medical verification from their physician to verify inability to perform their normal job duties. Failure to return to work at the conclusion of the leave period constitutes grounds for termination of employment.

Sick Leave without Pay

Any regular employee who is unable to work due to his/her own injury or illness after exhausting all accrued sick leave and vacation leave may be granted sick leave without pay for a period not to exceed one year. The total amount of leave taken, including both paid and unpaid time, shall not exceed one year. Employees should complete the GT Vacation and Sick Leave Request Form or follow his/her department’s procedure for requesting unpaid sick leave. The employee’s department must approve a sick leave without pay and submit the required information through an Electronic Personal Services form (ePSF). Approvals based on factors such as performance, length of service, and business needs of the department. Such approved leaves shall allow the employee the right to continue his/her group insurance benefits by making arrangements through the Office of Human Resources Benefits Department to pay his/her portion of premiums due and the Institute will continue its share of the cost for such period. All other benefits for which the employee is eligible would not accrue. Failure to return to work at the conclusion of the approved leave period constitutes grounds for termination of employment.

Note: Employees should contact the Office of Human Resources Benefits Department to see if they may be eligible for leave under the Family and Medical Leave Act (FMLA). Please see 2.12 Family and Medical Leave policy for additional information.

Vacation

Policy No: 
2.15
Type of Policy: 
Administrative
Last Revised: 
August 2011
Review Date: 
March 2019
Policy Owner: 
Human Resources
Contact Name: 
Zachary Rogers
Contact Title: 
Director-Payroll
Contact Email: 
zachary.rogers@ohr.gatech.edu
Reason for Policy: 

This policy ensures consistency in the administration of vacation as well as vacation transfer between Institutions.

Policy Statement: 

This policy addresses vacation as well as vacation transfer between Institutions.

Scope: 

Who Should Read This Policy

All faculty and staff within the Georgia Institute of Technology should be aware of this policy.

Procedures: 

During the first month of employment, an employee must begin working on or before the 15th and must work (or be in a paid status) through the end of the month in order to accrue any vacation for the month. No time will accrue for a month in which employment begins on the 16th or later. For persons terminating before the 15th, vacation does not accrue for that month. It will accrue if the employee’s last working day is on or after the 15th. No vacation time is accrued by an employee during a nonpaid leave of absence. Vacation time does not accrue past the last working day.

It is the responsibility of the employee’s home department to ensure that vacation balance(s) are accurate. When vacation has been reported incorrectly in a prior pay period, the department’s administrator must send an email to payroll’s customer service desk: pay.ask@ohr.gatech.edu. The adjustments must be made to time reported and current balance(s) on the Georgia Tech Vacation & Sick Adjustment Request Form (scanned copy of the form should be included with email).

All regular employees working half-time or more, but less than full-time shall accrue vacation in a ratio to his/her percentage of time worked.

Up to 45 days (360 hours) earned vacation may be carried over each calendar year. Once time taken through December 31st has been posted, individual vacation records are adjusted to show no more than 45 days of vacation time. Vacation time may be taken as accrued upon the consent of the employee’s immediate supervisor.

Vacation time may not be taken in excess of the amount accrued. To do so places the employee in a nonpay status for the overdrawn hours. The department’s administrator must send an email to pay.ask@ohr.gatech.edu to request that future pay be docked for the overdrawn hours.

Employees should complete the GT Vacation and Sick Leave Request Form or follow his/her department’s procedure for requesting vacation time. An employee’s immediate supervisor must approve all requests for taking vacation time in advance so that proper provision can be made for absences. Reasonable effort will be made to accommodate the employee’s wishes in this matter, but the time selected for vacation must be mutually acceptable to the employee and to the supervisor. Taking of vacation time must not be allowed to interfere with essential work. Vacation time must be reported on time sheets/time documents or forms specified by each department. Employees will be instructed by their respective department on reporting vacation time according to the department’s specifications.

Upon termination of employment, payment shall be made for accrued vacation time (up to a maximum of 45 working days) that has not been used by the employee. Such compensation shall be based on information derived from vacation leave records.

Classified Non-exempt Employees
Full-time regular non-exempt employees who are not members of the general faculty shall accrue vacation according to his/her length of service and they begin accruing vacation from the first day worked. Accruals for a pay period will not be posted to an employee’s record until the pay period has ended, which will prohibit charging vacation against accruals earned in the same period in which the leave is taken. Accruals will be based on factors which were computed by dividing the number of vacation hours accrued per year by the number of working hours in the fiscal year (2080). Ex.15 days = 120/2080 = .057692

Years of Service Accrual Rate (per compensable hour)   Vacation Days (per year) Working at 100% time
Less than 5 years   .057692 15
5 but less than 10 years   .069231 18
  10 or more years .080769 21

Classified Exempt Employees
Full-time regular exempt employees who are not members of the general faculty shall accrue vacation as follows, according to his/her length of service.

Years of Service  Accrual Rate (hours per month)  Vacation Days (per year) Working at 100% time
 Less than 5 years 10  15
5 but less than 10 years 12 18
10 or more years 14 21

Research Faculty, Academic Faculty, General Faculty, and Post Doctoral Fellows
Full-time, regular fiscal year employees who are members of the research and general faculty, as well as post-doctoral fellows, shall earn 21 working days vacation per year, accrued at the rate of 14 hours per month.

A regular employee who accrues vacation while working on sponsored research within instructional units is encouraged to take all vacation accrued prior to the expiration of the sponsored research.

Research faculty who are working shared time with another Georgia Tech department shall also accrue vacation time in an equivalent ratio to his/her percentage of time worked within the home department and the shared department. Prior to the end of the shared period, the employee must take all vacation accrued in the shared unit. The employee is responsible for reporting vacation time accurately.

Academic faculty from an academic unit who are appointed on a nine-month basis do not accrue vacation during the academic year.

Twelve-month academic faculty (working under a fiscal contract) who are working shared time with another department shall accrue vacation time in a ratio to his/her percentage of time worked with the shared department. Prior to the end of the shared period, the employee must take all vacation accrued within that unit. The employee is responsible for reporting vacation time accurately.

When research faculty members transfer to other Georgia Tech units, the liability for accrued vacation will normally be transferred along with the faculty member to his/her new administrative unit. Faculty members changing from a fiscal year contract to an academic year contract shall be paid their accrued vacation time subject to the 45-day maximum payment restriction upon termination of the fiscal year contract.

Vacation: Transfer between Institutions
Upon a move between University System institutions, with no break in service, an employee must transfer accrued vacation leave of between 1 and 20 days (160 hours). For employees with accrued vacation leave of greater than 20 days (160 hours), the employee may elect one of the following options:

  1. Transfer of the total accrued vacation balance, not to exceed 45 days (360 hours)
  2. Transfer of 20 days (160 hours) accrued vacation and payment by the Institution from which the employee is moving of accrued vacation greater than 20 days (160 hours). The total accrued vacation for which the employee may be paid shall not exceed 25 days (200 hours).

Vacation hours will not be accepted for an employee who moves from a State of Georgia agency to the University System of Georgia.

 

Responsibilities: 

The responsibilities each party has in connection with Vacation are:

Party  Responsibility
 AVP-OHR Ensure compliance with policy.
Payroll Offer assistance with policy interpretation and administer policy.
OHR Consultancy Offer assistance with policy interpretation.