Time Off

Regular full-time or part-time staff who work in an area of the University where health care is provided and have a temporary, non-disabling infection or exposure, may be required on the advice of a University Health Service (UHS) physician to stay away from work for a specified period of time to prevent the spread of infection to patients. This action will be taken only if an alternate assignment, without risk of spreading the infection, cannot be arranged.

In such situations, staff will be paid for the regularly scheduled hours until a UHS physician approves a return to work. Base wages or salary shall not continue beyond 30 days without review by UHS. Excused absences to prevent contagion will not be charged against PTO or vacation balances.

Regular full-time and part-time employees may request up to 3 consecutive work days off with pay in the event of the death of a member of the immediate family. For out-of-state funerals, hourly paid, non-exempt staff may use up to 2 emergency absence days (see Policy 321) if not previously used in that year.

“Immediate family” is defined as parent or guardian, brother or sister, son or daughter, including in-laws in each case; spouse, grandparents, grandchildren, ward, or any other relative who was a permanent resident of the household at the time of death.

TAR and temporary employees may request up to three consecutive workdays off without pay in the event of the death of a member of the immediate family.

Regular full-time or part-time employees summoned to serve on jury duty or subpoenaed to appear in a court of law (unless they are a primary party to the legal action) will be paid full base pay for the duration of the service. Upon return to work, if payment by the court has been received, those monies should be reimbursed to the department. Employees who work an evening or night shift will be placed on a day shift, as required, in order to fulfill the obligation for jury service or court appearance. If the staff member’s involvement does not occupy a full day, they are expected to report to work for the balance of the scheduled work time.

Questions about jury or court pay should be directed to the Payroll and Employee Records Center (PERC).

The University of Rochester provides three types of Leaves of Absence for employees.

The first provides up to 12 weeks unpaid leave under the Family and Medical Leave Act (FMLA). During this leave the staff member is required to use his/her vacation accruals, which will be paid out during regular pay period cycles for the first 12 weeks or until exhausted.

The second, a University Leave of Absence, provides employees with up to 12 months of unpaid leave. During this leave, vacation accruals will be paid on the last payday preceding the effective date of the Leave (including leaves that convert to a University Leave of Absence).

Under the third provision, departments may grant employees a short-term leave of up to 30 workdays unpaid leave in a calendar year. During this leave, the staff member is required to use his/her vacation accruals will be paid out during regular pay period cycles during short-term leave or until exhausted.

In no case shall the total time off from work exceed 12 months.

The Leave of Absence must be requested by the employee, approved by the employee’s department head (this includes verifying that the employee meets the eligibility requirements for a leave), dean, director or vice-president, and the Office of Human Resources at the Medical Center or on the River Campus. (Short-term leaves of absence need only be approved by the employee’s department head and need not be sent to Human Resources). University Leave and FMLA Leave require a 30-day notice by the employee under most circumstances.

For approved leaves under the FMLA, the department must retain the employee’s position or an equivalent position. For approved University Leaves of Absence, the department must retain the employee’s position or a comparable position. Similarly, the employee must give assurance of returning to active work upon expiration of the University Leave of Absence.

See Policy 357 for eligibility requirements. Questions should be referred to the Benefits Office or the Office of Human Resources at the Medical Center or on the River Campus.

As required by federal law, the University provides time off to full-time and part-time employees who are required to participate in active military duty or training.

University employees who are members of military service will be granted all rights and benefits provided to employees on University Leave of Absence. Individuals represented by a collective bargaining unit should refer to their agreements.

The period of absence for military leave is unpaid unless the employee elects to use vacation or paid time off accruals. TAR and temporary staff will also be granted time off without pay.