EFFECTIVE DATE: March 25, 2015
ISSUE #: 4
PRESIDENT: William Flores
PURPOSE
This PS outlines the guidelines regarding leave of absence without pay for eligible University
of Houston-Downtown (UHD) employees.
DEFINITIONS
2.1 Benefits-eligible employee: An employee who is employed to work at least 20 hours
per week for at least 4.5 continuous months, excluding students employed in positions
that require student status as a condition of employment.
POLICY
3.1 Leave of absence without pay may be granted to benefits-eligible UHD employees for
purposes of education or research and writing, in order to enhance the employee’s
contribution to the institution. Also, benefits-eligible employees requesting leave for
personal reasons may qualify depending upon the circumstances.
3.2 Approval also will be contingent upon the department’s ability to satisfactorily
reschedule the workload. Such leaves are the prerogative of the University and are not
an inherent right of employment.
3.3 In cases where a benefits-eligible employee or a member of his/her immediate family is
being treated for a serious health condition, leave of absence without pay may be
approved or the employee may qualify for leave under PS 02.A.11, Family and Medical Leave Policy.
3.4 Leave without pay cannot be authorized until leave time for which the employee is
eligible has been exhausted with the exception of workers’ compensation. Sick leave
may only be used as described in SAM 02.D.01, Vacation and Sick Leave.
3.5 Employees unable to return to work on the specified return date must provide
documentation for an extension which is acceptable to the appropriate administrative
officer. This documentation should be submitted prior to the expiration of the original
leave or as soon as possible thereafter. Failure to comply with the conditions of the
leave will result in forfeiting the privileges of the leave and may be considered as
voluntary resignation of employment.
3.6 Employees on leave of absence without pay are governed by the following rules and
regulations:
3.6.1 Leaves will be limited in duration to twelve months and shall have specific
effective dates
3.6.2 Seniority is not interrupted, but pay increases and associated benefits are
3.6.3 Vacation and sick leave do not accrue and employees are not eligible for
holiday pay
3.6.4 As required by State law, all accrued paid leave entitlements must be exhausted;
sick leave may be used only if the employee is eligible for sick leave
3.6.5 Group insurance may be continued provided that the payment of full premiums
is paid by the employee. Payments must be paid directly to ERS. During the
leave period, the employee will be responsible for payment of the total premium
since the monthly state contribution ceases for any full calendar month of leave,
unless the employee is on approved Family and Medical Leave. Upon returning
to work, the employee will be automatically enrolled in basic health only;
optional coverages such as Life Insurance, Short Term Disability or Long Term
Disability will require proof of insurability.
3.6.6 Teacher Retirement or Optional Retirement programs are suspended unless
provided by another eligible employer and are automatically reinstated upon the
employee’s return to work; however, faculty members should contact
Employment Services and Operations (ESO) regarding options for continued
participation in Teacher Retirement.
3.6.7 Funds cannot be withdrawn from Teacher Retirement or Optional Retirement
programs.
3.6.8 Social security coverage ceases unless the employee is covered by another
employer.
3.6.9 Tax deferred annuities become inactive.
PROCEDURES
4.1 Requests for extended leave of absence without pay may be initiated through the
employee’s supervisor.
4.1.1 The request should outline the purpose of the leave.
4.1.2 The request should include the specific start date and return date of the leave.
4.1.3 The leave request should be submitted in advance allowing sufficient time for
administrative consideration and/or the appointment of temporary replacement
if necessary.
4.1.4 Upon approval by the immediate supervisor, the request will be forwarded to
the department/unit manager, and the appropriate Vice President.
4.1.5 A copy of the approved/disapproved request will be submitted to Employment
Services and Operations for the employee’s personnel file.
4.2 A Personnel Action Request (ePAR) must be submitted through the normal approval
process to place the employee on leave of absence without pay prior to the effective
date of the leave. For leave of absences that are Family and Medical Leave, ESO will
initiate the ePAR.
4.3 An employee approved for leave of absence without pay should contact ESO
immediately to discuss benefits during the leave.
4.4 Employees approved for extended leave of absence without pay (4.5 months or longer)
must complete the separation clearance process as outlined in PS.02.A.22, Termination Clearance Guidelines.
4.5 The employee must contact the supervisor prior to returning to work.
4.5.1 A mutually acceptable return date must be agreed upon if not done at the start of
the leave.
4.5.2 If the leave was for medical reasons, the employee must provide an acceptable
doctor’s release to ESO in order to return to work.
4.5.3 A Personnel Action Request (ePAR) must be initiated by the employing
department to return the employee to active status.
EXHIBITS
There are no exhibits associated with this policy.
REVIEW PROCESS
Responsible Party (Reviewer): Vice President for Employment Services and Operations
Review: Every three years on or before April 1st.
Signed original on file in Employment Services and Operations.
POLICY HISTORY
Issue #1: 04/25/94
Issue #2: 09/20/06
Issue #3 04/05/11
REFERENCES
UH SAM 02.D.03
UH SAM 02.D.01
PS.02.A.22
PS 02.A.11
