IUPUI: Human Resources Policies

Staff covered by this policy	This policy applies to all appointed SM staff represented by AFSCME, Local 1477.
Definition	A discretionary leave of absence is absence without pay, authorized in advance, for 30 or more calendar days. A discretionary leave of absence is not related to a leave that qualifies under the Family and Medical Leave Act (FMLA). Any leave that qualifies under FMLA cannot be granted until FMLA leave is exhausted.
Applying for a leave of absence	Staff must apply for a leave of absence with the academic dean, department head, or designated authority. The individual who approves the leave is responsible for the availability of a position when the employee returns to work based on the conditions under which the leave was approved.
Maternity, paternity, and adoption leave	Using a leave of absence for pregnancy-related problems and postnatal infant care beyond the benefits of the FMLA is acceptable. However, just as in all requests for a leave of absence, the department head will consider several factors. The intent of this provision is to be supportive and accommodating about circumstances surrounding maternity, paternity, and adoption leave.
Conditions considered when approving a leave of absence	The department head approves a leave of absence. Approval depends on consideration of the conditions listed below. The purpose of the leave of absence The length of the leave of absence requested The employee’s length of service The expected or potential length of service once the employee returns The problems incurred in hiring a temporary replacement, if the department needs a replacement
Benefits during a leave of absence	Insurance plans An employee on leave of absence may continue participation in the group life insurance plan and the health care plans. However, the employee must continue paying the required premium amount. Staff who are on leave for medical reasons receive basic life insurance, at no charge, for the duration of the absence. Staff who are on leave for other reasons receive basic life insurance for three months. Worker’s Compensation cases In worker’s compensation cases, if staff have used all benefit accruals, or if they choose not to use them, they can receive only the payment from worker’s compensation for 29 calendar days. Staff do not earn paid-time-off benefits in these circumstances. Starting with the 30th calendar day, unless an employee has returned to work, he or she is then placed on leave of absence while still receiving the worker’s compensation benefits. Paid-time-off benefits Staff do not earn paid-time-off benefits during a leave of absence.
Benefits during a partial leave of absence	A partial leave of absence is a formal leave in which the employee’s FTE is temporarily reduced to an amount less than 100% but more than 0%. The provisions “Definition,” “Applying for a leave of absence,” and “Conditions considered when approving a leave of absence” apply to a partial leave of absence. A full-time, appointed employee who is granted a partial leave of absence without pay may continue coverage in the university’s insurance programs during the leave. Medical insurance premiums, unless terminated by the employee, will continue to be deducted from the partial pay. The Human Resources’ Benefits Office will bill life insurance premiums to those with a reduced FTE. Biweekly staff accumulate income protection credits based on their FTE during the leave if their FTE is 75% or more, and they accumulate vacation credits based on their FTE during the leave if their FTE is 50% or more.
General rules covering all leaves	All medical certificates and health-related information that describe the condition of the employee (or family member) must be handled as confidential information. The employing department must maintain such information in a locked file separate from the personnel file. Any employee who fails to return to work at the specified time is considered to have resigned from employment in the absence of extenuating circumstances. The intent of all leaves is to provide employees with an opportunity to take care of uncontrollable events that interfere with university employment. Employment elsewhere while on leave without the written approval of the Chancellor is prohibited and subject to immediate discharge.
PROCEDURE 3.7 How to process a leave of absence	Consider the conditions surrounding the employee’s request for a leave of absence, e.g., purpose, length of service, length of absence. (A complete list of conditions begins on the first page of this policy.) Verify that the leave is for 30 or more calendar days. The Assistant Vice Chancellor for Human Resources must approve the following: A leave that is more than one year in duration. An extension to a leave that causes the total absence to be more than one year. Verify that the leave does not cause an undue hardship on the department. Complete a Staff Human Resources and Payroll Action Form (PAF) to initiate the leave of absence. The leave of absence must be for a specified period of time. Send the PAF to the appropriate authority for approval. Instruct the person being granted the leave to contact the Human Resources’ Benefits Office concerning the status of retirement and group insurance plans.
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