Source: http://www.usg.edu/hr/manual/category/time_away_from_work/
Timestamp: 2015-10-13 23:05:38
Document Index: 668396328

Matched Legal Cases: ['§ 45', '§ 45', '§45', '§ 38', '§ 38', '§ 38']

Education Support Leave - Human Resources - University System of Georgia
Modified August 11, 2015
Education Support Leave	Citation Reference
Policy on Education Support Leave
To supplement work-life balance options for University System of Georgia employees, each full benefits eligible, non- temporary employee of the USG shall be eligible for up to eight hours of paid leave per calendar year for the purpose of promoting education in this state as authorized by O.C.G.A. § 45-20-32. Only activities directly related to student achievement and academic support will qualify for education support leave. Education support leave is not charged against any other leave. Education support leave does not accumulate or roll over and is not paid – out upon change of employment status.
BOR Policy 8.2.7.7, Miscellaneous Leave: Education Support Leave
O.C.G.A § 45-20-32
For the purposes of promoting education in Georgia and supplementing work life balance options for University System of Georgia employees, each full benefits eligible, non-temporary employee of the USG are eligible for up to eight (8) paid hours of Education Support Leave per calendar year. Such leave is in addition to, and not charged against, an employee’s other leave. The University System of Georgia has established guidelines for institutions concerning the use and administration of Educational Support Leave with pay.
Education support leave may be taken in increments of less than 8 hours utilizing the same minimum period an institution has established for other forms of paid leave.
Eligibility: All eligibility criteria defined below must be met before an employee can use education support leave.
Any full benefits eligible, non-temporary employee of the University System of Georgia, may request to use and be considered for education support leave.
Only activities directly related to student achievement and academic support will qualify for education support leave. Such activities may range from early care and learning through higher education. Each USG institution or office maintains the authority to determine, in accordance with the provisions outlined in this policy, whether an activity would qualify for education support leave.
To use education support leave, an employee may be, but is not required to be, the parent of a student. Employees must not receive pay for services they perform while using education support leave.
Employees must receive prior approval from their supervisor before providing the services for which they are requesting education support leave. The USG institution or office has discretion to require written verification from a school administrator, teacher, or other official prior to approval.
Use of education support leave for any political purpose or agenda is prohibited. Education support leave does not accumulate, and unused leave does not rollover into subsequent calendar years. Rather, eligible employees may use education support leave for qualifying absences that occur during their regular scheduled work hours, up to a total of 8 hours in any calendar year.
Employees can use no more than 8 paid hours of education support leave in a calendar year regardless of transfer from one USG institution or office to another. Each USG institution or office is responsible for conducting due diligence to ensure an employee has not exhausted education support leave prior to approving the paid leave.
Education support leave carries no cash value if unused. There will be no payout for unused education support leave upon termination.
Provide guidance to institution human resources officers on appropriate application of policies and applicable laws and monitor campus practices for compliance.
Ensure appropriate utilization of the USG policies and applicable laws and ensure compliance.
Human Resources Administrative Practice Manual:
Shared Sick Leave Program	Citation Reference
Policy on Shared Sick Leave
Institutions in the University System of Georgia are authorized to establish policies through which employees may contribute on a voluntary basis unused sick leave to a pool for possible use by another institutional employee who is experiencing a catastrophic illness or injury and who has used all accumulated paid leave.
The purpose of the Shared Sick Leave Program is to provide a means for University System of Georgia employees to donate paid sick leave to a leave pool to be used by fellow employees who are eligible for and require leave while experiencing a life-threatening or emergency medical condition as defined, and which has caused, or is likely to cause, the employee to take leave without pay.
All Human Resources personnel within the University System of Georgia should be aware of this policy along with all employees eligible for said policy.
Employee means any employee of the System who earns or accrues annual or sick leave as a benefit of his/her employment by the System, including part-time employees, whose leave transfer amounts will be pro-rated based on their percent time worked within the USG during either the past twelve months or their entire time in service within the University System of Georgia, whichever term is shorter.
Physician means a physician licensed by his/her respective state.
Leave donor is an employee that makes a voluntary, written request for the irrevocable transfer of sick leave to the leave pool. Once leave has been transferred to the leave pool, it may not be used by the donor for any other benefit purposes.
Leave recipient Means a current employee who has completed the employment provisional period and for whom the institutions Shared Leave Certification Committee has approved an application to receive leave from the leave pool. The recipient may use Shared Leave for any purpose authorized under the Board of Regents Program Manual Section 802.07.02 which meets the definition of life- threatening or emergency medical condition as described below.
Life-threatening or emergency medical condition means a health condition involving a serious, extreme, or life-threatening illness, injury, impairment, or condition that is likely to require an employee’s absence from duty for a period of time longer than the amount of sick and annual 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 annual leave prior to the absence. Some examples of such conditions include: advanced or rapidly growing cancers, acute life-threatening illnesses, chronic life-threatening conditions in need of immediate care, life-threatening infections, severe injuries arising from automobile or other serious accidents and severe or life-threatening conditions involving failure of bodily organs or systems (e.g., heart attack). The absence may be continuous, as in hospitalization following surgery or an accident, or intermittent, as in periodic absences for chemotherapy or other procedures.
Catastrophic personal injury or illness is a severe condition or combination of conditions affecting the mental or physical health of an employee and has had a major impact on life functions.
Leave pool is accumulated sick leave donated by employees to be used in accordance with this program. A minimum donation of eight (8) hours leave per calendar year is required to become a member of the leave pool. A member may contribute leave but must maintain a minimum of forty (40) hours of personal sick leave. Should the Shared Leave pool reserve drop to less than 120 hours, the pool will be considered depleted. All donors will, in this situation only, and upon notification of the depleted status of the pool, automatically are charged eight (8) hours per donor, unless the donor wishes to withdraw from the program. Leave requests will be honored in the order in which they were placed when the pool is replenished. The automatic charge to replenish the pool may occur only one time per calendar year. Should the pool be depleted a second time in a given calendar year, no further requests for Shared Leave will be accepted.
Pandemic An epidemic over a wide geographical area.
Employees will be given the opportunity to donate a specified number of hours of sick leave from their sick leave accounts to an institutional leave pool during the annual open enrollment period for other benefits.
Only regular benefits eligible employees who have been employed in a benefits eligible position and has completed the BOR provisional period upon enrollment shall be eligible to participate as either a contributor or recipient.
To contribute or receive leave under this program, an employee shall be required to enroll in the pool during the annual open enrollment period established by the Board of Regents.
Any unused shared sick leave not used by a recipient for the catastrophic illness or injury will be forfeited to the Shared Leave pool.
Each institution must designate a Shared Leave Administrator and is encouraged to appoint a committee to review and respond to requests for use of leave from the pool.
A recipient cannot receive shared sick leave with other benefits. (SSI, Disability, Workers Compensation, etc.)
Eligibility for participation shall end upon termination of employment.
Funding limitations may impact eligibility and participation.
Participation in shared leave is voluntary.
If adopted, the program shall be subject to an annual review and confirmation of continuation. This policy establishes the method by which University System of Georgia institutions can implement a Donated Leave pool.
Employees will be given the opportunity to donate a specified number of hours of sick leave (in eight (8) hour increments) from their sick leave accounts to the Shared Leave pool during the annual open enrollment period for other benefits by completing a Donor Transfer Certification form. The Shared Leave will be transferred to the Shared Leave pool at the same time other benefit elections are effective (normally January 1). An employee who donates leave must retain a combined total of forty (40) hours of leave in his/her own annual and sick leave accounts (pro-rated for part-time employees).
Enrollment in the sick leave pool shall only be allowed during the open enrollment periods conducted during the months of October and November of each year.
A participating employee shall not be allowed to donate to the pool any unused or unpaid sick leave from the employee’s personal account at the time of separation from the University System of Georgia , including retirement.
The employee will continue to accrue sick leave during their absence as long as they are paid at least one half of a monthly salary.
In order to be eligible to receive Shared Leave, the employee must:
be a member of the leave pool, and
provide certification from a licensed physician of a life-threatening or emergency medical condition, and
have exhausted all sick and annual leave (or provide credible medical evidence that he or she will have exhausted all sick and annual leave before the medical condition is resolved).
An employee may withdraw from the pool at any time by sending a written request for withdrawal to the Human Resources Officer. Any leave contributed to the pool prior to withdrawal shall be forfeited.
When a participating employee withdraws the maximum number of hours for which he/she is eligible, his/her membership in the pool will automatically terminate. The maximum withdrawal amount during a calendar year is 480 hours (12 weeks). To re-enroll, the employee will be subject to the initial enrollment requirements for membership. When a sick leave pool member is eligible for workers’ compensation, unemployment, disability or retirement benefits, etc., he/she shall not be granted sick leave pool credits.
Suggested Leave Committee:
If possible, institutions should encourage the formation of a leave committee to assist in the implementation of the Donated Leave Policy. The committee may consist of one staff member from Human Resources, one faculty member, and one staff member from a work unit other than Human Resources.
Application of Benefits:
An eligible employee may request donated leave by completing the Donated Leave Request Form, obtaining a completed Physician’s Certification Form and submitting these documents to the Donated Leave Certification Committee in care of Human Resources. If the employee is not capable of making application on his or her own behalf, a personal representative, having documented power of attorney for the employee, may make written application on behalf of the employee by completing the Donated Leave Request Form, obtaining a completed Physician’s Certification Form and submitting these documents to the Donated Leave Certification Committee in care of Human Resources.
A potential leave recipient may request up to 160 hours of Shared Leave at one time, and may make up to two additional requests for Shared Leave within a calendar year, for a maximum total of 480 hours per year within a five (5) year period. The requests may be consecutive.
Any medical information provided to the Shared Leave Certification Committee, will remain confidential and will not be shared except with employees in Human Resources on a need-to-know basis. Potential leave recipients, their representatives and Shared leave committee members must refrain from using institutional e-mail to solicit leave by revealing a medical condition, as e-mailing of medical information may violate HIPAA privacy guidelines. (Added from UGA)
Each request will be reviewed by the Shared Leave Certification Committee. The Chief Human Resources Officer, or his or her designee, will appoint these committee members for a renewable term of one (1) year. The committee member from Human Resources or his or her designee will carry out the administrative functions of the committee.
If any member of the Shared Leave Certification Committee is from the potential leave recipient’s department, that committee member will be replaced by an alternate, designated by the Chief Human Resources Officer.
If any committee member(s) is unavailable to perform the functions of the committee due to illness, vacation, or other reason, or is unable provide a timely decision for any given applicant, the Chief Human Resources Officer, or his or her designee(s), will serve as substitute ad hoc member(s) of the committee.
The committee’s decision to approve or disapprove a request for Shared Leave will be by simple majority vote and may be the result of communication by email, telephone, or other means in lieu of meeting together in one location.
If the request is approved, the Shared Leave Committee will notify the Shared Leave Coordinator (a designated employee within the Human Resources Department). The Shared Leave Coordinator will notify the applicant (or the personal representative who applied on behalf of the employee) within five (5) working days after the date the completed request for Shared Leave is received by the committee (or the date that the institution makes changes to these policies or procedures, if that date is later) that:
the employee may begin drawing leave from the pool, and
Requests which have been denied may be appealed in writing to the institution’s Human Resources office.
Provide guidance to institution human resources officers on appropriate application of the donated leave policy, monitor campus practices for compliance.
Ensure appropriate utilization of the USG donated leave policy, including program enrollment and ethical application of the policy, ensure compliance with applicable laws.
Shared Leave Physicians Certification Form Shared Leave Request Form Shared Leave Enrollment Form Appendices
Employee who has completed the Board program provisional period, is eligible to donate, and has a life-threatening or emergency medical condition and has exhausted, or will exhaust his/her personal leave time
Yes, the employee will accrue leave based on their current status. Accrued leave will be applied to the absence before Shared Leave is applied.
You may request up to 160 hours of leave per application (pro-rated for part-time employees) up to three (3) times in a calendar year for a maximum of 480 for a five (5) year period.
You may donate leave in eight hour (8, 16, 24, etc) increments but must maintain at least forty (40) hours of personal sick leave. Participants will donate a minimum of eight (8) hours of leave at Open Enrollment.
Donations are irrevocable but donators may give written notice to terminate membership.
Leave cannot be donated upon termination.
During Open Enrollment, simply complete the Leave Donation form and send it to Human Resources for processing.
Policy on Education Leave without Pay	Citation Reference
The University System of Georgia has established a policy to allow for educational leave.
Leaves of absence of one (1) year or less with or without pay may be granted by the institution’s President and reported to the Chancellor. Extensions of such leaves, or the initial granting of leaves of more than one (1) year, require the approval of the Chancellor or his/her designee.
In considering a request for leave with pay, the President should bear in mind that it is the policy of the Board that such leave shall be granted only for the purposes of promoting scholarly work and encouraging professional development. The President should examine carefully the program or project on which the employee proposes to work, and he/she should also consider the likelihood of the employee’s being able to accomplish the purposes for which leave is requested. (It is expected that scholarly and professional leaves shall be granted without pay where the leave is supported by an external grant or stipend).
The President ordinarily should not approve a request for a leave with pay if the applicant for leave has been employed at an institution for the period of less than three (3) years. The University System Chief Academic Officer will promulgate guidelines regarding educational and professional leave.
for a leave with pay of less than one (1) year, the employee will return to the institution at the termination of the leave for a period of at least one (1) year;
for a one (1) year leave with pay, the employee will return to the institution at the termination of the leave for a period of at least two (2) years; and that
if the employee does not return to the institution for the full amount of time specified in the agreement, the employee will reimburse the institution for the amount of compensation received while on leave, as well as any other expenses paid by the University System of Georgia during the leave, including all benefit costs.
A faculty or staff member who returns from an authorized leave which enhances professional study and development shall be entitled to a salary which will include, as a minimum, the mandated across-the-board salary raises which occurred during the period of leave. (BR Minutes, 1980-81, p. 191).
No leaves of absence will be granted to persons in the University System who are retired and who are drawing retirement benefits from the Teachers’ Retirement System of Georgia or from the University System. Approved leave shall allow employees the right to elect to continue group insurance benefits with institutional participation (BR Minutes, 1949-50, pp. 452-53; 1990-91, pp. 298-299; February, 2007, pp 46-47).
The University System recognizes the need for employees to further their professional development through educational opportunities. This policy ensures general consistency among institutions of the University System.
All Human Resources personnel and faculty within the University System of Georgia should be aware of this policy.
The University System of Georgia has established a policy to allow for educational leave. Leaves of absence of one (1) year or less with or without pay may be granted by the institution’s President and reported to the Chancellor. Extensions of such leaves, or the initial granting of leaves of more than one (1) year, require the approval of the Chancellor or his/her designee.
Maintain and revise educational leave policy as appropriate.
Inclement Weather or Other Emergencies	Citation Reference
Policy on Inclement Weather or Other Emergencies
The University System of Georgia allows leave under specific guidelines. In the event of inclement weather or any emergency which requires leaves of absence of employees, the President of a system institution may declare leave with or without pay
This policy ensures consistency among institutions of the University System as necessary while also affording the appropriate level of flexibility needed at the institutional level.
Human Resources personnel and employees within the University System of Georgia should be aware of this policy.
BOR Meeting Minutes - March 2004
Board of Regents: The governing body of the University System of Georgia Other Leave: Leave that allows for institutional closure due to weather or other unforeseen incidents.
Other Leave: In the event of inclement weather or any emergency which requires leaves of absence of employees, the President of a System institution may declare leave with or without pay
During Other Leave
The responsibilities each party has in connection with the Policy on Other Leave are:
Maintain policy, provide guidance to institution human resources officers on effective utilization of policy, monitor for compliance, update the system as necessary, and respond to campus requests for updates.
Ensure appropriate utilization of the USG other leave on their respective campuses.
Institution President or designee in absence of President
Discretion for utilization and activation of policy.
Organ and Marrow Donation	Citation Reference
Policy on Organ and Marrow Donation
Employees of the University System of Georgia who serve as an organ donor for the purpose of transplantation shall receive a leave of absence, with pay, of thirty (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 seven (7) days. Leave taken under this provision shall not be charged against or deducted from an employee’s accrued annual or sick leave.
This policy ensures compliance with state law on organ and bone marrow donations and supports employees who may elect to be an organ donor or bone marrow donor by providing limited additional leave to cover absences related to the donation.
GA State Law (O.C.G.A. §45-20-31 - Organ/Bone Marrow Donation Leave)
Organ Donor and Marrow Donation: Leave that allows the employees to undergo said medical procedures without charge to accrued leave.
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 thirty days. Each employee who serves as a bone marrow donor for the purpose of transplantation shall receive a leave of absence, with pay of seven days. Leave taken under this provision shall not be charged against or deducted from an employee’s accrued annual 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 donates an organ or marrow and who presents to the appropriate supervisor a statement from a licensed medical practitioner or hospital administrator that the employee is making an organ or marrow donation.
The responsibilities each party has in connection with the Policy on Organ and Marrow Donation are:
During Organ or Marrow Donation:
Maintain leave, provide guidance to institution human resources officers on effective utilization of policy, monitor for compliance, update the system as necessary, and respond to campus requests for updates.
Ensure appropriate utilization of the USG organ or marrow donation on their respective campuses.
Personal Leave	Citation Reference
Policy on Personal Leave
At the discretion of the President of an institution, personal leave of absence without pay for periods not to exceed one year may be approved.
This policy provides flexibility to institution Presidents to approve a personal leave of absence for an employee for a period not to exceed one (1) year and when such leave is deemed in the best interest of the institution..
http://www.usg.edu/academic_affairs_handbook/section4/
Personal Leave: Unpaid leave that allows the employees time off for extended periods beyond normal accrued leave.
At the discretion of the President of an institution personal leave of absence without pay for periods not to exceed one year may be approved. Such approved personal leave shall allow the employee the right to elect to continue group insurance benefits. The employee must pay the full cost for any coverage continued under this provision.
Employee must present appropriate official orders to Human Resources if applicable to the reason for leave.
The responsibilities each party has in connection with the Policy on Personal Leave are:
During Personal Leave
Ensure appropriate utilization of the USG personal leave on their respective campuses.
Categorical Approval off all Personal Leave.
Selective Service/Physical Examinations	Citation Reference
Voting Leave and Other Miscellaneous Leave	Citation Reference
Fair Labor Standards Act Leave	Citation Reference
Policy on FLSA Leave
deduct the cost for such leave in hourly increments from an exempt employee’s salary; or
place the exempt employee on leave without pay.
This policy ensures compliance with the Fair Labor Standards Act. This policy provides that the University System of Georgia as a public entity is allowed to have a leave program available to employees and from which an exempt employee will draw leave in the event of an absence from the workplace. Such a leave bank program is allowable under the law for public employers recognizing their need to be responsible to the public. The policy also ensures consistency among institutions of the University System in recording leave taken when an employee has exhausted leave from his/her paid leave bank without jeopardizing the exempt status of the employee under the law.
FLSA Leave: Concerns exempt employees unpaid leave from work that covers less that one scheduled workday when the employee’s accumulated leave under one of the USG’s paid leave programs is insufficient to cover the leave.
The Fair Labor Standards Act (FLSA) establishes minimum wage, overtime pay, record keeping, and child labor standards affecting full-time and part-time workers in the private sector and in Federal, State, and local governments. The FLSA also allows public employers to provide paid leave programs that may be used by employees to account for their absences from the workplace. Such leave programs do not jeopardize the exempt status of an employee even if leave is reported in hour increments or some variation thereof. Public employers may also dock the pay of an exempt employee for leave taken when the employee’s accumulated leave is insufficient to cover the leave without jeopardizing the employee’s exempt status.
FLSA Leave policy: http://www.dol.gov/esa/whd/flsa
The responsibilities each party has in connection with the Policy on FLSA Leave are:
During FLSA Leave:
Ensure appropriate utilization of the USG FLSA leave on their respective campuses, including its relation to exempt employees.
Military Leave	Citation Reference
The University System of Georgia has established a policy to allow for military leave.
An employee who receives orders for active military duty shall be entitled to absent himself or herself from his or her duties and shall be deemed to have a leave of absence with pay for the period of such ordered military duty, and while going to and returning from such duty, not to exceed a total of eighteen (18) workdays in any one (1) federal fiscal year (October 1 - September 30) (as authorized by Georgia Law O.C.G.A. § 38-2-279[e]). After an employee has exhausted his/her paid military leave, an institution may pay the employee for his/her accumulated annual leave. At the expiration of the maximum paid leave time, continued absence by the employee shall be considered as military leave without pay. The employee shall be required to submit a copy of his or her orders to active military duty (BR Minutes 1990-91, pp. 173-174).
Notwithstanding the foregoing leave limitation of eighteen (18) days, in the event the Governor declares an emergency and orders an employee to State active duty as a member of the National Guard, such employee while performing such duty shall be paid his or her salary or other compensation as an employee for a period not exceeding thirty (30) days in any one (1) federal fiscal year.
Institutions of the University System of Georgia may pay an employee Military Differential for absence while engaged in the performance of ordered military duty and while going to and returning from such duty, after expiration of the payment period provided for in the paragraphs above. Military differential pay is equal to the amount by which an employee’s projected state base pay for a covered pay period exceeds the employee’s actual military pay and allowances as applicable to that pay period. Military pay differential programs must be applied consistently to all eligible employees within the institution, not to exceed total of twelve months. At the expiration of the maximum Military Differential, continued absence by the employee shall be considered as military leave without pay unless annual leave is allowed. Funding for Military Differential Pay is based on existing institution budgets.
The University System recognizes the requirements to allow employees time for military responsibilities. This policy ensures general consistency among institutions of the University System. This policy ensures compliance with applicable state and federal laws.
Georgia Law O.C.G.A. § 38-2-279[e]
The Uniformed Services Employment and Re-employment Rights Act of 1994 (USERRA)
Ordered Military Duty. . For the purpose of this policy, ordered military duty shall mean any military duty performed in the service of the State or the United States, including, but not limited to, service schools conducted by the armed forces of the United States. Such duty shall be deemed “ordered military duty” regardless of whether the orders are issued with the consent of the employee (BR Minutes, 1990-91, p. 173).
An employee who receives orders for active military duty shall be entitled to absent himself or herself from his or her duties and shall be deemed to have a leave of absence with pay for the period of such ordered military duty, and while going to and returning from such duty, not to exceed a total of eighteen (18) workdays in any one (1) federal fiscal year (October 1 - September 30). Military pay may be extended as provided for in the case of a Governor’s Declared Emergency or award of Military Pay Differentials (as authorized by Georgia Law O.C.G.A. § 38-2-279[e])
Upon receiving military activation orders, an employee must advise his/her employer. Unless precluded by military necessity, advance notice must be provided. Employees are encouraged to provide documentation of military duty prior to activation.
Upon re-employment, an employee will be required to present the institution with a copy of his/her completion of military assignment orders that specify the dates/duration of ordered military service.
Compensation While on Military Leave
The employee must be paid for up to eighteen (18) days of compensation in any one (1) federal fiscal year. If the employee’s active military duty transcends portions of two (2) different federal fiscal years, the employee will be paid eighteen (18) days military leave for each fiscal year in which the military leave occurred. After an employee has exhausted his/her paid military leave, an institution may pay the employee for his/her accumulated annual leave.
Institutions of the University System of Georgia may establish a program to pay eligible employees a military differential for an absence while engaged in the performance of ordered military duty and while going to and returning from such duty, after expiration of the payment period provided for in the paragraph above. Military pay differentials must be applied consistently to all eligible employees within the institution, not to exceed a total of twelve months in any one federal fiscal year (October 1 - September 30). Funding for Military Pay Differential programs is based on existing institution budgets.
Differential pay is determined by comparing University System salary for a covered pay period with active duty military pay and allowances as applicable to that pay period. Military pay includes base military pay and other military pay such as enlistment and reenlistment bonuses, hazardous duty pay, and separation pay (excluding housing and subsistence allowances).
It is the responsibility of the employer to establish internal policies and procedures; notify employees going on Leave Without Pay for military duty or required training that they may be eligible for differential pay; determine whether military pay is less than the employees base pay, and pay any difference.
It is the responsibility of the employee to request differential pay for periods of leave without pay for military service or required training and provide military leave and earnings statements, pay vouchers or similar documents covering the period for which differential pay is being requested.
Upon receipt of the military leave and earnings statement or similar document, the institution’s Human Resources and Payroll will calculate any amount due. If the documentation is not provided until the employee returns to work, the differential pay due will be determined and paid at that time.
Military pay differentials may not exceed a total of twelve months in a federal fiscal year, per each military order. Continued absence by the employee shall be considered as military leave without pay unless annual leave is allowed.
Generally, benefits will continue while an employee is on full time ordered military duty. However, such action constitutes a qualifying event and permits an employee to make a change in his/her healthcare plan coverage. While an employee is on a paid leave status, to include military leave pay, military differential pay and payment of accrued annual leave, employee and employer retirement plan contributions should continue to be paid.
Procedures related to specific benefits are detailed below:
Once an employee has been paid for his/her maximum number of paid military leave days and is not receiving a military differential pay, he/she may elect to use his/her accrued annual leave. Employees who elect not to use accrued leave or who exhaust accrued leave shall be deemed to have a leave of absence without pay.
An employee may elect to continue coverage under a University System of Georgia health insurance and/or dental insurance plan while he/she is performing order military service.
The military will provide primary medical and/or dental coverage for an employee while he/she is on active duty. The University System of Georgia will provide primary medical and/or dental coverage for a covered spouse and dependents, unless the covered spouse/dependents have primary coverage through another group plan.
For an employee who is called to full time active military duty such action constitutes a qualifying event and permits an employee to make a change in his/her health and/or dental plan coverage. An employee must make a change in health and/or dental plan coverage within thirty-one (31) days of his/her activation date. If the required military service of an employer coincides with a University System of Georgia open enrollment period, the member may make an open enrollment election within thirty-one (31) days of his/her return to employment within the System.
A member may enroll, change type of coverage (single, employee plus spouse, employee plus child, family) or discontinue coverage as a result of the employee’s full time activation into the military service. When an employee returns to employment with the University System of Georgia, the member may revert to his/her initial election of health and/or dental coverage.
A military activated employee who elects to continue with the University System of Georgia health and/or dental coverage while on unpaid active military duty will be responsible for remitting the employee portion of the monthly premium. Coverage will be cancelled if the employee fails to remit required premiums within institutionally defined deadlines.
While an employee is on paid leave military status, employee and employer retirement contribution amounts should continue to be paid. When an employee enters a leave without pay military status the employee and employer retirement plan contributions should cease.
Upon return from active military service, an employee is entitled to catch up’ with the retirement plan contributions that he/she would have made had the individual remained as an active employee with the University System of Georgia. Upon re-employment, USERRA identifies the time period that an employee is allowed to catch up with the retirement plan contributions. An employee may have either three (3) times the length of his/her active military service, or five (5) years, whichever is shorter.
A person’s entitlement to the catch up retirement plan contribution benefit will be terminated if he/she separates from the uniformed services under other than honorable conditions.
When an employee begins making military service retirement plan catch up contributions, the institution must begin submitting its corresponding employer contribution. Upon payment of these contributions to TRSGA for active military service such service shall be added as years of creditable military service.
The employer should continue to provide $25,000 of basic life insurance for an employee while he/she is on active military duty.
With regard to supplemental and dependent life insurance, a covered employee may elect to continue such coverage while he/she is on active military duty. To continue this type of coverage, the member would be required to remit premiums to the employer. If a covered employee elected to drop this type of coverage while on active military duty, he/she would have to demonstrate evidence of insurability’ to be reinstated in the plan. There will be no accidental death and dismemberment benefit if the member dies from an “act of war or service in any military force of any country when the country is engaged in war.”
There will be no payment for any holidays occurring during the period of an employee’s order military service.
The cumulative length of time that a returning service member may be absent from work for military service, and retain his her re-employment rights is five years. A returning service member is to be reemployed in the position that he/she held, or that he/she would have attained had he/she not been order to active military duty.
USERRA regulations specify return to work or re-employment timeframes that an employee must follow upon completion of active military service. They are:
Less than 31 days: An employee should return to work the first day following the completion of his/her active military service.
Maintain and revise military leave policy as appropriate.
Campus Chief Human Resources Officers
Each institution shall establish and maintain an adequate procedure to implement this policy.
Military Differential Pay Request Form
Family and Medical Leave Act	Citation Reference
The University System of Georgia complies with the provisions of the federal Family and Medical Leave Act.
USG Sick Leave Policy
HRAP ADA Policy
USG-HRAP: Worker’s Compensation Policy
Care of a family member:
Encompasses both physical and psychological care.
Includes situations where the employee may be needed to fill in for others who are caring for the family member.
May include intermittent leave.
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.
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.
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.
Serious Health Condition: See Serious Health Condition
Leave for one’s own serious health condition, or for the care of a family member with a serious health condition, may be taken on a continuous basis - or on an intermittent basis in increments as small as one hour - if medically indicated. Institutions have the discretion to determine whether to allow intermittent leaves for birth, adoption, or foster placement - or whether such leaves must be continuous.
There must be a medical need for leave which can be best accommodated through an intermittent or reduced work schedule.
An employee must attempt to schedule leave or reduced work so as not to disrupt the employer’s operations.
The employer 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.
Intermittent leave may include leave periods of an hour or more, up to several weeks.
Only the amount of leave actually taken is counted toward the 12 weeks of eligibility.
an employee who normally works 8-hour days, but who works half-days under a FMLA reduced work schedule would be charged 1/2 week of FMLA leave.
If a University System employee is working and residing outside of the State of Georgia, due to his/her employment situation, local state law may be applicable for FMLA. The Human Resource Director of the employing institution may need to seek assistance from the University System Office of Legal Affairs for interpretation of applicable state law.
The supervisor may require the employee to provide reasonable notice of these changed circumstances. Reasonable notice usually means within two (2) business days.
Chiropractors (limited to treatment consisting of manual manipulation of the spine to correct a subluxation as demonstrated by X-ray to exist);
Any health care provider from whom the University System’s health care plans will accept certification of the existence of a serious health condition.
For example, an employee who is on FMLA leave for the birth of a child and care of that child might advise the supervisor she has decided to stay home with the child and not return to work. Once the employee advises the supervisor of this decision, the University System’s responsibilities under the FMLA cease.
A supervisor may not take any adverse action or otherwise discriminate against an employee or prospective employee who has taken FMLA leave. A supervisor may not interfere with any rights provided by FMLA, including:
Refusing to authorize 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.
Filed a charge, or has instituted (or caused to be instituted) any proceeding under or related to the Act.
Given, or is about to give, any information in connection with an inquiry or proceeding relating to a right under the Act.
Testified, or is about to testify, in any inquiry or proceeding relating to a right under the Act.
The following is a list of your rights and benefits as an eligible FMLA employee: (links open in new browser window)
Note: A supervisor may not take any adverse action against an employee for taking FMLA leave; however, any personnel action/decision that would have happened if the employee had continued in a work status may happen while the employee is on FMLA leave.
been employed by the University System of Georgia for at least twelve (12) months total (not necessarily the last twelve (12) months) worked, and;
worked at least 1,250 hours during the twelve (12) month period immediately preceding the leave.
The employee’s own serious health condition, including an on-the-job injury or occupational disease covered by Worker’s Compensation, which causes the employee to be unable to perform the functions of his or her job (see definition of Serious Health Condition). The care of an immediate family member with a serious health condition
Intermittent leave or a reduced work schedule may be granted for well-child care after the birth, adoption, or placement of a child at the discretion of the institution. Spouses employed by the University System of Georgia are jointly entitled to a combined total of twelve work weeks of family leave for the birth and care of a newborn child, for the placement of a child for adoption or foster care, or for the care of a parent who has a serious health condition.
Consistent with the provisions of the federal Family and Medical Leave Act (FMLA) of 1993 and the National Defense Authorization Act of 2008, an eligible employee may be entitled to up to twenty-six (26) work weeks of leave during any twelve (12) month period per service member and per injury or illness, for the following reason:
Consistent with the provisions of the federal Family and Medical Leave Act (FMLA) of 1993, an eligible employee may be entitled to up to twelve work weeks of leave during any 12-month period, for one or more of the following reasons:
Consistent with the provisions of the federal Family and Medical Leave Act (FMLA) of 1993 and the National Defense Authorization Act of 2008, an eligible employee may be entitled to up to twenty-six work weeks of leave during any 12-month period, for the following reason:
A spouse, son, daughter, parent, or nearest blood relative caring for a recovering service member. A recovering service member is defined as a member of the Armed Forces who suffered an injury or illness while on active-duty that may render the person unable to perform the duties of the member’s office, grade, rank or rating.
FMLA allows employees to balance their work and family lives by taking reasonable unpaid leave for certain family and medical reasons. The FMLA seeks to accomplish this in a manner that accommodates the legitimate interests of employers, minimizes the potential for employment discrimination on the basis of gender, while promoting equal employment opportunity for men and women. As an employee requesting family leave, you are expected to provide your supervisor with appropriate notification and documentation.
To be entitled to leave, employees must give at least a 30-day advance notice for foreseeable leave, or as much notice as is possible and practicable. An employee must first submit a request for FMLA or Non-FMLA, and must also obtain a FMLA Medical Certification form. For unforeseeable leave, you must provide notice as soon as possible. Your supervisor or department head will provide you with written notice regarding the approval or denial of your request for family leave.
Your institution may require documentation of the need for leave by having the health care provider complete the Form WH-380-E - Certification of Health Care Provider for Employee’s Serious Health Condition. An employee must provide the requested certification to his/her employer within the time frame requested (the institution must allow at least 15 calendar days after its request), unless it is not practicable to do so despite the employee’s diligent, good-faith efforts.
Medical recertification may be required every 30 days for prolonged illnesses. Please get the Form WH-380-E - Certification of Health Care Provider for Employee’s Serious Health Condition.
For a personal serious health condition, you may be required to present a fitness-for-duty clearance from your health care provider before being reinstated to active duty. Please get the Medical Evaluation (Return to Work) form.
You must make arrangements to pay your health insurance premiums. Please contact the benefits department at your institution to make these arrangements.
You must notify your employer of any change of circumstances for which your leave is being taken.
You are expected to return to work by the end of the approved FMLA leave. If you do not return, and if failure to return is not due to a continued or newly documented qualifying serious health condition, you may be required to reimburse the institution for the employer portion of the health coverage premiums that it paid on your behalf during the leave.
Military Notification:
Leave is available to covered family members of members of the National Guard or Reserves, or of retired military, who are on active duty, called to active duty, or are notified that they will be called to active duty in support of a contingency operation, as that is defined in various statutes governing military service. Leave is not available to regular members of the Armed Forces, and it is normally not available to members of state militias, unless they are called up in support of a U.S. operation.
The regulations define eight categories of “qualifying exigencies”:
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);
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 to by employer and employee.
Although intermittent and reduced schedule leave are available for qualifying exigencies, qualifying exigency leave counts against the employee’s 12-week per 12-month total allotment of FMLA leave. The employer may also request documentation of the need for qualifying exigency leave.
Supervisor Responsibilities Under FMLA
A University System of Georgia institution should provide its employees with information regarding the FMLA. Please obtain a poster to place in your break room or other prominent work location. Poster in English
University System contribution - the portion of your health insurance cost the University System pays as a benefit for you. Premium - the portion of your health insurance cost you are required to pay after the University System’s contribution.
The University System’s contribution towards your health coverage is $400 per month.
Your premium for your health coverage is $100 per month.
Under FMLA, you must make arrangements to pay the $100 premium.
The University System will pay its contribution of $400. Employees on family leave without pay may also continue participation in other benefits options (i.e., dental, life, LTD, AD&D) by making arrangements to pay the premiums while not receiving a paycheck.
Each institution shall post general notice about FMLA in either:
a handbook or other document that is circulated annually (which may be in electronic format),
an eligibility and rights and responsibilities notice,
and a designation notice. Notices can be found in the Appendix to the new regulations at http://www.dol.gov/whd/fmla/finalrule.htm
If certification (or recertification) is incomplete or insufficient, the institution must provide written notice of what specific information is still needed and give the employee 7 calendar days to cure the deficiencies. If the certification is still deficient at the end of the seven days, management may contact the employee’s health care provider to clarify. However, the management official contacting the health care provider may not be the employee’s immediate supervisor, and the individual may not ask health care providers for information beyond that required by the certification form.
FMLA leave is unpaid (employers are not required to grant such leave as paid time off). However, employees may elect to utilize — or the institution may require that employees utilize — their accrued paid sick leave and/or annual leave, as appropriate for such absences. (Exception: If your FMLA leave is a result of an on-the-job injury, you have the option of using unpaid leave even if you have paid leave available.)
In the example below, the work week begins on Monday; however, the work week start and end dates may vary by institution. In order to comply with FMLA guidelines, you should calculate leave time (accrued and taken) based on the work week start and end dates at your institution. Please contact your campus Human Resources office or payroll department for specific information regarding your institutional work week.
Your paid leave (sick and annual) will end on the 4th.
You will be on sick leave without pay (SLWOP) for two days, beginning on the 5th.
You used one week of FMLA leave.
2 SL 8 hrs taken
3 AL 8 hrs taken
4 AL 8 hrs taken
5 SLWOP 8 hrs taken
6 SLWOP 8 hrs taken
If an employee is on unpaid FMLA leave he/she would not accrue annual leave or sick leave during this period of time. If an employee is using unpaid FMLA on an intermittent basis, leave accruals will only calculate on that paid portion of the pay period. Questions regarding the calculations of leave accruals should be directed to the Human Resources/Payroll office.
Note: Your institution may provide to its employees access to an institutionally-sponsored short term disability program. If so, please consult with your institution’s Human Resources office to determine the relationship between FMLA leave and your institutional short term disability program benefits coverage.
Holidays occurring during a full week of FMLA leave count as FMLA leave. However, if a holiday falls within a week where the employee has worked, the holiday does not count as FMLA leave unless the employee was scheduled to work on the holiday.
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 due to the leave count as FMLA leave.
Employment prior to breaks in service counts towards eligibility; however, FMLA regulations limit the time period. Employers are only required to look back 7 years to determine eligibility. Furthermore, because the FMLA only requires files to be maintained for 3 years, the employee has burden to show eligibility if records of prior employment are no longer available.
The responsibilities each party has in connection with the Policy on Family Leave are:
Ensure appropriate utilization of the USG family leave on their respective campuses, as governed by the FMLA. Ensure appropriate record retention procedures in accordance with FMLA guidelines for purpose of determining eligibility.
Forms Related to FMLA
Family & Medical Leave Request Non-Family & Medical Leave Request Institutional Response to Employee Request for Family Leave WH-380-E - Certification of Health Care Provider for Employee’s Serious Health Condition WH-380-F - Certification of Health Care Provider for Family Member’s Serious Health Condition WH-381 - Notice of Eligibility and Rights & Responsibilities (optional) WH-382 - Designation Notice (optional) WH-384 - Certification of Qualifying Exigency For Military Family Leave WH-385 - Certification for Serious Injury or Illness of Covered Servicemember – for Military Family Leave Faculty Request for Extension of Tenure Probationary Period
Sick Leave with Pay	Citation Reference
Policy on Sick Leave with Pay
The University System of Georgia has established a policy to allow for sick leave with pay for all benefits eligible employees. For all regular full-time employees of the University System of Georgia (see BOR Policy Manual regarding Personnel Categories), 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. Sick leave for employees shall be cumulative.
Illness or injury of the employee;
Medical and dental treatment or consultation;
Quarantine due to a contagious illness in the employee’s household; or
Illness, injury, or death in the employee’s immediate family requiring the employee’s presence.
Paid sick leave shall not be used until it is accrued.
Upon the movement of an employee among institutions of the University System, accumulated sick leave will be transferred if there is no actual break in service (BR Minutes, 1991-92, pp. 354-355).
The University System of Georgia shall accept up to a maximum of ninety-six (96) hours of sick leave from a benefited employee who moves from a State of Georgia agency to the University System of Georgia. For a unit of the University System of Georgia to accept sick leave, the employee must have no more than a thirty (30) calendar-day break in service. Written verification of the employee’s sick leave balance must be provided to the University System of Georgia by the terminating State of Georgia agency.
All employees of the University System of Georgia should be aware of this policy.
Business Procedures Manual - 5.1.8 Leave Accrual for Summer Faculty
For all regular full-time employees of the University System of Georgia defined in BOR Policy Manual regarding Personnel Categories, 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. Sick leave for employees shall be cumulative.
Leave Accrual – Leave is accrued at the end of each month worked. An employee hired on or before the 15th of the month shall accrue leave for that month. An employee hired on or after the 16th of the month will receive no accrual. Leave may not be taken before it is accrued. Sick leave must be reported in accordance with institutional procedures.
Upon termination of employment sick leave is forfeited.
Upon transfer to another system institution with no break in service, sick leave shall be transferred. (Cross reference Transfer Policy)
Summer Faculty Sick Leave Accrual – If an academic year-contracted faculty member teaches during the summer months, he/she may be eligible to accrue sick leave. Sick leave is accrued at the rate of eight (8) hours per month worked if the work commitment is full time; sick leave is prorated based on the amount of time worked during the summer. This amount is calculated by dividing the total credit hours the faculty member is teaching by the number of credit hours considered to be “full-time” for summer employment, which has been previously determined to be nine (9) credit hours.
Based upon this, a faculty member teaching three (3) hours would earn five (5) hours for the two (2) month period. Faculty members teaching six (6) hours would earn eleven (11) hours and anyone teaching nine (9) hours would earn the full sixteen (16) hours. Each institution shall establish procedures to implement this policy.
Faculty Sick Leave Reporting – The following provisions for the reporting of sick leave shall apply to all full time faculty, employed by institutions of the University System of Georgia, who serve primarily in assignments defined by faculty roles in instruction, research and scholarly activity, and service.
Faculty is responsible for informing their Chair of any illness that prohibits them from meeting their assigned responsibilities in instruction, research, and service.
Holidays	Citation Reference
Each institution within the System shall establish twelve (12) official paid holidays each calendar year for employees at the institution. (See BOR Policy Manual regarding Holiday Policy.) Holidays shall be awarded in addition to earned vacation time to regular employees and faculty working one-half time or more, and shall be observed in accordance with the rules and regulations set forth by the respective institutions.
This policy ensures a standard holiday benefit at individual institutions.
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. A terminating employee shall not be paid for any official holidays occurring after the last working day of employment. In the case of retirement or inter-institutional transfer, employees will receive pay for holidays occurring at the end of their final month of employment if in a paid status (work time, annual leave, sick leave, or other paid leave) on the last scheduled work day of the month.
The responsibilities each party has in connection with the Policy on Holidays are:
Annual Leave	Citation Reference
Policy on Annual Leave
A regular employee who works one-half time or more shall earn paid vacation/annual leave. (See BOR Policy Manual regarding Leave Policy.) A full-time regular employee shall be entitled to vacation/annual leave earned at the rate of:
One and one-fourth working days per month (10 hours) for each of the first five (5) years of continuous employment;
One and one-half working days per month (12 hours) for each of the next five (5) years of continuous employment; and
One and three-fourths working days per month (14 hours) for each year after the completion of ten (10) years of continuous employment.
The accrual rate of vacation/annual leave for an hourly employee will be based upon his/her standard work commitment.
A regular employee who works one-half time or more but less that full-time shall accrue vacation/annual leave prorated on the basis of full-time employment. An employee who is employed less than one-half time shall not be eligible to accrue vacation/annual leave.
A full-time faculty member employed on a twelve (12) month or fiscal year basis shall be entitled to vacation/annual leave earned at the rate of one and three-fourths working days (14 hours) per month.
A temporary employee is not eligible to accrue vacation/annual leave.
Vacation/annual leave may be taken with supervisor’s approval. Requests for leave should be submitted with as much advance notice as possible, except for unforeseen emergencies. The use of approved vacation/annual leave shall be recorded on institutional leave records.
Annual leave will not be accepted from a benefited employee who moves from a State of Georgia agency to the University System of Georgia (BR Minutes, June 2005).
This policy ensures consistent application of leave at individual institutions.
A regular employee who works one-half time or more shall earn paid vacation/annual leave. A full-time regular employee shall be entitled to vacation/annual leave earned at the rate of:
A full-time faculty member employed on a twelve (12) month or fiscal year basis shall be entitled to vacation/annual leave earned at the rate of one and three-fourths working days (14 hours) per month. All working days during the fiscal year shall be counted; absences during academic calendar breaks shall be recorded as vacation; and all vacation days shall be recorded on institutional leave records.
A full-time administrative officer employed on a twelve (12) month or fiscal year basis shall be entitled to vacation/annual leave earned at the rate of one and three-fourths working days (14 hours) per month. The use of approved vacation/annual leave shall be recorded on institutional leave records.
A faculty member, who changes from a fiscal year contract to an academic year contract shall be paid his/her unused, accrued vacation/annual leave subject to the 45-day (360-hour) maximum payment restriction upon termination of the fiscal year contract.
Vacation/annual leave may be taken with supervisor’s approval. Requests for leave should be submitted with as much advance notice as possible, except for unforeseen emergencies. Vacation/annual leave shall be taken at times mutually acceptable to the employee and his/her supervisor.
The use of approved vacation/annual leave shall be recorded on institutional leave records. Negative leave balances are not allowed. Employees who utilize more leave than accrued shall be placed on leave of absence without pay.
Upon a move between University System institutions with no break in service, an employee must transfer all accrued vacation/annual leave up to 20 days (160 hours). For employees with accrued vacation/annual leave of greater than 20 days (160 hours), an employee may elect one of the following options:
Transfer of the total accrued vacation balance, not to exceed 45 days (360 hours); or
Payment by the institution from which the employee is moving of accrued vacation leave in excess of 20 days (160 hours). The total accrued vacation leave for which the employee may be paid shall not exceed 25 days (200 hours)
The responsibilities each party has in connection with the Policy on Employee Annual Leave are: