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Operations Manual The University of Iowa

PART III. HUMAN RESOURCES
DIVISION IV TIME OFF AND SCHEDULING


CHAPTER 22: PAID ABSENCES

(Amended 9/93; 8/95; 2/99; 3/99; 5/99; 8/00; 11/00; 12/01; 7/02; 9/02; 5/03; 10/04; 1/06; 3/06; 5/06; 5/07; 6/07; 9/07; 1/09; 10/1/10; 10/14)

Effective October 2014, this policy has been revised. For individual changes, see the redlined version.

22.1 Definitions
22.2 General Policy on Absences
22.3 Sick Leave Policy: Leave for Medically Related Disability, Family Caregiving, Funerals, Service as a Pall Bearer, Adoption, and On-the-Job Injury
22.4 Funeral Leave
22.5 Approval and Reporting of Paid Absences
22.6 Voting
22.7 Family and Medical Leave Act
22.8 Parental Leave Policy
22.9 Catastrophic Leave Donations
22.10 Religious Diversity and the University Calendar
22.11 Sick Leave Payout at Time of Retirement
22.12 Bone Marrow and Organ Donation

22.1 DEFINITIONS.
(Amended 5/99; 1/06; 9/07; 10/14)

Staff covered by collective bargaining agreements may have benefits different from those described in this section. Reference should be made to the current agreement for those staff members for precise details. For purposes of this section, the following definitions apply.

22.2 GENERAL POLICY ON ABSENCES.
(Amended 12/01)

22.3 SICK LEAVE POLICY: LEAVE FOR MEDICALLY RELATED DISABILITY, FAMILY CAREGIVING, FUNERALS, SERVICE AS A PALL BEARER, ADOPTION, AND ON-THE-JOB-INJURY.
(President 1/31/77; amended 2/99; 5/03; 10/04; 1/06; 3/06 [Regents approved 9/14/05]; 5/06; 6/07; 10/1/10; 10/14)

(See IAC [681]3.143; [681]3.148; see also III-22.8 Parental Leave. Merit system staff should consult III-24.3 for applicable policies.)
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22.4 FUNERAL LEAVE.
(Amended 2/01; 10/04 )
Funeral leave can be used for funeral attendance, travel related to the death, or bereavement time. Funeral leave shall normally be used during the seven-calendar day period immediately following the death.

Funeral leave involving the employee's family consists of two parts:

It is the employee's responsibility to inform his or her supervisor at the earliest possible time about the number of days required for funeral leave.

Recognizing the wide variety of family configurations that exist, the University strongly encourages departments and units to be flexible in granting additional time off beyond the funeral benefit described above to be supportive of employees who are experiencing a significant personal loss.

Leaves for funerals of those other than the members of an employee's immediate family may be taken with the approval of the employing department. If make-up time cannot be arranged in accordance with University policy, the employing department may agree to charge the lost time to vacation or treat the lost time as leave without pay.

For use of sick leave for serving as a pall bearer at a funeral for a person other than a member of the employee's immediate family, see III-22.3.

FOOTNOTE
1. "Immediate Family" is defined as and limited to the employee's spouse/domestic partner, children, grandchildren, foster children, stepchildren, legal wards, parents, grandparents, foster parents, stepparents, brothers, foster brothers, stepbrothers, sons-in-law, brothers-in-law, sisters, foster sisters, stepsisters, daughters-in-law, sisters-in-law, aunts, uncles, nieces, nephews, first cousins, corresponding relatives of the employee's spouse/domestic partner, and other persons who are members of the employee's household (see III-22.1b).
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22.5 APPROVAL AND REPORTING OF PAID ABSENCES.
(Amended 1/06)

Absences in connection with authorized leaves must be approved in advance by the supervisor or designated department administrator and/or HR Unit Representative. Absences due to illness must be reported in accordance with the procedures set forth under the University's sick leave policy. All other absences, with or without pay, must be reported immediately to the supervisor or designated department administrator and/or HR Unit Representative and approval sought where necessary as determined by the department. Each department is responsible for keeping a record of all absences.
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22.6 VOTING.
Any person entitled to vote in a public election is entitled to time off from work with pay on any public election day for a period not to exceed three hours in length. Application for time off for voting should be made to the staff member's supervisor prior to election day. The time to be taken off may be designated by the supervisor. Time off for voting may be granted only if the staff member's working hours do not allow a three-hour period outside of working hours during which the polls are open.

(IC 49.109; Op. Atty. Gen. 10/31/50; IAC [681]3.147(8A).)
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22.7 FAMILY AND MEDICAL LEAVE ACT.
(Office of the Vice President for Finance and University Services 8/93; 8/95; 5/99; 9/02; 1/09; 10/1/10; 10/14)

The function of this policy is to provide employees with a general description of their Family Medical Leave Act (FMLA) rights. To view the Department of Labor Employee Rights and Responsibilities Poster, see http://www.dol.gov/whd/regs/compliance/posters/fmlaen.pdf. For additional FMLA information, procedures, and best practices, see http://hr.uiowa.edu/fsds.

22.8 PARENTAL LEAVE POLICY.
(Amended 5/99; 8/00; 1/06; 5/07; 10/14)

(See also III-24 Flexible Scheduling.)
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22.9 CATASTROPHIC LEAVE DONATIONS.
(President 9/93; amended 9/97; 7/02; 1/06)
The University offers to faculty and staff members the ability to receive and donate accrued vacation leave due to a personal or family catastrophic illness or injury which results in a medical condition for which a physician has certified that the condition is likely to result in a loss of 30 or more work days. All faculty and staff who accrue vacation are eligible to participate. An individual must have exhausted all paid leave and not be receiving long-term disability in order to be qualified to receive donations. The total donations received by an employee shall not exceed the amount necessary to cover the long-term disability waiting period. If the donations are needed due to a family member illness or injury, donations cannot exceed 1 year. Leave must be donated in increments of 1 hour or more.

(See also III-22.8 Parental Leave; III-26.7 Courses for Maintaining Professional Licensing Requirements; III-22 Absences; and http://hr.uiowa.edu/benefits/catastrophic-leave.)
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22.10 RELIGIOUS DIVERSITY AND THE UNIVERSITY CALENDAR.
(3/99; 11/00)
Religious history, religious diversity, and spiritual values have formed a part of The University of Iowa's curricular and extracurricular programs since the founding of the University. In order to advance religious diversity on campus, the University makes reasonable accommodations for students, staff, and faculty whose religious holy days coincide with their work schedules and classroom assignments. As a public institution, the University neither promotes any particular form of religion nor discriminates against students, staff, or faculty on the basis of their religious viewpoints.

University holidays are not religious holy days, although a religious holy day may coincide with a University holiday. The University is prepared to make reasonable accommodations in its work assignments, test schedules, and classroom attendance expectations in a manner which is consistent with the University Policy on Human Rights (see II-3) and does not unfairly burden employees and students.

22.11 SICK LEAVE PAYOUT AT TIME OF RETIREMENT.
(10/04)

Faculty and staff who retire at age 55 and older and have unused sick leave hours are eligible to receive a cash payment not to exceed $2,000 based upon their current rate of base pay and the amount of unused accumulated hours (Iowa Code 70A.23). Any amount beyond this figure is forfeited. This payout is incorporated into the Fringe Benefit Pool charge.
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22.12 BONE MARROW AND ORGAN DONATION.
(9/07)


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Page last updated October 2014 by Office of the Senior Vice President for Finance and Operations