Fairleigh Dickinson University (FDU)
 
Employee
Handbook

Revised
10/01/2001

FDU · campuses · admin/staff · career management · help

TIME OFF

pointer to information on this pageVacations
icon for pointers off this pageVACATION SCHEDULE
Holidays
Sick/Personal Time
Bereavement
Military Service
Jury Duty
Court Appearance
Leaves of Absence
Medical Leave
Administrative Leave
Family Medical Leave
Personal Leave
Four-Day Work Week

Time off from the University takes many forms and may vary for employees who are members of a collective bargaining unit.

Vacations 

It is in the interest of both the employees and the University for employees to have a period of leisure time.

Full-time exempt and non-exempt employees are eligible for vacation with pay based on length of service.  Part-time employees are also eligible for vacation. Supervisors of part-time employees shall determine the earned vacation by using the formula provided by the Human Resources Department.

Temporary and student employees are not eligible for vacation benefits.
 

  • Vacation days must be earned before they are taken.  Employees begin to earn vacation when they are hired; employees hired before    the 15th of the month receive credit for that month.
  • Employees may take their vacation at any time mutually agreeable to them and their supervisors. 
  • While vacation requests should be submitted at least two months in advance, shorter notice periods may be accommodated if appropriate levels of staffing can be maintained. 
  • Some departments and or divisions experience high volume work demands at various times of the year; therefore, employees who work in these departments or divisions shall not be permitted to take vacations during peak volume work periods.
  • Vacations are normally taken in full-week units, but whole-day units are also possible.
  • Employees must use the time earned in one fiscal year by the end of the next fiscal year or lose it. Supervisors may approve a one-month extension.  Extension approvals must be sent in writing to the manager of the payroll department. A single vacation period generally cannot be longer than two weeks.  Supervisors may approve longer periods if appropriate staffing levels can be maintained. 
  • Employees on less than a 12-month work schedule must take vacation during their scheduled work year. For instance, those who are scheduled to work September - June must take their vacation during that schedule.  Vacation pay will not be offered to any full-time employee in lieu of vacation days not taken.
  •  Employees whose vacation period includes a payday and who do not have direct deposit may pick up their check on payday or when they return, or arrange to have it mailed to their home. Under certain special circumstances, employees may receive their paycheck before they leave. For this, they must submit a written request to the manager of payroll at least one month before the vacation period. 
  • If any observed holidays to which employees are entitled fall during the vacation period, that will extend the vacation by as many days.  If during the vacation an employee becomes ill and is confined to a hospital as an in-patient, or suffers bereavement or is requested to return to work and does so, the balance of the vacation will be rescheduled or extended.
  • Employees who terminate their FDU employment, will receive payment for all earned vacation unless they terminate during the 90-day probationary period (see EMPLOYMENT section), in which case there will be no vacation pay. 
  • VACATION SCHEDULE

    Full-time non-exempt employees(non union) Years of continuous service as of June 30 Max-
    imum vacation
    Earned at the rate of
    ------------------
    12 month schedule 1-4
    5-9
    10-19
    20 or more
    10 days
    15 days
    20 days
    25 days
    1 day/month
    1.5 days/month
    2 days/month
    2.5 days/month
    11-month schedule 1-4
    5-9
    10-19
    20 or more
    9 days
    14 days
    18 days
    23 days
    1 day/month
    1.5 days/month
    2 days/month
    2.5 days/month
    10-month schedule 1-4
    5-9
    10-19
    20 or more
    8 days
    12 days
    16 days
    21 days
    1 day/month
    1.5 days/month
    2 days/month
    2.5 days/month
    9-month schedule 1-4
    5-9
    10-19
    20 or more
    7 days
    11 days
    14 days
    19 days
    1 day/month
    1.5 days/month
    2 days/month
    2.5 days/month
    Full-time exempt employees Years of continuous service as of June 30 Length of vacation Earned at the rate of
    ------------------
    12 month schedule 1-19
    20 or more
    20 days
    25 days
    2 days/month
    2.5 days/month
    11-month schedule 1-19
    20 or more
    18 days
    23 days
    2 days/month
    2.5 days/month
    10-month schedule 1-19
    20 or more
    16 days
    21 days
    2 days/month
    2.6 days/month
    9-month schedule 1-19
    20 or more
    14 days
    19 days
    2 days/month
    2.7 days/month

    Holidays

    Regular full-time and part-time employees who have completed the 90-day probationary period receive up to 13 paid holidays a year, including "floating" holidays.  In addition, the University is generally closed between Christmas Day and New Year's Day.  While some departments may require employees to report to work to meet University needs, most people have this time off with pay. 

    A list of holiday dates to be observed is distributed prior to the beginning of the fiscal year, July 1.  Employees must schedule their floating holidays during their work year (10,11, or 12 months)-they cannot be carried over - and should notify the supervisor at least five days ahead of the selected date.

    Full-time employees on less than a 12-month work schedule will not be paid for holidays that fall during the time they are inactive (that is, the months they do not work) except when the holiday falls within five working days of the date their inactive period begins.  Labor Day is a paid holiday only for those who have returned to work before that date.

    Part-time employees who normally work on a day observed as a holiday will be paid for the number of hours they were scheduled to work.  Part-time employees who work less than 16 hours per week will receive pay for scheduled holidays, as do other part-time employees, but they do not receive floating holidays.

    An employee on leave of absence is not entitled to any holiday pay.  Temporary and student employees are not eligible for holiday pay.

    (For information about pay for working on a holiday, see the overtime provisions in the section titled YOUR JOB.)

    Sick/Personal Time 

    FDU recognizes that employees sometimes need time off for illness or personal business, and the University allows them to earn special time for these purposes.

    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 employees 10days (3 personal /7 sick)
    11-month employees 9 days  (3 personal /6 sick)
    10-month employees 8 days  (3 personal /5 sick)
    9-month employees  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 Year Annual Maximum Sick/Personal Hours  Time Earned Per Week
    12 (52 work weeks) Weekly hours x 2 Maximum hours/52
    11 (48 work weeks) Weekly hours x 2 x .916 Maximum hours/48
    10 (44 work weeks) Weekly hours x 2 x .833 Maximum hours/44
    9 (39 work weeks) Weekly hours x 2 x .75 Maximum hours/39
    The maximum allowance is credited to an individual's account on July 1, if a full year of continuous service is completed by that date.

    Employees can accumulate up to five times their sick/personal maximum, not counting the current year allowance.  The days earned in the current year may be used as either sick or personal time, but the carry-over from previous years may be used as sick time only.  A paid sick/personal day must be taken on a regularly scheduled workday.

    Personal time may be taken in units of one hour or more.  Employees must obtain their supervisor's approval at least one day before the day they will be absent (in an emergency, employees should notify the supervisor before the start of the work day.)

    Personal time is not intended for use in cases of lateness, leaving early for convenience, or attending University activities.  Employees will not be paid if they use it that way.  Nor can personnel time be added to a holiday or vacation except in an emergency or pre-approved exception. 

    Bereavement

    Regular full-time and part-time employees may receive time off with pay in the case of the death of a spouse, child, parent, grandparent, grandchild, brother, sister or mother-, father-, brother-, sister-, son- or daughter-, in-law.  Full-time employees receive up to three days and part-time employees receive a pro rate allowance of 3/5 of their regularly scheduled weekly work hours.

    Military Service

    Employees who are members of the Reserve Forces of the United States or the National Guard will receive a leave with pay for the normal training period up to 15 calendar days a year.  During this leave, the University will pay the difference between the regular salary and the military pay received (employees must furnish evidence of the amount the government paid.)  This leave is in addition to vacation time.

    Jury Duty

    FDU considers jury duty an obligation and responsibility and will not normally support a request to be excused.  For those summoned for jury duty, the University will pay the difference between their regular pay and the amount paid by the court.  Employees simply need to submit evidence of their summons and the amount they receive.

    Court Appearance 

    Those 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 provided they are neither the plaintiff nor the defendant.

    Leaves of Absence

    Employees 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

    Those unable to report for work because of illness or a non- work related disability (including maternity), and who send their supervisor a doctor's estimate of the date when they will be able to return to work without restriction, shall be granted a medical leave of absence for a maximum period of six months. Those who return within six months will be returned to their jobs. Individuals who do not return in six months will be terminated.

    While on medical leave, employees may be eligible for temporary disability pay (see BENEFITS section)

    Upon returning to work, employees must submit a doctor's statement to their supervisor, which certifies that they are able to perform regular duties without restriction.  FDU reserves the right to refer employees to a designated physician for a review of their condition.

    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 ask their supervisor or the Assistant Director of Human Resources.

    Family Medical Leave

    Employees may be eligible to request time off without pay for a period up to 12 weeks, within a revolving 12 month cycle  to care for a seriously ill spouse, child, parent or parent-in-law.  Employees who are ill themselves are subject to the terms of the FMLA and the disability policies.  Please see section on temporary disability.  Eligible individuals must have been employed for at least 12 months; worked 1,000 hours in the 12 months immediately preceding the request; and complete a FMLA requisition.A physician's certification documenting the reason the leave is needed is required in cases of family illness. Except in cases of extreme emergency, eligible employees are required to provide the supervisor with reasonable notice so as to insure proper staffing levels. Eligible employees may elect to use earned and unused vacation entitlement in order to be paid for some period of time during the Family Leave of Absence. 

    Employees will not be paid for holidays or other paid time off occurring during an unpaid leave of absence and they will not accrue vacation time during the unpaid leave period.

    Employees shall be responsible to continue to pay appropriate premiums to the Human Resources Department for medical, dental, vision and supplemental life insurance if applicable, while on an unpaid leave of absence. 

    Personal Leave

    Depending upon department coverage, it may be possible for supervisors to approve a personal leave, for good cause accepted by the University, for a period up to three months without pay. 

    Four-Day Work Week

    The University observes a four-day work- week for eight weeks each summer.  During the four-day work-week, eligible full-time employees are scheduled to work 28 hours over four days and they are paid their full salary.  Part-time eligible employees work a shortened workweek on a pro-rated basis.

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    FDU · campuses · admin/staff · career management · help

    Copyright © 2001, Fairleigh Dickinson University.  Information on the FDU web pages is provided as a convenience for the University community and others seeking information.  While the University intends the information distributed here to be accurate and timely, it is the responsibility of  the user to verify the information. [Latest update 020417]