TIME AWAY FROM WORK

Time Away from Work

Both paid and unpaid time off may be granted to eligible employees according to the following leave guidelines.

Vacation Time

Vacation time off with pay is available to eligible employees to provide opportunities for rest, relaxation and personal pursuits. Employees in the following employment classification(s) are eligible to earn and use vacation time as described in the Vacation Policy: Regular full-time, non-faculty employees and regular part-time, non-faculty employees. (Temporary and student employees are not eligible for vacation benefits.)

1. Vacation days as earned may be taken at any time of the year only with supervisor approval, after taking into account appropriate department staffing needs. Employees in departments providing direct student service usually cannot take vacation for a period of time immediately before and after the start of the semester.
2. Although normally taken in full-week units, vacation also may be taken in whole day units.
3. Vacation earned in one fiscal year must be taken by the end of the next fiscal year (June 30) or the time will be lost. The supervisor may approve a one-month extension.
4. A single vacation period will not normally be approved for more than two weeks. In unusual circumstances, if appropriate staffing levels can be maintained, the supervisor may approve a single vacation period longer than two weeks.
5. If a University-observed holiday to which the employee is entitled falls during the vacation period, the vacation will be extended by the number of holidays.
6. If, during a vacation period, the employee becomes ill and is hospitalized, the remainder of the vacation will be rescheduled.
   If, during a vacation period, the employee becomes ill but is not hospitalized, the time off will remain classified as vacation and will not be reclassified as sick.
7. Employees who terminate their employment during the Introductory Period will not receive payment for earned and unused vacation.
8. Employees who terminate their employment after the Introductory Period will be paid for all earned and unused vacation provided, however, that their final time or absence report has been received in the Human Resources Department.

Vacation Schedule

If you are a Local 153 Union member, please refer to the Union Agreement.

1. Full-time faculty on a 12-month appointment receives a one-month vacation.
2. Supervisors will inform all part-time employees of their earned vacation. This information will be developed using the formula developed by the Human Resources Department.

Note: Union employees – refer to the Agreement between Fairleigh Dickinson University and Office & Professional Employees Union, Local 153

Full-time, Exempt Employees	Years Of Continuous Service As Of June 30	Maximum Vacation	Rate Earned Per Month
12-month schedule	1 through 19	20 days	2 days
	20 or more	25 days	2.5 days
11-month schedule	1 through 19	18 days	2 days
	20 or more	23 days	2.5 days
10-month schedule	1 – 19	16 days	2 days
	20 or more	21 days	2.6 days
9-month schedule	1 through 19	14 days	2 days
	20 or more	19 days	2.7 days

Part-time regular hourly paid employees:

In order to arrive at vacation entitlement for part-time hourly paid employees, multiply the number of weekly scheduled work hours x 52 weeks. Divide the answer by 260. (workdays in a year) This gives the number of hours for one day. Then use the same schedule outlined above for full-time 12-month non-union employees, and for unit employees, use the schedule outlined in the Union Agreement.

Example: Employee works 20 hours per week x 52 weeks =1040 hours

1040 hours divided by 260 workdays in one year = 4 hours per day

The employee in this example has a 4-hour workday. According to the schedule, this employee will earn 10 days vacation at 4 hours per day or 40 hours vacation for the fiscal year.

Sick and Personal Days

Personal days may be used as sick days, but sick days may not be used as personal days. Personal days, unless they are due to an emergency, must be pre-approved by the supervisor.

Full-time employees earn one day of sick/personal time for each five weeks of service during the first year of employment up to these maximums:

12-month schedule	10 days (3 personal/7 sick)
11-month schedule	9 days (3 personal/6 sick)
10-month schedule	8 days (3 personal/5sick)
9-month schedule	7 days (3 personal/4 sick)

Part-time employees earn sick/personal time based on their weekly work schedule and the length of their work year. Use the table below to calculate the annual maximum sick/personal hours and the rate at which they are earned.

Months Worked Per Fiscal Year	Annual Maximum	Time Earned Per Week
12-month schedule (52 work weeks)	Weekly hours x 2	Annual maximum hours divided by 52
11-month schedule (48 work weeks)	Weekly hours x 2 x .916	Annual maximum hours divided by 48
10-month schedule (44 work weeks)	Weekly hours x 2 x .833	Annual maximum hours divided by 44
9-month schedule (39 work weeks)	Weekly hours x 2 x .75	Annual maximum hours divided by 39

On June 30, earned and unused sick/personal days are credited to the employee's "bank," to be used as sick time only.

There is no maximum on the number of banked days that an employee can accumulate.

Leaves of Absence

Employees on leaves of absence shall not be entitled to any holiday pay, nor shall they accrue vacation benefits for aggregate leaves of absence during the vacation year in excess of two months.

Medical Leave

Federal family leave time will be charged concurrently with the University's medical leave policy. Employee must complete FMLA designation form.

A medical leave of absence is an approved period of absence during which an employee is not actively working because of an illness. This includes maternity leave. In order to receive an approved medical leave of absence, a doctor's letter must be given to the supervisor at the time the leave is requested. Based on the letter, the supervisor will authorize an approved medical leave of absence for the period of time projected by the doctor or six months, whichever comes first.

In order to receive temporary disability benefits, the employee and his or her physician are required to complete an application form, which may be obtained from the Human Resources Department. This form is separate from the letter that must be presented to the supervisor at the time the leave is requested.

The University's temporary disability insurance carrier will pay 66 2/3 percent of the weekly salary up to a maximum amount determined by the state of New Jersey. This maximum changes every calendar year. The difference between full base salary and the amount that will be paid by the insurance carrier is automatically paid out of earned and unused sick time. Of course, if there is no earned and unused sick time, there will be no supplemental pay.

Earned and unused vacation time may also be used to supplement payments from the temporary disability insurance carrier. However, in order for this to occur, the Human Resources Department must receive a written authorization from the employee.

Additional details will be provided at the time an application form is requested from Human Resources.

Family and Medical Leaves of Absence

Fairleigh Dickinson University provides all eligible employees who complete a FMLA Designation Form to request a FMLA with up to twelve weeks of unpaid, job-protected leave for specified family reasons. Eligible employees will be granted a Family and Medical Leave of Absence (FMLA) for any of the following reasons provided they have worked the prior 12 months:

1. To care for the employee's child after birth or placement for adoption or foster care;
2. To care for the employee's spouse, son or daughter or parent who has a serious health condition; or,
3. For a serious health condition that makes the employee unable to perform his/her job (See Medical Leave).

Employees are eligible, if they have worked for the University for at least one year, and worked 1,000 hours during the previous twelve months.

Administrative Leave

For the purposes of professional growth and development, employees who have served in full-time exempt positions for at least six consecutive years, and whose performance for the past two years has met or exceeded expectations, may apply for a short-term or long-term administrative leave with pay. Those who qualify and are interested should check with their supervisor.

Personal Leave

Depending upon department staffing level, it may be possible for supervisors to approve an unpaid personal leave of absence, for good cause, accepted by the University for a period up to three months.

Jury Leave

Should you be called for jury duty, you will receive your base pay, less any money you may receive from the court. Payment is based on regularly scheduled hours. A voucher or pay receipt from jury duty must be submitted to your supervisor to determine the money owed.

Court Appearance

Employees who are served with a summons or court order to appear as a material witness, and who furnish the necessary evidence, will be given time off with pay for the time they appear as a witness, provided they are neither the plaintiff nor the defendant.

Bereavement Leave

Upon the death of an immediate family member, an employee will receive a paid compassionate leave of absence of three-work day's duration. Additional unpaid days may be taken with the approval of the supervisor. Part-time employees will receive a pro rata allowance of 3/5 of their regularly scheduled weekly work hours.

Members of the immediate family shall include:

1. Spouse;
2. Grandparent/grandchild;
3. Child including step or foster child; or
4. Parent, parent-in-law, brother/sister, brother-in-law or sister-in-law

Military Leave

Reemployment Rights for Veterans and Reservists

A leave of absence will be granted to employees who need to leave their jobs to serve in the United States Armed Forces. Employees will be permitted to serve a total of five years on active duty without loss of reemployment rights. The University complies with the federal Uniformed Services Employment and Reemployment Rights Act of 1994 ("USERRA").

Annual Military Training

Employees who, as members of the Reserve Forces of the United States or National Guard, are required to participate in annual training will receive a military leave of absence for a period of up to fifteen days per calendar year, upon submittal of the orders to their supervisor. During this leave, the University will pay the difference between regular salary and military pay. Evidence of the amount paid by the government must be given to the Human Resources Department. This leave is in addition to earned vacation.

Four-day Work Week

The University observes a four-day workweek for eight weeks each summer for some classes of employees. During the four-day workweek, eligible full-time employees who are normally scheduled to work 35 hours will work 28 hours over four days and receive full salary. Part-time eligible employees work a shortened workweek on a prorated basis and are paid their full salary.

Unacceptable Activities While on Leave of Absence

If you accept any employment or go into business while on a leave of absence from Fairleigh Dickinson University, you will be considered to have voluntarily resigned from employment with the University as of the day on which you began your leave of absence.

Insurance Premium Payment During Leaves of Absence

During your approved leave of absence you are required to continue to pay your insurance premiums. If you are not receiving payment from the University, you must remit your check every month to the Human Resources Department. Failure to do so will result in loss of benefits.