UCAR employees may be eligible for various types of paid and unpaid leave. This policy describes the types of leave available. An “eligible employee” must have a regular or term appointment of six months or longer.
A. Paid Leave
Eligible employees are provided with various types of paid leave:
- Family Sick Leave
- Personal Time Off (PTO)
- Note that employees hired prior to January 6, 2003 may be eligible for Sick Leave and Vacation in lieu of PTO. Please refer to the section of this Leave Policy titled, “Sick Leave and Vacation Provisions for Employees Hired Prior to January 6, 2003” to review this Traditional Leave option.
- Sick Leave Reserve
- Family Death Leave
- Education Leave
- Leave for Jury Duty and UCAR-Related Court Appearances
- Leave for Civilian Military Service
- Medical Leave which qualifies for Salary Continuation Pay (SCP) and/or Long Term Disability (LTD) benefits
A description of each type of paid leave is outlined below.
UCAR celebrates 9 holidays per year. They are as follows:
New Year's Day
Martin Luther King Day - (third Monday in January)
Friday after Thanksgiving
Holidays that fall on Saturday are celebrated the preceding Friday. Holidays that fall on Sunday are celebrated the following Monday. All UCAR employees except Casuals are paid for holidays. Eligible part-time employees receive holiday pay in proportion to their appointments. Employees on certain leaves of absence are eligible in accordance with UCAR policy. A holiday that occurs during other paid leave (PTO, vacation or sick leave) will not be charged to your personal leave bank. You may not receive compensation in lieu of holidays.
2) Family Sick Leave
Eligible employees may take up to ten working days per payroll year to care for the illness of an immediate family member or upon the birth or adoption of an infant. These days are paid and are not charged to any employee leave bank. You may be required to document that your presence is required to directly assist the ill family member. Exempt employees may take leave in half-day increments; non-exempt employees may take partial days of Family Leave.
Under the UCAR Family Sick Leave Policy, immediate family members are considered to be spouse, parents, children, siblings, grandparents, grandchildren, comparable step, foster and in-law relatives and significant others.
3) Personal Time Off (PTO)
Eligible employees accrue PTO credits according to the following schedule:
Less than two years of service - twenty working days per year.
From two to eight years of service - twenty-six working days per year.
Over eight years of service - thirty-two working days per year.
The President, Executive Officers, Senior Managers, Senior Engineers and Scientists (except Associate Scientists) accrue PTO credits at the rate of thirty-two working days per year.
Scientific Visitors with appointments of more than six months accrue PTO credits at the rate of thirty-two days per year.
Postdoctoral Fellows accrue twenty days of PTO credits per year.
Part-time eligible employees earn PTO in proportion to their appointments. Employees with appointments of six months or less (including visitors) and Casual employees receive no PTO credit.
Employees on certain types of leaves of absence and those who receive benefits under UCAR's Long Term Disability Plan accrue no PTO credits.
Maximum accrued PTO is 54 days (432 hours). Unused PTO credits will be paid upon termination from UCAR. Employees approved for Long Term Disability will have their PTO credits paid out after twelve months.
If you leave UCAR's employ and return within one year, you will be reinstated with your previous rate of PTO accumulation with an adjustment of the time not employed.
PTO may be used for any absence including employee illness, vacation, personal days off, attendance at a child's Academic Activities, etc. Your supervisor must approve planned absences such as vacation in advance. Exempt employees may use PTO, traditional or sick leave hours in half-day increments. You may not take PTO in excess of your actual accumulated entitlement. PTO credits accrue while on PTO.
4) Sick Leave Reserve
Sick Leave Reserve (SLR) may be used by an eligible employee to cover absences due to a personal medical condition when the employee has no accrued PTO credits available. Eligible employees are granted six days of SLR upon hire (in proportion to their appointment). Exempt employees may use SLR in half-day increments; non-exempt employees may use partial days of SLR.
If you become eligible for Salary Continuation Pay (SCP), your accrued SLR will be used to replenish PTO credits used during the first ten days before going on SCP. SLR is not replenished as it is used and is not paid out upon termination.
5) Family Death Leave
Family death leave is granted with pay for up to five working days per incident to arrange and/or attend a funeral after the death of an immediate family member. This leave is provided to eligible employees and is not deducted from any employee leave bank.
Under the UCAR Family Death Leave Policy, immediate family members are considered to be spouse, parents, children, siblings, grandparents, grandchildren, comparable step, foster and in-law relatives and significant others.
6) Education Leave
Employees receiving benefits under UCAR's Educational Assistance Program may take the equivalent of five course hours per week to attend a class not offered outside of work hours, without salary deduction or time make-up, not to exceed 156 hours per year. Time away from your job for course work not made up must be recorded on your payroll time card as educational time. Additional time off from your job (more than five hours per week or more than 156 hours per year) is subject to your supervisor's approval, and must be made up either before or after regular working hours.
7) Jury Duty and UCAR-Related Court Appearances
You are encouraged to accept and discharge your civic responsibility when called upon for jury duty. All Regular and Term employees working regular schedules will be granted paid time off when subpoenaed for jury duty or for a UCAR-related court appearance. Employees will be paid at their normal rate of pay for the actual working hours spent on such duty. Casual employees already previously scheduled by their supervisors to work during the period of jury duty or UCAR-related court appearance will receive paid time off. Casual employees will be paid at their normal rate of pay for the actual scheduled working hours spent on such duty. However, Casual employees not previously scheduled by their supervisors to work during the period of jury duty or UCAR-related court appearance will not be paid for such duty. The employee's supervisor may require the employee to furnish a copy of the summons or subpoena.
Requests for deferment of jury service will not be supported by UCAR except when unusual job requirements make such a request absolutely necessary. A request for deferment will be made in writing by the employee's supervisor to the Human Resources Department detailing the reasons for the request. The Director of Human Resources will request deferment from the appropriate court official.
Time off for court appearances related to personal legal affairs is not paid by UCAR but may be charged to PTO.
8) Time Off to Vote
If entitled to vote in an election, you may be absent with pay for the purpose of voting for a period of up to two hours between the opening and closing of the polls.
9) Civilian Military Service
All employees who have Reserve or National Guard service obligations will receive a leave of absence for required training periods, when official orders are presented to the Human Resources Department. You will be paid at your normal rate of pay while on such civilian military leave.
10) Medical Absences that qualify for Salary Continuation Pay (SCP) or Long Term Disability (LTD) benefits
There are two levels of coverage to protect employees who have extended absences due to a medical condition: Salary Continuation Pay (SCP) and Long Term Disability (LTD) .
Salary Continuation Pay (SCP)
Eligible employees qualify for SCP when the employee's physician certifies that the employee has a medical condition that has resulted in ten or more days' absence from work. The ten days may be consecutive or sporadic. If the ten days are sporadic, your physician must certify that all sporadic absences are due to the same long term or chronic condition.
For a condition requiring more than ten consecutive working days of absence, all succeeding days (after the first 10) are paid at 100% of pay for up to eleven weeks.
For a sporadic condition, the first ten days of absence are not covered by SCP, but all succeeding days, up to 55 days, will be covered by SCP.
Non-exempt employees may be eligible for SCP to cover partial day absences due to sporadic conditions, and partial days absent may be combined to account for the first ten days not covered by SCP.
Exempt employees may claim SCP in half-day increments.
SCP payments do not reduce any employee leave banks. If you have a balance in your Sick Leave Reserve and receive SCP, your SLR hours will be transferred to your PTO balance to cover any PTO used during the first ten days of absence. SLR will not be replenished as it is used.
If you require more than 10 days of leave, notify Cyd Perrone of your request. She will email a 'Certification of Health Care Provider for Employee's Serious Health Condition' form to you. The completed physician's certification should be faxed to this confidential line, 303-497-8728.
UCAR will generally rely on the employee's physician to certify the need for an extended medical absence, however UCAR reserves the right to request, at its own expense, that the employee obtain the opinion of a second healthcare provider approved by UCAR.
Long Term Disability (LTD)
If the medical condition continues, or is expected to continue, for more than three months, the employee should apply for LTD benefits as soon as possible. The Human Resources Department will provide information explaining how to apply for LTD benefits.
Return to Work
Following an extended or serious medical absence, you may be required to submit a doctor's statement indicating that you can return to work. This statement must be submitted before you return to work. If the medical information submitted is not, at the discretion of UCAR, sufficient to establish the ability to return to work, you may be required to submit to an examination by a doctor selected and paid by UCAR.
B. Sick Leave and Vacation Provisions for Employees Hired Prior to January 6, 2003
Eligible employees hired prior to January 6, 2003 were eligible for a leave plan that included traditional Sick Leave/Vacation banks. There are transition issues from the old plans to the new plans that affect all benefit eligible employees. The transition issues will apply only to the first year of the new plan and will not affect employees hired after January 5, 2003.
For Employees Electing PTO Leave:
Employees hired prior to January 6, 2003 may elect to participate in the PTO plan any year during Open Enrollment or continue with a modified Sick Leave/Vacation plan as described below. Employees hired after January 5, 2003 will be covered under the PTO plan only.
If you have a Sick Leave Balance, it will be transferred to your Sick Leave Reserve; but the maximum amount transferred will be ten days.
Once you elect the PTO option you may not switch back to the Traditional Leave option.
For Employees Electing Traditional Sick Leave/Vacation
Your Sick Leave balance will be the lesser of: your balance as of January 6, 2003 or 192 hours (24 days). Your vacation balance remains unchanged.
Ongoing Provisions for Employees Electing Traditional Sick Leave/Vacation:
You are eligible for all leave provisions described above; but in place of PTO and Sick Leave Reserve, you are eligible for Vacation and Sick Leave as described below:
Full-time eligible employees accrue vacation credits according to the following schedule:
Less than two years of service - fourteen working days per year.
From two to eight years of service - twenty working days per year.
Over eight years of service - twenty-six working days per year.
The President, Executive Officers, Senior Managers, Senior Engineers and Scientists (except Associate Scientists) accrue at the rate of twenty-six working days per year.
Scientific Visitors with appointments of more than six months accrue vacation at the rate of twenty-six working days per year.
Part-time eligible employees earn vacation in proportion to their appointments. Employees with appointments of six months or less (including visitors) and Casual employees receive no vacation credit.
Employees on certain types of leaves of absence and those who receive benefits under UCAR's Long Term Disability Plan accrue no vacation credits.
Maximum accrued vacation is 54 days (432 hours). Unused vacation credits will be paid upon termination from UCAR. Employees approved for Long Term Disability will have their PTO credits paid out after twelve months.
If you leave UCAR's employ and return within one year, you will be reinstated with your previous rate of leave accumulation with an adjustment of the time not employed. Your leave will then be PTO leave.
Your supervisor must approve vacation in advance. You may use vacation in units of one hour or more. You may not take vacation in excess of the actual accumulated entitlement. Vacation credits accrue while on vacation.
Eligible employees accrue thirteen days of sick leave per year. Part-time eligible employees earn sick leave credits in proportion to their appointments. Sick leave is accrued each pay period and may be accumulated to a maximum of twenty-four days (192 hours). Unused sick leave will not be paid upon termination from UCAR.
You continue to accrue sick leave and vacation credits during vacation and during periods of illness or disability while you are using previously accumulated sick leave credits. If sick leave credits are completely used up during an illness and you are not covered by Salary Continuation, your vacation credits will then be used until they are entirely depleted. In such circumstances, you will then be placed on leave-without-pay status. Sick leave credits do not accrue while you are receiving LTD benefits.
Using Sick Leave
Sick leave may be used for personal illness or injury, doctor or dentist appointments. In order to use sick leave you must notify your supervisor of your absence. Advance notification should be given to your supervisor whenever possible. Exempt employees may use Sick Leave in half-day increments; hourly employees may take partial days of Sick Leave. You may be eligible for Salary Continuation Pay for medical absences over ten days.
C. Unpaid Leave
Active Military Service
UCAR conforms to the letter and spirit of all governmental statutes and regulations pertaining to leaves for active military service.
Accrued PTO can be paid out to an employee called to active service at the time of departure or the PTO accrual can be frozen until the employee is reinstated. The employee is not required to take unused PTO at this time.
When the employee returns, PTO is credited at the rate he or she would have been earning, had military service not intervened.
Outside Employment Activities
PTO or leave without pay may be used during outside employment activities.
Family and Medical Leave Act (FMLA)
UCAR complies with the federally mandated Family and Medical Leave Act, and, in most cases, offers leave in excess of that required by that Act. See UCAR's Family Medical Leave Act Policy for a full description of benefits.
UCAR complies with Colorado's Parental Involvement Act (the “Act”), which requires employers to make available to nonsupervisory employees leave of up to 18 hours per school year (but not more than six hours in a single month) to attend parent-teacher conferences and certain other defined school-related activities; provided that the employee is able to provide sufficient notice of and verification of the need for leave . Qualifying employees who do not have accrued PTO time available to attend an “Academic Activity,” as defined by the Act, may take unpaid leave to attend that activity.
D. Leaves of Absence
Leaves of absence, both professional and personal, paid and unpaid, are described in the Leaves of Absence Policy 6-11 . Ad hoc leaves of absence for reasons similar to those described in these policies may be granted by the Director of NCAR or the President of UCAR upon finding that the leave is in the interests of UCAR.