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2.13 Absences with and without Pay

Revised July 1, 2009
Changes indicated in red font.

Staff covered by this policy
This policy applies to Service Maintenance employees at South Bend.

A. Reporting absences

1. Regular attendance is a condition of employment. All employees are personally responsible for reporting anticipated absences to their supervisor before they are scheduled to begin the workday.
   1. If the absence is due to an emergency, the employee must notify the supervisor as soon as possible as to the reason and expected time of return.
   2. If the supervisor cannot be reached, the employee must notify the campus human resources office and have any message relayed to the supervisor.
   3. Three consecutive working days absence without proper notification to supervision may be cause for termination.
   4. Five consecutive working days absence without notification to supervision is cause for termination.

B. Absences with pay and time off benefits accrual

Time off benefits will be accrued and pay received for absences allowable under the policies which explain vacation, income protection, holidays, compensatory time off for overtime worked, funeral attendance, court or jury duty, military training, voting, and adverse weather/working conditions.

C. Absences without pay and without time off benefits accrual

1. Pay is not received and time off benefits are not earned while on temporary reduction in force, leave of absence, or when absence or tardiness is not covered by any option explained in Section B of this policy.
2. Continuous periods of absence without pay can cover a maximum of 160 work hours (100% FTE, prorated for part-time staff); if employee has not returned to the job, a Leave of Absence or termination must be initiated.

D. Absences without pay and with time off benefits accural

1. Time off benefits are also earned during absences without pay under the following conditions:
   1. The period of absence must be less than 30 calendar days, and
   2. the employee is prevented from working due to a short layoff (see the Reduction in Force policy), or at the request of the supervisor/department head; or,
   3. the employee cannot travel to work because of adverse weather (but the campus is not closed), or is prevented from working because conditions or facilities make it impossible or impractical to work.
   4. the employee is receiving Worker’s Compensation payment supplemented by paid time off benefits.
   5. the employee is serving military duty.  This additional accrual is limited to vacation time and is equal to the amount that the person would have earned had the military leave of absence not occurred, up to a maximum of one year’s additional accrual.  The rules on the maximum usage of vacation in a year will continue to apply.