Source: http://apsu.edu/policy/5s_personnel_policies/5020-leave-policies.php
Timestamp: 2019-04-19 14:22:35+00:00

Document:
It is the policy of Austin Peay State University to grant University employees leave.
The purpose of this policy is to allow University employees leave time in accordance with the procedures outlined below.
All faculty members who hold academic rank, and who are directly engaged in instruction, departmental research, or public service. Academic personnel may be employed either on a nine-month service basis (academic year), compensated over a twelve-month period, hereinafter described as nine-month academic personnel, or on a twelve-month service basis (fiscal year), compensated over a twelve-month period, hereinafter referred to as twelve-month academic personnel.
All personnel other than personnel primarily employed in instruction, research, or public service who primarily have executive, administrative, or professional responsibilities, and whose positions require recognized professional achievement acquired by formal training or equivalent experience. This classification includes all non-academic personnel who are exempt from the provisions of the Fair Labor Standards Act.
All personnel other than academic, administrative or student personnel.
All personnel whose primary purpose for being at the institution or school is to be enrolled in an academic program of the institution or school. Student employees are temporary employees.
Each employee is also assigned one of the following designations.
All personnel, executive, administrative and professional, academic personnel, and clerical and support, who are employed on a continuing basis, expected to exceed six (6) months, and who have a regular work week of 37.5 hours or who are scheduled to carry a full teaching load or its equivalent. Regular full-time employees include full-time MODFY (modified fiscal year) employees.
All personnel, executive, administrative and professional, academic personnel, and clerical and support, who are employed on a continuing basis, expected to exceed six (6) months and who have a regular work week of less than 37.5 hours or who are scheduled to carry less than a full teaching load or its equivalent. Regular part-time employees include part-time MODFY (modified fiscal year) employees.
All personnel whose period of appointment or expected service is less than six (6) months. This definition should not be confused with employees who are designated as probationary employees, who may be regular full-time or part-time employees, and who are entitled to all leave benefits of such employees.
All regular, full and part-time, non-teaching personnel whose service period is at least nine months, but less than twelve months. The actual length and work schedule can vary at the discretion of the President.
It is our policy to provide all regular full-time and part-time employees with regular periods of rest and relaxation away from the work environment and to recognize length of service. The appropriate approving authority may require key administrative employees to take a certain number of consecutive days of annual leave each year.
All personnel entitled to accrue annual leave may request use of annual leave at any time preferred by application to their approving authority. Such requests are subject to the discretion of the approving authority, who is responsible for planning the work under his/her control, and should be approved only at such times as the employee can best be spared.
In addition, annual leave may be used to remain in an active pay status by an employee who has exhausted all sick leave and whose continued absence has been approved in accordance with the Sick Leave Policy (see Section II of this policy) and/or APSU Policy 5:021 Family, Medical, and Servicemember Leave. However, annual leave may not be used intermittently with leave without pay during a continuous FMLA leave period.
Regular full-time employees (excluding nine, ten and eleven month faculty) regardless of probationary status, shall be eligible to accrue annual leave.
Regular part-time employees, including twelve month academic personnel (excluding nine, ten and eleven month faculty) scheduled to carry less than a full teaching load or its equivalent, regardless of probationary status, shall be eligible to accrue annual leave on a prorated basis equal to the percentage of their employment to full-time employment.
Nine, ten and eleven month academic personnel, full or part-time, whether or not compensated over a twelve-month period, shall not be eligible to accrue annual leave.
Temporary employees shall not be eligible to accrue annual leave.
Temporary employees who are subsequently appointed as regular employees with no break in service shall become eligible to accrue annual leave and shall receive annual leave balances accrued retroactively from the date of employment.
Temporary clerical and support personnel who subsequently become eligible to accrue annual leave shall also receive retroactive credit for service from the date of employment for the purpose of calculating annual leave accrual rates.
All full-time and part-time employees who are employed pursuant to funds available to the institution through grants or contracts are not eligible to accrue annual leave unless the grant or contract involved provides sufficient funds to cover the costs of such leave, or unless eligibility to accrue annual leave is approved by the president of the University.
Eligible employees earn and accrue annual leave for each month upon completion of a major fraction thereof (i.e., more than fifty percent (50%) of the number of days in the month), and leave may be used when earned, regardless of an employee's probationary status, subject to the discretion of the approving authority.
Annual leave may not be taken before it is earned.
Employees otherwise eligible to earn annual leave do not earn or accrue annual leave while on leaves of absence.
In determining the amount of full-time or prorated part-time service accrued by an employee, all service accumulated while employed in any agency, office, or department of the State of Tennessee, or in any state college, university, or college of applied technology shall be credited for purposes of leave computation. In addition, any employee who was employed by a public school system as defined in T.C.A. § 49-1-103 and who becomes an employee eligible to accrue leave at APSU shall receive credit for service with said public school system for leave accrual purposes after employment at APSU for one continuous year. In order to be eligible to receive credit for the prior service the employee must begin employment at APSU within two (2) years from the date of termination with the public school system.
The accumulation of annual leave shall not exceed the maximum accumulation indicated in items A and B of this section, or the proration thereof under item C. Annual leave in excess of the maximum may be used during the year in which the excess accrues; in the event it is not so used, it will be transferred to the employee's accumulated sick leave at the close of the fiscal year, unless the employee is on terminal leave, in which case the full amount of accrued annual leave shall be carried forward.
Except as otherwise provided and subject to the limitations stated in this section, upon termination of employment with the University, an employee shall be paid for all accrued but unused annual leave he or she may have as of his or her last working day.
Payment shall be by lump sum payment upon separation for reasons other than Retirement.
Upon Retirement payment shall be, at the option of the employee, either by terminal leave or by lump sum payment.
Whether payment is by terminal leave or lump sum payment, and whether termination is voluntary or involuntary, the discretion to determine the employee's last working day is reserved to the appropriate appointing authority.
Of course, the employee retains the right to make his/her last working day a date prior to the date established by the appointing authority.
In either option, payment should be made with the employee's normal payroll cycle.
Terminal leave is that period during which an employee remains on the payroll beyond his or her last working day until all of his/her accrued annual leave has been exhausted.
If a retiring employee elects to be paid for his or her accrued but unused annual leave by terminal leave, the date on which his or her annual leave is exhausted shall be the official date of retirement.
An employee who begins employment with another System institution or another state agency without a break in service shall not be paid for his or her accrued but unused annual leave. Rather, all unused annual leave shall be transferred to the other institution or state agency in accordance with section VIII of this policy. If there is a break in service of at least one day, the prior employer is responsible for paying off the annual leave balance as of the employee’s last date of employment.
It is the policy of Austin Peay State University to protect all regular full-time and part-time employees against loss of earnings due to illness, injury, or incapacity to work including illness or incapacity to work due to pregnancy, and to provide the time off to employees in the event of illness or death of certain family members.
Regular full-time employees and academic personnel, including academic personnel on regular or term appointments of at least one year, regardless of probationary status, shall be eligible to accrue sick leave. All eligible employees (regular full-time and regular part-time) will accrue sick leave after working more than 50% of the month.
Regular part-time employees, including academic personnel scheduled to carry less than a full teaching load or its equivalent, regardless of probationary status, shall be eligible to accrue sick leave on a prorated basis equal to the percentage of their employment to full-time employment.
Temporary employees shall not be eligible to accrue sick leave. Temporary employees who are subsequently appointed as regular employees with no break in service between the temporary assignment and the regular position shall become eligible to accrue sick leave and shall receive sick leave balances accrued retroactively from the date of employment.
All full-time and part-time employees whose positions are funded through grants or contracts are not eligible to accrue sick leave unless the grant or contract involved provides sufficient funds to cover the costs of such leave, or unless eligibility to accrue sick leave is approved by the President.
Student employees shall not be eligible to accrue sick leave.
Regular full-time employees and full-time academic personnel, whether employed on a twelve-month or nine- month service basis, shall accrue sick leave at the rate of 7.5 hours (1 day) for each month of actual service.
A regular full-time employee working 37.5 hours per week earns 90 hours (12 days) of sick leave per year. An employee on a 40 hour per week schedule shall accrue 8 hours (1 day) for each month of service or 96 hours of sick leave per year.
Regular part-time personnel and part-time academic personnel, whether employed on a twelve-month or nine month service basis, shall accrue sick leave on a prorated basis equal to the percentage of their employment compared to full-time employment.
There is no limit on the amount of sick leave that an employee may accrue.
Eligible employees earn and accrue sick leave for each month upon completion of service for a major fraction thereof.
All modified fiscal year (MODFY) employees who are employed during the period, which would normally be the non-duty period of their appointment, shall accrue sick leave at the rate of 7.5 hours for each month of full-time employment. For part-time employment during that period, MODFY employees shall accrue sick leave on a prorated basis in accordance with Item B of this section.
Notwithstanding any other provision herein, which might be construed to the contrary, regular nine-month academic personnel shall accrue 67.5 hours (9 days) of sick leave for full-time employment for a full academic year and up to 22.5 hours (3 days) of sick leave for full-time employment throughout summer sessions based on hours worked during the summer.
Employees otherwise eligible to earn sick leave do not earn or accrue sick leave while on an unpaid leave of absence.
Sick leave is generally applicable to absences due to illness or injury to an employee, including illness or incapacity to work due to pregnancy, medical examinations and dental appointments. In addition, sick leave may be used for paternity leave. Refer to Section V.
Where an employee must be absent because of illness in the immediate family, sick leave may be granted by the appropriate approving authority.
other members of the family who reside within the home of the employee.
Immediate family as defined in Section III, sick leave may be granted at the discretion of the appropriate approving authority for a maximum of 15 hours (2 days) after the three (3) day bereavement leave has been used for a maximum of five (5) consecutive or non-consecutive regularly scheduled work days.
Abuse of sick leave by an employee will result in the withholding of payment of the sick leave and possible additional disciplinary action. Sick leave may not be taken until earned and available, and may not be advanced.
Sick leave may not be used by nine-month academic personnel for absences due to illness or injury during a summer or other inter-session, unless the employee has been physically present and actually commenced employment for the term in question.
Upon prior approval of the President, an employee who is injured in the line of duty as a result of the commission of an assault upon him or her which disables the employee from performing his or her regular duties, may be retained on the regular payroll for a period not to exceed twenty-eight (28) calendar days without being required to use any accrued sick leave. The length of time for such retention on the payroll shall be based upon a written statement from the attending physician that the employee is unable to perform his or her regular duties.
Subject to the conditions outlined in Section VIII, sick leave may be transferred to members of the University’s Sick Leave Banks.
An employee may be required to present evidence in the form of personal affidavits, physician's certificates, or other testimonials in support of the reason for sick leave upon request of his or her supervisor or an appropriate approving authority.
Sick leave may not be denied where an employee furnishes an acceptable statement from a licensed physician or accredited Christian Science practitioner or other healthcare provider, provided that the supervisor or approving authority may require additional documentation or statements from other physicians or accredited practitioners.
An employee may be required to present a written release to return to work, including any restrictions that may apply, from a licensed physician or other accredited practitioner prior to resuming employment.
An employee will be allowed to return to work if the release certifies that he/she is able to perform the essential functions of the position with or without a reasonable accommodation.
When the illness, injury, or disability of an employee continues beyond the period of accumulated sick leave, the employee shall use any accumulated annual leave for continued absence.
However, in cases of worker's compensation, an employee may choose to be placed on an unpaid leave of absence and retain sick and/or annual leave.
When an employee has exhausted all accumulated sick and annual leave, he or she may be placed on leave of absence, if requested and found to be justifiable (Section IV).
Upon termination of employment, accumulated sick leave shall not be used as terminal leave, and the employee shall not be entitled to any lump sum payment for accumulated sick leave.
If an employee is transferring to another state agency, his or her accumulated sick leave shall be transferred according to Transfer of Leave. (Section VIII).
If an employee leaves the System or any other state service in good standing after having worked on a full-time continuous basis for at least one (1) full year and thereafter returns to service with the System on a full-time basis, the employee shall immediately be credited with all sick leave to which he or she was entitled at the time of the previous termination.
If the employee has had any interim employment with the System or any other agency of the State of Tennessee of less than one (1) year, he or she shall not be disqualified from receiving credit for sick leave to which he or she is otherwise entitled.
Notwithstanding the above paragraph, if any state employee or teacher employed by a local school board in Tennessee leaves the employment of the state or of that board in good standing and becomes a full-time state employee within six (6) months of the date of termination, the employee shall immediately be credited with all sick leave to which he or she was entitled at the time of the previous termination.
TCRS member employees who terminate due to retirement shall have all unused accumulated sick leave credited toward retirement. ORP member employees who terminate due to retirement shall have all unused sick leave credited toward retirement service for insurance purposes.
The estate or designated beneficiary of any employee, upon the employee's death, shall be paid for the employee's unused and accrued sick leave in the same manner as the estates of deceased employees are paid for annual leave.
It is the policy of Austin Peay State University to provide all regular, full-time and part-time, employees time off without loss of pay due to the death of an immediate family member, as defined below, consistent with T.C.A. § 8-50-113.
An employee who is absent during his/her regularly scheduled work week due to the death of an immediate family member shall receive payment for reasonable and customary days absent, such days of payment not to exceed three (3) regularly scheduled work days. Immediate family shall be deemed to include (1) spouse; (2) child, step-child; (3) parent, step-parent, foster parent, parent-in-law; (4) sibling; (5) grandparent and grandchild; and (6) other members of the family who reside within the home. Refer to Sick Leave, Section II, Use of Sick Leave, D, to reference the use of sick leave in the event of death of other family members not covered under the definition of immediate family above.
In addition to the three (3) regularly scheduled work days, sick leave, not to exceed two (2) days, may be granted at the discretion of the appropriate approving authority in the instance of death of one of the immediate family members listed. At the discretion of the approving authority, the days off provided under this policy do not have to be consecutive.
Regular part-time employees, including academic personnel scheduled to carry less than a full teaching load or its equivalent, regardless of probationary status, shall be eligible to receive bereavement leave on a prorated basis equal to the percentage of their employment to full-time employment.
It is the policy of Austin Peay State University to provide, unpaid time off to regular employees due to reasons of illness or injury, or disability of an employee who has insufficient accumulated annual and/or sick leave, leave for educational purposes and leave for justifiable personal reasons.
Leave of absence as referred to in this policy shall include any period of administrative leave with pay up to a maximum of 90 days, pending an institutional review or investigation or leave in a non‑pay status or athletic competition leave as defined below.
Administrative leave with pay must be approved by the president following review by the Office of Human Resources.
Leave of absence shall be granted for any period (which may exceed one (1) year) when an employee transfers to another State institution or to the TBR system office and requests to be placed on leave of absence.
Leave of absence without pay, not to exceed one (1) year, may be granted for justifiable absences wherein it is not desirable to terminate the employee.
The employee performs a unique service or has unique qualifications that are required for the position.
Such leave must be approved by the president or his/her designee.
Employees who request an unpaid leave of absence due to a Family and Medical Leave Act (FMLA) qualifying event shall have their leaves processed in accordance with the provisions of the APSU Family and Medical Leave Policy 5:021 regarding eligibility, continuation of insurance coverage, maximum leave period for parents who are both State employees, etc.
If an employee is not eligible for FMLA leave or the period of the leave exceeds the FMLA maximum, the remaining balance of the leave shall be processed in accordance with the provisions of this policy.
In addition, an employee who is on an unpaid leave of absence which does not qualify as FMLA leave shall be responsible for paying both the employee and employer portion of insurance premiums.
While on leave of absence for educational purposes or other justifiable personal reasons other than non-qualifying FMLA leave, illness, injury, or disability, an employee retains accumulated annual and sick leave, but does not earn or accrue additional annual or sick leave. In addition, an employee on leave of absence is not entitled to compensation for official holidays occurring within the leave period.
An employee who has qualified for Workers' Compensation may retain accumulated annual and sick leave.
In addition to the previously defined leave of absence policy, pursuant to T.C.A. § 8-50-1102, public employees who qualify as members of a United States team for athletic competition, on the world, Pan-American or Olympic level in a sport contest in either Pan-American or Olympic competitions are eligible to request a leave of absence with or without pay for the purpose of preparing for and engaging in the competitions just described.
Team is defined as meaning any group leader, coach, official, or athlete who comprises the official delegation of the United States to World, Pan-American, or Olympic competition.
In no event shall the total of all such leave exceed the period of the official training camp and competition combined plus a reasonable amount of travel or 90 calendar days a year whichever is less.
The granting of leave under this section shall be discretionary with the public employer.
The public employee must provide satisfactory evidence of qualification and selection for participation.
An employee of the University who is a member of the United States Air Force Auxiliary Civil Air Patrol who participates in a training program for the civil air patrol, or in emergency and disaster services, shall be entitled to a leave of absence with pay for a period of not more than fifteen (15) days during a calendar year for such purposes if the leave of absence is at the request of the employee’s wing commander or the wing commander’s designated representative.
Any leave of absence pursuant to this section shall be in addition to any other leave of the employee.
All other rights and benefits of the employee, including seniority rights, insurance benefits, health insurance benefits, creditable service and all other such rights and benefits, shall continue.
The employee may be granted leave pursuant to the provisions of this Act with or without pay subject to the complete discretion of the employer.
If leave of absence under this Chapter is granted with pay, the employee retains accumulated annual and sick leave and continues to earn or accrue additional annual and sick leave.
The employee is also entitled to compensation for official holidays occurring within the leave period.
If the leave is granted without pay, an employee retains accumulated annual and sick leave, but does not earn or accrue additional annual or sick leave.
The employee on leave of absence without pay is not entitled to compensation for official holidays occurring within the leave period.
The president must approve the request.
It is the policy of Austin Peay State University to provide a period of up to four (4) months of leave to eligible employees for adoption, pregnancy, childbirth and nursing the infant, where applicable, in accordance with T.C.A. § 4-21-408. With regard to adoption, the four (4) month period shall begin at the time the employee receives custody of the child.
Employees who have been employed by the University for at least twelve (12) consecutive months as full-time employees, as determined by the University, are eligible for this leave.
Subsequent references within this policy to an employee shall assume eligibility of that individual.
Upon receipt of a written request for parental leave, the President or his/her designee will process the request in accordance with the provisions of this policy and the employee’s eligibility for leave under APSU Policy 5:021 Family and Medical Leave. Reference may also need to be made Section II, Section IV, and Section I.
By the end of the fifth month of pregnancy, employees must give advance notice to their employer of their anticipated date of departure for such leave, their length of leave, and their intention to return to full-time employment after leave. If proper notice is given, the employees shall be restored to their previous or similar positions with the same status, pay, length of service credit and seniority, wherever applicable, as of the date of their leave. It is understood that under certain circumstances it may not be feasible to provide notice by the end of the fifth month of pregnancy; in these cases, the employee must provide notice as soon as practicable.
Employees who are prevented from giving advance notice (as defined in Section A.) because of a medical emergency which necessitates that leave begins earlier than originally anticipated shall not forfeit their rights and benefits under this policy solely because of their failure to give advance notice.
Employees who are prevented from giving advance notice (as defined in Section A.) because the notice of adoption was received less than three (3) months in advance shall not forfeit their rights and benefits under this policy solely because of their failure to give advance notice.
Leave will be granted as paid or unpaid pursuant to the policies of the University.
Such leave shall not affect the employees’ right to receive annual leave, sick leave, bonuses, advancement, seniority, length of service credit, benefits, plans or programs for which the employees were eligible at the date of their leave, and any other benefits or rights of their employment incident to the employees’ employment position.
However, the University need not provide for the cost of any benefits, plans or programs during the period of leave unless the University provides for all employees on leaves of absence.
If an employee’s job position is so unique that the University cannot, after reasonable efforts, fill that position temporarily, then the University shall not be liable for failure to reinstate the employee at the end of the parental leave period.
The purpose of this policy is to provide leave time to employees for adoption, pregnancy, childbirth and nursing the infant, where applicable. Therefore, if the University finds that the employee has utilized the period of leave to actively pursue other employment opportunities or if the University finds that the employee has worked part time or full time for another employer during the period of leave, the University shall not be liable for failure to reinstate the employee at the end of such leave.
Whenever the University determines that the employee will not be reinstated at the end of such leave because the employee’s position cannot be filled temporarily or because the employee has used such leave to pursue employment opportunities or to work for another employer, the University shall so notify the employee.
In the event both parents are University or state employees, the aggregate amount of sick leave that may be used for childbirth or adoption is limited to thirty (30) working days following the birth of a child or placement for adoption.
In order to be eligible to use sick leave as parental leave, a statement from the attending physician indicating the expected date of delivery must accompany the request for leave.
Additional information from the attending physician may be required if there are complications and the period of absence must begin sooner than agreed, extend further than agreed, or require the use of sick leave beyond the period beginning with the period of hospitalization and extending for thirty (30) work days following the birth of a child or placement for adoption.
When accrued annual and sick leave balances are depleted prior to the end of the four (4) month parental leave period, the employee will be placed in a leave of absence status. Refer to Section IV regarding continuation of insurance coverage for employees on unpaid leave of absence.
Worked a minimum of 1250 hours during the year preceding the start of the leave.
Employees who are eligible for FML will have parental leave processed in conjunction with the provisions of APSU Policy 5:021 Family and Medical Leave regarding election of paid/unpaid leave, continuation of insurance coverage, etc. Parental leave and FML periods shall run concurrently.
During work weeks that an employee takes leave designated as FML, the University is responsible for paying the employer’s portion of the employee’s insurance premium, whether the leave is paid or unpaid.
It is the policy of Austin Peay State University that all employees who are members of any reserve component of the armed forces of the United States or of the Tennessee National Guard or the U.S. Air Force Auxiliary Civil Air Patrol shall be entitled to a leave of absence from their duties for all periods of military service during which they are engaged in the performance of duty or training in the service of this State, or the United States, under competent orders as stipulated in U.S.C. Title 38, § 4311-4318 and T.C.A. § 8-33-101 through 8-33-109, T.C.A. § 58-1-106 and T.C.A. § 42-7-102. An employee or applicant for employment, who performs, applies to perform, or has an obligation to serve in a uniformed service shall not, on that basis, be denied employment or reemployment or be discriminated or retaliated against for such service or application for service in any manner.
Military Duty means (i) training and service performed by an inductee, enlistee, or reservist or any entrant into a temporary component of the armed forces of the United States; and (ii) time spent in reporting for and returning from such training and service, or if a rejection occurs, from the place of reporting for such training and service. Military Duty also includes active duty training as a reservist in the armed forces of the United States or as a member of the National Guard of the United States when the call is for training only.
Partial pay shall be the difference between the employee’s regular state salary and the employee’s full-time military salary.
Earnable compensation and retirement benefits shall be not increased or decreased by any partial payment made pursuant to this section.
The period of absence while on military duty shall count toward the minimum twelve (12) months and 1,250 hours required that an employee work for eligibility for leave under the Family Medical Leave Act.
If the employee served less than 31 days, or was absent for a period of any length for the purpose of an examination to determine his or her fitness to perform service, the employee must report back to the University no later than the beginning of the first full regularly-scheduled work period on the first full calendar day following the completion of the period of service, and the expiration of eight (8) hours after a period allowing for safe transportation from the place of that service to the employee’s residence.
For example, if the employee completes a period of service and travel home, arriving at ten o’clock in the evening, he or she cannot be required to report to the employer until the beginning of the next full regularly-scheduled work period that begins at least eight hours after arriving home, i.e., no earlier than six o’clock the next morning.
If it is impossible or unreasonable for the employee to report within such time period through no fault of his or her own, he or she must report to the University as soon as possible after the expiration of the eight-hour period.
The University may terminate the employee and any rights or benefits provided under this policy should documentation become available that establishes the employee does not meet one or more of the requirements in Section D above.
Efforts required of the University to help the employee become qualified for the reemployment position(s) must be reasonable.
APSU is not required to reemploy an employee upon his or her return from service if he or she cannot qualify for the appropriate reemployment position.
If the employee cannot become qualified for the escalator position, the employee must be reemployed in a position of equivalent seniority, status and pay that the employee is qualified to perform or could reasonably become qualified to perform.
If no such position exists, the employee must be placed in a job that is similar in terms of seniority, status and pay consistent with the employee’s circumstances.
Consideration of seniority in re-employment decisions is limited to situations involving re-employment following a period of documented military leave. Although provided for by the state military leave statute, “seniority” is not a factor in employment decisions unrelated to military leave, nor is seniority (apart from longevity) recognized under the University’s policy.
For retirement purposes, a returning employee is considered as not having a break in service, except as noted in Military Leave without Pay Section, B.
Following an employee's return to work, the University will make retirement contributions which would have been made if employment had been continuous, not to exceed five (5) years.
If the employee is reemployed in the escalator position, the employee must be compensated at the rate of pay associated with the escalator position by taking into account any pay increases, differentials, step increases, merit increases or periodic increases that the employee would have attained with reasonable certainty had he or she remained continuously employed during the period of service.
During a period of military leave, a regular employee continues to earn service credit for longevity pay.
However, pursuant to the current Executive Order, payments must continue to be made annually.
It is the policy of Austin Peay State University to allow an eligible University employee to be granted civil leave when in response to a subpoena or directive by property authority, he or she appears as a witness or juror in a federal or state court.
In accordance with T.C.A. § 22-4-108, the employee shall be excused from returning to employment for any scheduled work day that such employee's responsibility for jury duty exceeds three (3) hours during the day for which an excuse is sought. Travel time is not to be included in determining whether or not an employee's actual jury duty service has exceeded three (3) hours.
Upon a juror’s request, which must be made prior to each day’s service, the person responsible for issuing fee and or compensation statements shall provide the juror’s employer a statement that shows the number of hours that the juror spent serving if service has been less than three (3) hours. Employees serving less than three hours on a scheduled work day shall return to work for the remainder of their work day.
The employee shall also receive his/her regular University compensation as follows: Payment for time served on civil leave and time spent traveling to and from court shall be made at the employee's regular rate of pay, except that such compensation shall not exceed the total of the employee's regularly scheduled daily pay. Travel expenses (mileage) and parking fees will not be paid by the University.
It is the policy of Austin Peay State University to transfer or receive accrued and accumulated sick and annual leave balances of any employee who transfers employment between APSU and any other State of Tennessee agency, office, department, college, university, institute, or school.
Any regular employee of any agency, office or department of the State of Tennessee or of any State college or university who leaves one of these employers for employment with another without a break in service shall have all annual and sick leave transferred.
Moreover, if an employee leaves the University and is re-employed with a State agency prior to his/her termination date with the University, he/she shall have all unused annual leave transferred/reinstated to the employing agency and shall not be entitled to payment for annual leave beginning with the date of re-employment.
Any payment for annual leave upon the termination which is later found to have been in violation of this policy shall be repaid to the University by the terminating employee.
It is the policy of Austin Peay State University to provide employees time off to vote in state, national, and local elections and to establish a procedure for reporting the time missed from work.
Employees who are registered voters may receive reasonable time off to vote if they request such time off before 12:00 noon the day before the election.
The supervisor may specify the hours during which the employee may be absent to vote, and the time off may not exceed three hours.
No time off will be granted if the polls in the county where the employee is a resident are open three (3) or more hours before the employee is scheduled to begin work or if the polls close three (3) or more hours after the employee's work schedule ends.
Time off to vote shall be recorded as non-duty pay hours.
Time off to vote is recorded for non-exempt employees as non-worked time when calculating overtime.
In accordance with T.C.A. § 2-9-103, any full-time employee appointed by a county election commission to work part-time as a voting machine technician, shall be granted unpaid leave for the day(s) required for the technician's duties.
Supporting documentation may be required by the appropriate approving authority for the period of duty.
An employer may not require the employee to use accrued annual leave and/or compensatory time for this period. However, either may be used at the employee's option.
In accordance with T.C.A. § 8-50-113, which became effective April 12, 1994, this policy establishes guidelines and procedures for transferring sick leave to members of the Sick Leave Bank who experience a continuing disability due to illness or injury.
In order to receive sick leave donated by another employee, all of the following criteria must be met. The recipient must (1) be a current member of the institution's sick leave bank, (2) have used all accumulated sick leave, annual leave, and any eligible leave amount through the Sick Leave Bank(s) for each separate illness or recurring diagnosed illness or accident, (3) have a continuing disability resulting from personal illness or injury and be unable to work, and (4) not be receiving any other form of compensation including social security disability benefits, long term disability benefits, workers' compensation benefits, or compensation through the State Retirement Plan or Sick Leave Bank.
Before an employee is eligible to receive donated leave, his/her physician must provide current certification that the employee has a disability resulting from serious personal illness or injury and is unable to work. Upon receipt of such medical certification, the employee is eligible to receive up to 20 days of leave for which he/she would otherwise be without pay, including holidays. Eligibility for additional increments of 20 working days may be based on current medical certification of the continuing disability. The maximum amount that may be transferred to an employee is limited to 90 days for which the employee would otherwise not be paid as stated above. Transfer of sick leave to an employee may not be denied if all eligibility criteria are met.
For regular full-time employees receiving transferred leave, a day is defined as 7.5 hours for employees on a 37.5-workweek schedule and 8 hours for employees on a 40-hour workweek schedule. Regular part-time employees shall receive sick leave on a prorated basis equal to the percentage of their employment to full-time employment. Recipients shall continue to accrue leave and service in accordance with the provisions of the appropriate policies and guidelines which shall be used prior to any donated leave.
A donating employee is not required to be a member of the Sick Leave Bank. APSU has both Faculty and Staff Sick Leave Banks; employees may donate to members of both banks. No transfers may be made beyond APSU.
In order to donate sick leave to a member of the Sick Leave Bank, an employee must have a current minimum balance of 20 sick leave days, based on his/her accrual rate. (Example: 20 x 7.5 hours accrual rate = 150.0 hours.) In addition, the donor must agree to donate a minimum of 5 days of accrued leave. However, in the event the donor's percentage of employment exceeds that of the recipient, the minimum donation will be based on the recipient's accrual rate. Regular part-time employees will donate leave equal to their accrual rate. (Example: 10 x 3.75 hours accrual rate = 37.50.) The maximum amount of sick leave which an employee may donate during his/her employment at the home institution is the equivalent of 90 accrued days.
The donating employee ("donor") must complete a form (Sick Leave Donation Agreement Form available in the Office of Human Resources) stating the name of the recipient and the amount of leave being donated. This form must be signed by the donating employee and a representative of Human Resources. Upon completion, the donor should send the form to the office responsible for processing leave.
Following verification that (1) the recipient is a member of the Sick Leave Bank, (2) the donating employee has sufficient sick leave to cover the donation, and (3) the amount does not exceed one-half the donor's current balance, the form will be approved by the appropriate official. A copy of the form will be placed in both the donor and recipient's personnel files, and the original will be retained by the office responsible for processing leave.
Donor forms will be date and time stamped in the order received. This will determine the order in which sick leave will be deducted from the donors' sick leave balances where there are multiple donors for a single individual.
Before the initial transfer of leave is completed, the office processing leave will verify that the recipient has provided current certification from his/her health care provider that he/she continues to be unable to work. A current medical form may be required prior to the transfer of sick leave for every subsequent 20 days of donated leave.
At the time of transfer, adjustment forms will be completed by the appropriate office. Prior to deducting leave from a donor, this office will verify that the donor has sufficient leave to cover the amount originally donated and also maintain the required balance. If less than the required amount is available, the leave donation is voided.
NOTE: Sick leave may not be transferred retroactively beyond one month. For example, if no one has agreed to donate leave to an employee who has exhausted all of his/her Sick Leave Bank entitlements and has been placed on an approved leave of absence without pay, another employee may later donate sick leave to this employee. Retroactive payment for the value of this leave may not be extended beyond one month.
In accordance with TCA § 8-50-810, a regular employee who is a certified disaster service volunteer of the American Red Cross may be granted leave with pay for up to fifteen (15) work days each calendar year to participate in specialized disaster relief services for the American Red Cross.
The request for the employee's services must come from the American Red Cross and is subject to approval by the employee's supervisor.
The University may require the employee to provide verification of service following the disaster period.
In accordance with T.C.A. § 50-1-309, a regular employee who is an active volunteer firefighter may be permitted to leave work in order to respond to fire calls during such employee’s regular hours of employment without loss of pay, vacation time, sick leave, or earned overtime accumulation.
Such employee may be permitted to take off the next scheduled work period within twelve (12) hours following such response as an annual leave or sick leave day without loss of pay if the employee assisted in fighting such fire for more than four (4) hours.
If the employee is not entitled to an annual leave or sick leave day then such employee may be permitted to take off such work period without pay.
In addition, any employee who is an active volunteer firefighter and who worked for more than four (4) hours the prior day or night as a volunteer firefighter in an emergency may be permitted to take off the next scheduled work period within twelve (12) hours following such emergency as an annual leave or sick leave day without the loss of pay.
The employer may require the employee to submit a written statement from the chief of the volunteer fire department verifying that such employee responded to a fire or was on-call and specifying the date, time, and duration of such response.
It is the policy of Austin Peay State University that requests for educational leave for regular employees must be approved in advance by the president. Such approval must specify the length of the leave which normally should not exceed twelve (12) months. Each request for leave will be evaluated on its own merits and approval will depend upon the evidence provided as to the enhancement of the employee's value to the University resulting from the leave. Leave of absence for periods exceeding one (1) year may be granted upon recommendation of the president and approved by the President as stated in Leave of Absence, Section IV.
Regular full-time employees who have received final approval from the University and the Tennessee Consolidated Retirement System (TCRS) for the period of the leave will continue to accrue creditable service and/or to have employer contributions paid on their behalf.
Individuals who receive TCRS approval and who continue in the retirement program should not participate simultaneously in any other retirement system.
Employees whose request for retirement credit is denied by TCRS will be removed from participation in the retirement program for the duration of the leave.
Employees on approved educational leave who receive compensation from the University may continue their participation in the basic group insurance program.
The employee's portion of the premium will be withheld by payroll deduction and the University will pay the employer's portion.
The amount of the deduction and scheduled life insurance coverage will be the deduction and life schedule in effect immediately prior to the beginning of the leave.
Employees on approved leave with pay may, at their option, continue membership in other group insurance plans available to active employees.
In all such plans except the group medical/life insurance plan noted above, the full cost of the plan is born by the employee.
These premiums will be withheld by payroll deduction in accordance with established procedures.
The University will provide unemployment benefits based on the provisions of State and Federal unemployment compensation acts.
Employees will continue participation in Social Security with coverage and applicable taxes based on the compensation paid during the leave.
Federal withholding taxes will be based on compensation paid to the employee during the leave and upon the applicable withholding tables.
Employees on approved educational leave with pay are considered to be eligible for longevity pay, and payments will be made on the regular schedule.
Refer to the eligibility requirements contained in the various programs of APSU Policy 5:001.
Employees on educational leave are not eligible to accrue or use annual, sick or other leave benefits during the period not worked.
Employees who have received approval from the University and TCRS will receive retirement credit for the period of the leave.
Employees on approved educational leave without pay are eligible to continue their participation in the group medical/life insurance program.
If they elect continuation of coverage, employees must pay both the employee and employer share of the premium.
The Department of Finance and Administration (Benefits Administration Office) will bill the employee for the full premium, in advance, on a monthly basis.
The rate of contribution and the life insurance coverage will be the rate and life schedule in effect immediately prior to the beginning of the leave.
Employees on approved leave without pay may, at their option, continue membership in other group insurance plans available to eligible employees.
In all such plans, the full cost of the plan is born by the employee.
Unemployment benefits will not be provided for employees who do not receive compensation from the University while on leave.
The University will not make any contributions during a leave without pay.
Longevity is not payable during a leave of absence without pay, nor is the period considered as eligible service.
An Application for Retirement Credit for Educational Leave of Absence form should be submitted along with a written request for a leave of absence to the president. If the leave request is approved, the application for retirement credit should then be forwarded to the Tennessee Consolidated Retirement System. The TCRS Board of Trustees is responsible for granting final approval for retirement credit.
To be considered for retirement credit, the leave must be for the purpose of attending school or engaging in academic research related to employment, and must be intended to increase the employee's usefulness to the University. Approval by TCRS is granted conditionally upon the employee's immediate return to employment after the leave for a period of at least one year of service. An individual may not receive retirement credit for educational leave in excess of two years during the individual's lifetime.
The leave is for formal study at an institution of higher education leading to an advanced degree in a field relevant to the faculty/staff member's area of professional responsibility.
The leave is for a formal period of research or post- doctoral study in a field related to the faculty/staff member's area of professional responsibility. Such leaves will include, but not be limited to, periods of study supported by grants, such as the Guggenheim, Fulbright-Hays, Rockefeller Foundation, or Ford Foundation fellowship.
In rare cases, retirement credit will be allowed for an approved educational leave for formal study leading to an undergraduate degree or professional certification directly related to enhancing an employee's ability to perform his/her job. A written statement justifying the leave must be provided and approved by the president.
TCRS Member Creditable service in TCRS will be granted for the period of the leave and the employer contribution will be made based on the rate in effect during the period of the leave and the annualized salary in effect immediately prior to the educational leave; however, employer provided employee contributions will not be credited to the employee's account.
ORP Member Employer contributions equal to 10% (11% of salary above the Social Security wage base) of the annualized salary in effect immediately prior to the educational leave will be made.
TCRS Member Creditable service will be granted but no employer contributions will be made during the leave period.
ORP Member Employer contributions equal to 10% (11% of salary above the social security wage base) of the annualized salary in effect immediately prior to the educational leave will be forwarded to the ORP.
If the employee is an ORP member and does not return to service following the educational leave of absence, the University should request a refund from the ORP vendor(s) of the employer contributions which were made during the leave period.
If retirement credit is approved for a leave of absence which occurred prior to July 1981, the TCRS member must pay employee contributions plus interest based on the salary earned in the year immediately prior to the commencement of the leave; the ORP member must contact the TCRS Prior Service Section directly to initiate an individual calculation.

References: § 49
 V.

 § 8
 § 8
 § 4
 § 4311
 § 8
 § 58
 § 42
 § 22
 § 2
 § 8
 § 8
 § 50