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Policy 4.78

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Responsible Official: VP for Human Resources
Administering Division/Department: Leaves of Absence
Effective Date: March 30, 2007
Last Revision: September 15, 2008

Policy Sections:


A regular employee working at least 20 hours per week may be granted leave for personal reasons with approval from his/her department and Human Resources.

Policy Details


An employee must submit a completed Leave of Absence Request Form for a personal leave, along with a letter explaining the reason and duration of time requested.  These materials must be submitted in advance of the effective date of the requested leave. The department and Human Resources will approve or disapprove the leave request in writing, basing the decision on the reason for the request, the employee's job performance record, and the operational needs of the department. The department must notify the employee in writing whether their position will or will not be held.

Examples of acceptable uses of personal leave include, but are not limited to:  reduction in force, volunteer opportunities, civic responsibilities, or compelling extenuating circumstances. 

An employee may request a leave in increments up to 30 calendar days not to exceed 90 calendar days.

Employees who are granted a personal leave of absence must use any applicable accrued sick leave, vacation leave, and floating holiday hours beginning with the effective date of the leave.

Accrued sick leave may be used when an employee needs a Personal Leave to care for an immediate family member and is either ineligible for FMLA or has exhausted FMLA. The department may require a statement from a health care provider confirming the use of sick leave while on Personal Leave. Reference the Sick Leave Policy for additional information.

Upon exhaustion of any applicable paid leave, the remainder of any personal leave of absence will be unpaid. Employees do not accrue leave benefits while on unpaid leave.

Health, Dental, Life and BeneFlex Plans
An employee on personal leave may continue participation in optional health, dental, life and BeneFlex plans by contacting Human Resources prior to the leave to determine the amounts and due dates of the premium contributions. Premium contributions will continue at the active employee rate.

If an employee chooses not to continue participation while on leave, the employee must notify Human Resources to cancel the coverage. If the employee returns to work in an eligible status, the employee has 31 days of return from leave to reinstate coverage.

If an employee on leave does not pay the required contributions, coverage will be canceled for non-payment.

Retirement Plan/ Disability Insurances
Eligibility for retirement contributions and long-term and short-term disability insurances will cease during a personal leave without pay.

Courtesy Scholarship/ Tuition Reimbursement Programs
Eligibility for employee participation in the Courtesy Scholarship or Tuition Reimbursement programs will cease during a personal leave without pay.

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