Supervisor Handbook

Clerical/Service Staff

Executive Memorandum No. C-45 (1/01/99) explains the vacation and personal holiday policies for clerical and service staff.

Vacation accrues at the rate of 80 hours (two work weeks) during the first year of employment, and eight additional hours every year thereafter, up to a maximum of 20 days per year. Employees may carry forward a maximum of 40 workdays of vacation (320 hours) into the new calendar year. Vacation in excess of 320 hours will be lost if not used by the specified cut-off date each year, usually the last pay period in December.

Clerical/service staff also earn one Personal Holiday (one regular shift) each fiscal year, which must be used during that fiscal year, or it will be lost. The personal holiday may not be used in less than one-half workday (i.e. four hours) increments.

Remember: Vacation is based on a calendar year, and any amount over the allowable carryover must be used by the last pay period in December. The personal holiday is based on the fiscal year and must be used before the pay period that includes July 1.
Employees may not use vacation or Personal Holiday during their 90-day provisional period, although vacation starts accruing with their employment date. Employees must schedule vacation and their personal holiday with their supervisor in advance and at the convenience of the department.

Vacation is accrued on the normal hours worked in a bi-weekly pay period. Overtime hours are not used to calculate accruals. If an employee is on unpaid leave, he/she will not accrue vacation time.

Management/Administrative/Professional Staff

Executive Memorandum No. C-46 (1/01/99) summarizes the vacation policy for administrative and professional staff.

Fiscal-year staff classified as management/professional (20A/50A) earn 22 work days of vacation each year. Fiscal-year staff classified as administrative or supervisory (30A), professional assistant (60A), operations assistant (40A) or technical assistant (70A) earn 15 work days of vacation (one day each month except two days earned during August, December and April) during their first year of University employment and 22 work days (two days each month except one day for September and March) each year of continuous employment thereafter. The maximum accrual is 44 days; the employee forfeits vacation over 44 days. Vacation must be scheduled with the supervisor and approved by the department head.

In an employee's first and last month of employment, s/he must be in pay status 15 or more calendar days to accrue the maximum days for that month. If employed fewer than 15 calendar days, s/he will accrue vacation on a prorated basis, to the nearest half day.

A Housing and Food Services Administrative Staff Absence Report must be submitted to the HFS Business Office for vacation requests.

Terminal Vacation

The University will pay all earned, but unused vacation to any employee who ends University employment. Employees cannot take vacation on the last day of work when retiring or terminating. If a retiring employee works the last day immediately before a University holiday, s/he will receive pay for that holiday.

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An employee may use accrued, paid sick leave (1) if s/he is unable to perform the essential functions of his/her job due to an injury or illness, (2) to care for an immediate family member with an injury or illness for up to ten workdays (see Family Illness section), or (3) for an appointment with a health care provider that cannot be scheduled during non-working hours.

It is the employee's responsibility to notify his/her supervisor in case of illness. The employee, a family member or friend should call no later than the first hour of the normally scheduled workday (unless otherwise specified by department policy) and daily thereafter unless the length of absence can be estimated.

In addition, when an employee calls in an absence, it is the supervisor's responsibility to determine if Family and Medical Leave applies. If the employee and condition qualifies, a Form 33 C/S (for hourly staff) or Form 33 (for salaried staff) should be completed promptly according to guidelines.

When planning medical treatment, the employee must consult with the supervisor and make a reasonable effort to schedule the leave to avoid disrupting department operations.

Clerical/Service Staff

Employees accrue paid sick leave as of their date of hire in direct proportion to the time they are in pay status. Pay status is defined as working or on a University-approved, paid leave of absence. Sick leave accrues at the rate of two normal workweeks per fiscal year (80 hours) for regular, full-time employees. Regular employees working less than full-time earn sick leave on a prorated basis.

Sick leave is paid to employees at 100% up to 26 consecutive weeks. It is recorded on the timecard as Sick Leave (with pay). During an extended illness, sick leave benefits will be based on the employee's normal workweek and may be coordinated with disability benefits.

It is the supervisor's responsibility to check the leave reports to determine if the employee has accrued sick leave available. Accrued sick leave may be used during the provisional period of employment.

Note: Official retirees with unused sick leave may convert the sick leave to a cash payment or creditable service upon retirement. They may receive a cash payment for 25% of all accrued, unused sick leave up to and including 520 hours and 100% of all accrued, unused sick leave that exceeds 520 hours. They may opt to convert 100% of all accrued, unused sick leave toward creditable service for retirement purposes.

Refer to Business Office Memorandum No. C-45 (1/01/99) for the policy regarding illness/disability leave for clerical/service staff.
Administrative/Professional Staff

An employee may take paid sick leave upon his/her first day of employment for the above qualifying reasons. Sick leave is available to administrative/professional staff, with the approval of the department head, based on their length of University employment, as follows:

Period of continuous service Maximum sick leave allowed per year

Less than 1 year: Regular pay for 2 weeks

1 year but less than 2: Regular pay for 1 month + 75% pay for
1 additional month

2 years but less than 3: Regular pay for 2 months + 75% pay for
2 additional months

3 years or more: Regular pay for 3 months + 75 pay for
3 additional months

A Housing and Food Services Administrative Staff Absence Report must be submitted to the HFS Business Office to record sick leave. It is not necessary to record any leave for exempt staff for less than one half day.

The supervisor should determine whether sick leave should be concurrently designated under Family and Medical Leave. If the employee and condition qualify, a form 33 should be completed.

Refer to Executive Memorandum No. C-46 (1/01/99) for policies and regulations concerning absence due to illness for Administrative/Professional staff.

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All Staff

Business Office Memorandum No. C-47 (1/01/99) outlines the bereavement leave policy for all staff.

• The University provides the following paid bereavement leave to regular staff:
• Up to three days over five consecutive calendar days due to the death of an immediate* family member
• Up to one day due to the death of a relative who is not in the immediate* family
• Up to one half day due to the death of a coworker, subject to the staffing needs of the department.

For clerical and service staff, record bereavement leave on the timecard as "Other Leave" (with pay) with an explanation. Submit bereavement leave on an Administrative Staff Absence Report for salaried staff.

Additional paid time off, if needed, can be approved as vacation.

*Immediate family members include the employee's spouse, parents, children,
grandparents, grandchildren, sisters, bothers, corresponding in-laws, and step-relatives.
Family members not included above, but residing in the employee's home, are also
considered immediate family.

*Relatives not included in the immediate family are the employee's uncles, aunts,
nieces, nephews and first cousins.

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Executive Memorandum No. C-47 (1/01/99) covers jury duty policy for all staff.

An unlimited leave with pay to serve on a jury or appear as a witness is granted to regular employees. The employee must submit a subpoena or a letter from the court stating the length of time needed for jury duty to the supervisor/department head.

Clerical/Service Staff

Time is recorded on a daily time card as Jury Duty or on a bi-weekly time card as "Other" with an explanation of Jury Duty.

Administrative/Professional Staff

Time must be submitted on a Housing and Food Services Administrative Staff Absence Report.

NOTE: When staff are subpoenaed in the scope of their employment (i.e., General Manager testifying in the case of a theft in their hall), regular payroll policies and procedures apply.

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Regular staff may use, from their accrued sick leave or sick leave allowance, up to a maximum of ten work days (80 hours for full time staff) per fiscal year to care for an immediate family member. Immediate family member is defined as the employee's spouse, parent, child, grandparent, grandchild, sibling, corresponding in-laws, and step-relatives, and any other relative residing in the employee's home. The employee may also be eligible for Family and Medical Leave for the care of an immediate family member if the underlying condition meets the appropriate criteria (refer to Family Leave).

Clerical/Service Staff

Executive Memorandum No. C-45 (1/01/99) summarizes the policy regarding illness/disability leave for clerical/service staff.

Available sick leave may be used as Family Illness if the employee must be off work in order to take a member of the immediate family to a medical appointment.

Family Illness is recorded on the timecard as Sick Leave with an explanation of Family Illness. It is the supervisor's responsibility to keep track of Family Illness.

When Family Illness availability is exhausted, the employee may request vacation for additional paid absences for family illness.

Administrative/Professional Staff

Executive Memorandum No. C-46 (1/01/99) outlines the family illness leave policy for Administrative/Professional staff.

The department head or appropriate administrative officer's approval is required for this leave, and the request must be submitted as Family Illness on the Housing and Food Services Administrative Staff Absence Report.

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Clerical/Service Staff

Regular clerical/service staff may participate in Human Resource Services sponsored WorkLife and Wellness programs in paid status. This typically includes short-term sessions held on campus such as flu shots, wellness screenings, participation in blood drive, etc., but does not include appointments scheduled off campus.

Administrative/Professional Staff

Regular administrative/professional staff are also welcome to participate in wellness programs

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Unpaid personal leave may be used for any reason that is not covered by another leave policy including, but not limited to, illness or injury, pregnancy, pregnancy-related medical conditions, newborn infant care, personal business, education, vacation, or religious observance. Personal leave must be requested in writing on an appropriate University leave request form.

The determination whether to grant personal leave due to an illness, injury, pregnancy, or pregnancy-related medical condition should be based on considerations of the business needs of the University.

An employee who is granted personal leave for their own or an immediate family member's injury, illness, pregnancy, or pregnancy-related medical condition must comply with the provision of the paid sick leave policy that require employees to provide their department with a medical statement and a return-to-work statement. If an employee is granted personal leave for an FMLA-qualifying reason and s/he qualifies for FMLA leave, the personal leave and FMLA leave will run concurrently. The requirements of the FMLA policy will apply until s/he exhausts FMLA leave.

The employee will pay the employee portion of the group insurance premium and the University will continue its contribution for all approved personal leaves.

An employee will normally be reinstated to the same position s/he held when the leave began if the position is available and the employee can perform the essential functions of the position, with or without reasonable accommodation as may be required by law. If the employee is not placed in the position s/he had when the leave began, his/her employment may be terminated.

Any deviation from the leave policies requires approval by a vice president, or their designee, unless the leave policy in question specifically authorizes or requires otherwise.

Clerical/Service Staff

Executive Memorandum No. C-45 (1/01/99) specifies the policy for personal leaves of absence for clerical and service staff.

Upon successfully completing the provisional period of employment (normally the first 90 calendar days of employment), an employee will be eligible for up to 44 work days of unpaid personal leave.

Upon completing the first year of employment and each subsequent continuous year of employment thereafter, an employee will accrue an additional 22 workdays of unpaid personal leave up to a maximum of 132 workdays of leave. Each workday used is subtracted from the total eligibility, however, the employee may build the amount of eligibility back up to a maximum of 132 workdays.

There is no vacation or sick leave accrual when an employee is on personal leave without pay.

Personal leave granted due to an illness, injury, pregnancy, or pregnancy-related medical condition may be taken in increments of less than one hour. Other personal leave may not be taken in increments of less than one hour.

Personal leave granted for the convenience of the employee, and so the University can save wages while work load requirements are low, will not be charged against the employee's accrued, unused unpaid leave (see Mutually Acceptable Leave section).

Clerical and service staff who regularly use all vacation and sick leave as accrued may need counseling regarding attendance expectations.

Leaves for fewer than 22 workdays (departmental leave) require approval by the department head. Leaves of 22 workdays or greater requires written approval by the department head and the Director of Human Resource Services or his/her designee.

Administrative/Professional Staff

Executive Memorandum C-46 (1/01/99) addresses University policy regarding personal business leave for administrative and professional staff.

Paid absences from campus to conduct University assigned duties at another site represents a change in duty station and is not considered a leave of absence.

The approval process for unpaid personal leave is as follows: Fewer than 22 workdays requires approval by the department head. 22 workdays or greater requires approval by the department head; the director; and the vice president or his/her designee. Unpaid personal leave may not be authorized for a period of more than one calendar year.

In general, unpaid personal leave may not be taken in increments of less than one workday. An exempt employee may not take personal leave for his/her own or an immediate family member's illness, injury, pregnancy, or pregnancy-related medical condition in increments of less than four hours. A non-exempt salaried employee may not take personal leave for such reasons in increments of less than one hour.

Personal Business Days

Three paid personal business days are available each fiscal year to allow the employee to attend to financial or legal matters, critical family responsibilities, and other circumstances requiring the employee's presence during regular working hours. Under no circumstance should an employee use personal business days to supplement vacation leave. However, employees are not required to exhaust accrued vacation leave before using personal business days. Approval for the leave is determined by the department head or his/her designee.

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Executive Memorandum No. C-45 (1/01/99) outlines the policy on unpaid personal leave for the mutual benefit of the employee and the employee's department for Clerical/Service staff.

Personal leave which is granted for the convenience of the employee and for the purpose of the University saving wages when work-load requirements can be reduced, will not be charged against the employee's maximum unpaid leave entitlement. Personal leave for these reasons will not be less than 30 calendar days nor exceed three calendar months per fiscal year. All accrued, unused vacation must be used before personal leave may be granted for these purposes. The effective date of the leave will be the day after the period covered by vacation and/or personal holiday.

Staff members in a 9-, 10-, or 11-month position shall not be eligible for mutually acceptable leave during the non-working period, since it has already been determined that no work is available.

A staff member shall be eligible to continue coverage in the group insurance programs by making advance premium payments or making arrangements for billing for the employee portion of the premium.

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Executive Memorandum No. C-47 (1/01/99) outlines the military leave policy for all staff members.

Paid military leaves are granted for regularly-employed staff who are under authority to report to military duty for up to 15 workdays per calendar year without loss of benefits. Leave without pay may be granted for military leave in excess of 15 days per calendar year, but employees can use accrued and unused vacation to remain in pay status as requested.

If the military leave exceeds thirty calendar days, the employee may continue his/her insurance coverage by paying the full premium. The University's Personal Accident Insurance (PAI) and Accidental Death and Dismemberment (AD&D) excludes losses resulting from war.

All employees should, if possible, request military leave by completing an appropriate University leave request form. However military leave will not be denied if an employee gives at least verbal notice to his/her department. No notice is necessary where circumstances make giving notice impossible or unreasonable or giving notice is precluded by military necessity.

Upon returning from military service, employees have various reinstatement rights and obligations depending upon the length of military service

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University Policy IV.10.1 outlines the policy regarding family and medical leave for all staff members.

The Family and Medical Leave Act (FMLA) became effective in 1993. Purdue has incorporated the legal requirements of this Act into current leave processes and refers to time off for this reason as Family Leave.

Coverage

Employees are eligible for up to 12 weeks per year of Family Leave if they have been employed by Purdue for at least one year AND have worked at least 1,250 hours in the previous twelve-month period. The 12-month period will be counted as the 365 days prior to when the leave begins.

The leave can be used for the employee’s own serious health condition, to care for a seriously ill family member, or to give birth, adopt or place a child in the home for foster care. A serious health condition includes any illness, injury, impairment, or physical or mental condition that involves inpatient care or continuing treatment by a health care provider of more than three consecutive calendar days.

If an employee and his/her spouse are both employed by Purdue, Family Leave would allow for a combined 12-week leave to care for a child or parent.

While on Family Leave, employees will not lose any employment benefit accrued prior to the start of the leave. The University will continue to pay the employer portion of the group health insurance cost and will work out a payment plan for the employee portion of the cost.

Employees shall be restored to the same or equivalent job upon return from leave. If the employee’s position has been eliminated and would have been eliminated had the employee been active, then the employee is put in a layoff status at the end of the leave.

Notification

The employee is not required to specifically request Family Leave. It is the supervisor’s responsibility, with guidance from HFS-Human Resources, to recognize situations that may be qualifying events (accident, surgery, intermittent treatments or therapy, etc.). If so, the supervisor must verbally inform the employee that the leave time will be counted as Family Leave within two business days and in writing by the next payday. This will not affect the employee’s pay status - the time may still be counted as sick leave or vacation, if available.

If the leave is foreseeable (i.e. planned surgery), the employee should give 30 days notice to the supervisor. If the leave is not foreseeable (i.e. an accident), the employee should notify the supervisor of the circumstances within two business days.

If the leave is for a chronic condition (i.e. asthma, diabetes, epilepsy, etc.), after the initial request for leave (leave act and notice form) and medical certification are submitted, subsequent forms 33FMLA should be submitted on a quarterly basis. Additional medical certifications and notice forms should not be necessary for the condition unless there is a significant change.

Documentation

The Family and Medical Leave Act Request and Notice and FMLA Medical Certification Form must be given to the employee upon their request for leave or when the University designates their leave as Family Leave. The forms may be obtained on line at:

http://www.purdue.edu/hr/Resources/ps-forms.htm

The employee is required to make a good faith effort to submit medical certification of the need for Family Leave within 15 days of their request or family leave protections may be denied. Employees are requested to keep in contact with their supervisor while on leave, and may be required to provide updated doctor’s certifications at no less than 30-day intervals.

Other Regulations

Any pay increases will be awarded as if the employee had not taken leave and will take effect upon the employee’s return to work.

Supervisors may continue to enforce consistent attendance standards. Patterns, dependability, and other issues may be addressed except that time missed as a result of approved Family Leave may not be considered in any disciplinary measures. Staff on Family Leave are to be considered active employees and may not be penalized for taking the leave.

Family Leave does not eliminate any other leave eligibility and will be coordinated with existing leaves, including worker’s compensation, sick leave, STD, etc. The FMLA only requires unpaid leave; however, Purdue requires that accrued sick leave be used concurrently with Family Leave. An employee may also request to use available vacation and personal holiday to remain in pay status after accrued sick leave is exhausted.

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Coverage

All University employees who are injured while carrying out assigned duties, both on the premises and while traveling on University business, are eligible for leave up to one year per injury. Deviations from work (i.e. stop at a fast food place on work time to get a soft drink) are not covered. Employees are covered in the parking lot or garage and into the workplace, while at work, and when leaving the building to return to their car. Once in their car, the coverage ends.

Chiropractic treatments, cosmetic plastic surgery, and property damage (i.e., eyeglasses, contact lenses) will not be paid by worker's compensation.

Those employees who are eligible for worker's compensation benefits have the option of supplementing the benefits with available vacation and sick leave accrued. The employee is responsible for the employee portion of the group insurance premium; the University continues its portion of the premium.

Documentation

A worker's compensation form* should be completed for every on-the-job injury, even if the employee is not treated. The supervisor should complete the form with the input of the employee, so that the facts are conveyed accurately and completely. The supervisor then will promptly report incidents involving medical treatment or lost time to 1-800-362-0000. All copies will be filed in the department medical records file. If necessary, the employee should seek medical attention, preferably at Purdue University Student Health Center (PUSH). They may also seek treatment at any emergency facility such as Home Hospital, St. Elizabeth Medical Center, Arnett Clinic, etc. Call "911" for emergency situations only. Any serious injury, particularly head and back injuries, should be transported by ambulance.

Click here to access the worker's compensation report form online

The leave time for worker's compensation will be counted toward Family and Medical Leave if the employee is eligible and the condition qualifies. If the employee will be absent more than seven calendar days, contact the business office to inform them of employee's status and estimated duration of absence. When appropriate, the business office will initiate a Leave Form 33C/S. In order to complete this form, the business office needs to know if the employee wants to supplement worker's compensation with any accrued sick leave and/or vacation. Worker's compensation may also be supplemented with short term disability (STD), if the employee has elected coverage.

Be sure to forward any medical records pertaining to the employee's diagnosis to the business office.

Before the employee may return to work, a doctor's statement must be received indicating the date the employee may return to work, any restrictions and the expected duration of the restrictions. Copies of this release should be sent to Staff Benefits and the business office. If the release includes restrictions, contact HFS-Human Resources before the employee returns to work to help determine if accommodations are possible.

Worker's compensation will only pay the reasonable and customary rate, and the medical provider is not allowed to charge the excess to the patient. If this should occur, and a bill for the excess charge is received by an employee, the employee should forward all such medical bills to Staff Benefits, Freehafer Hall (FREH).

Pay Issues

During the employee's initial visit to the physician's office or hospital to be treated for a job-related injury, the employee is considered to be in regular pay status. If the employee is sent home by the physician during normal work hours, the employee may use sick leave, vacation or personal absence for the remainder of the shift to be in pay status.

Record absence on time card as sick leave (if available) or vacation if employee wishes to use paid time during the first seven calendar days. If an employee has subsequent appointments due to the injury, charge hours to "other leave" on the timecard. If it is an out of town appointment, they are allowed up to four hours and are reimbursed for mileage for the trip. If it is an in-town appointment, they are allowed up to two hours without having to use sick leave or vacation time.

Vacation and sick leave continues to accrue during leave for workers' compensation reasons (see STD and LTD sections for additional available benefits).

Executive Memorandum No. C-47 (1/01/99) outlines the worker's compensation policy for all staff.

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Coverage

Short term disability coverage applies to regular clerical and service staff who have been employed at least one year and have elected the short term disability option in their flexible benefits plan.

Short term disability benefits provide 65% of normal salary. The employee must supplement his/her STD benefit with available sick leave and may use vacation, if desired. The employee will earn vacation and sick leave accrual on supplemental pay only. STD benefits are paid weekly.

Benefits

Benefits are paid after 21 days of illness or injury and continues for the next nine weeks of illness or until the employee is released to return to work. During the days prior to payment of STD benefits, employees may use paid sick leave, paid vacation, or non-paid personal absence. The employee must supplement STD benefits with any remaining accrued sick leave until the sick leave is exhausted.

Employees approved for short term disability benefits will automatically be considered for long term disability, if the illness or injury is expected to be more than 12 weeks (see section on LTD).

Eligibility

Before benefits begin, participants must:

• Be unable to work due to illness or injury
• Contact the Purdue disability administrator (CIGNA) at 1-800-362-4462 as soon as it appears s/he may be off work for more than 3 weeks. If the employee is unable to contact CIGNA, a family member or friend may contact CIGNA on their behalf.
• Provide necessary information to CIGNA including the names, addresses, phone and fax numbers of medical providers.
• Complete the Disclosure Authorization Form sent by CIGNA that gives your doctor permission to release your medical information.

Documentation

Contact the departmental business office if the condition qualifies and the employee is eligible so FML paperwork can be initiated.

Notify the departmental business office when the employee returns to work.

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Coverage/Benefits

Participation is automatic upon hire into a regular position. The employee pays half the cost of coverage. Participants will receive 65% of their normal pay when LTD begins. Certain conditions will be limited to a lifetime maximum of 24 months of disability benefits. Employees must use any accrued sick leave to reach 100% of normal wages/salary until sick leave is exhausted. LTD benefits are paid once a month.

Clerical/Service Staff

If the employee does not have STD coverage, s/he will need to file an LTD claim with the Purdue disability administrator (CIGNA) by calling 1-800-362-4462 after being off work for about 45 days. If the employee has general questions about disability benefits, contact Staff Benefits at 49-41691 or the HFS-Human Resource office.

LTD payments may begin after being off work for 90 days, during the 13th week of illness/injury, as long as all paperwork is submitted and approved. The employee may use sick leave, vacation, personal absence, personal holiday and/or short term disability benefits prior to the 13th week.

Administrative/Professional Staff

LTD benefits do not start automatically. The employee will need to file an LTD claim with CIGNA by calling 1-800-362-4462 after about 90 days off work. If the employee has general questions about disability benefits, contact Staff Benefits at 49-41691 or the HFS-Human Resource office.

LTD benefits may begin after fulfilling a 180 day waiting period, as long as all paperwork is submitted and approved. The employee may use sick leave, vacation or unpaid personal leave during the waiting period.

Work Incentive Benefit

Effective January 1, 2004, a work incentive benefit will be available to all employees receiving LTD benefits. CIGNA will work with the employee, his/her medical provider and Purdue to evaluate modified work arrangements that might help get him/her back on the job sooner. If the employee returns to work under one of these arrangements, s/he can receive up to 100% of pre-disability earnings from a combination of the pay received for work and the disability benefit. The work incentive benefit continues until the employee is able to work enough to earn at least 80% of his/her pre-disability earnings.

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If FMLA leave is due to the employee's own serious health condition, he or she must present a return-to-work statement to his or her department upon returning to work. The statement must indicate whether the employee is able to work and specifically list any limitations or restrictions on the employee's ability to work. Reinstatement may be delayed until the employee submits the statement.

The department account clerk has a confidential medical file for each employee. Any accident reports, worker's compensation information or any medical statement with a diagnosis must be kept in this medical file.

Executive Memorandum No. C-47 (1/01/99) outlines the return to work policy for all staff.

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