4.08 Administrative Leave

Origination date: 10/1/93
Revised: 1/1/2000
Applicability: All regular status Academic Professionals, Administrators, Classified Staff, Faculty, Service Professionals

Purpose

An employee may be granted an administrative leave with pay, upon prior request, due to civic duty, bereavement and enforced court attendance. Administrative leave may also be used in situations where the university deems it appropriate to remove the employee from the workplace for reasons such as to investigate alleged misconduct or in other situations approved by the president of the university.

Voting

An employee registered and entitled to vote at a primary or general election held within the state may, on the day of election, be absent for the purpose of voting if there are fewer than three consecutive hours between the opening of the polls and the beginning of the employee's regular work shift or between the end of the employee's regular work shift and the closing of the polls. In such event, the employee may be absent for such length of time at the beginning or end of the work shift which, when added to the time difference between work shift hours and opening or closing of the polls, will provide a total of three consecutive hours. The employee will not, because of such absence, be penalized or receive deduction from salary or wages. Application must be made for such absence prior to the day of election, and the supervisor will specify the hours that the employee may be absent.

Jury Duty and Material Witness Service

An employee called upon for service as a jury member or as a material witness, unless related to the employee's business or personal matters, must be granted leave sufficient to provide the subject service. Any employee who receives a fee as a juror in accordance with A.R.S. 12-303 shall either remit such fee to the institution or have an equal amount deducted from his/her pay. Reimbursements for travel expenses may be retained by the employee.

Election Duty

University employees are not granted time off with pay for election duty.

Investigation

When an employee is placed on administrative leave for the purpose of investigation, the leave should not exceed thirty calendar days. This action is not punitive, carries no implied guilt or innocence, and there is no impact on pay or benefits. Refer to 5.20 Disciplinary Action.

Emergency Leave

An employee may be granted temporary emergency leave if he/she is excused from work by the president of the university or the president's designee due to a natural disaster or other reasons which may restrict or jeopardize the employee's safety.

Bereavement Leave

A benefit eligible employee who is employed at least 20 hours per week or more and whose employment is expected to continue six months or more is eligible for up to three consecutive paid working days bereavement leave upon the death of a parent, parent-in-law, brother, sister, spouse, child, grandparent, grandchild, brother-in law, sister-in-law, son-in-law, daughter-in law, or any other person who is a permanent member of the employee's established household. A parent is defined as a natural parent, stepparent, adoptive parent, or surrogate parent (a person who raised the employee as his/her child). A child is defined as a natural child, adoptive child, foster child, or stepchild.

Two additional paid working days may be granted to attend or arrange funeral services out of state.

An employee must be on active pay status in order to receive paid bereavement leave.

A benefit eligible employee who is employed at least 20 hours per week or more and whose employment is expected to continue six months or more is eligible to take up to three consecutive days as sick days upon the death of other family members who are not covered by the above paragraph. Two additional sick days may be granted to attend or arrange the funeral services out of state.

Military Leave of Absence

The Armed Forces of the United States are composed of the Army, Navy, Air Force, Marine Corps, Coast Guard and their respective reserve components, including the Army National Guard and the Air National Guard. For purposes of this policy, the Armed Forces also includes members of the U.S. Public Health Service, U.S. Coast and Geodetic Survey, and Arizona National Guard.

Types of Active Duty

Annual Duty for Training: Training with the Reserve or National Guard military units of Arizona.

Local Emergency: Active duty for individuals ordered out in a local emergency by the President of the United States or the Governor of Arizona, as applicable.

National Emergency: Extended active duty for individuals ordered out by the President of the United States in a declared emergency.

Obligated Service: Normally a two-year tour of active duty as part of a Reserve or ROTC obligation.

Payment

An employee who is a member of Military Reserve Units or the Arizona National Guard is entitled to receive his/her regular compensation during a period of active duty training, such period not to exceed 30 work days in any two calendar years.

The period of time spent in training under orders shall not be deducted from the vacation with pay to which any officer or employee is otherwise entitled.

Any absence for active duty other than that specified above will be without pay.

Effect on Benefits

If the employee is on a paid status (including time on vacation) then the premiums for benefit programs will continue to be paid as they were when on active employment.

If the employee is on a an unpaid status, then he/she is responsible for making personal payments for the full premium for those benefits he/she wishes to continue. Arrangements must be made with the Human Resources Department prior to the beginning of the leave. Failure to make such arrangements prior to the beginning of leave or make payments within established timelines could result in termination of the employee’s benefits.

Regardless of the length or type of leave of absence, the accumulated sick leave balance shall be retained by the employee. Accumulated vacation may be paid at the discretion of the employee at the outset of a leave in accordance with Policy 4.02 Vacation.

Opportunities for benefits shall not be affected by a special leave of absence for annual duty for training or local emergency. The university shall continue these benefit programs as long as the employee is receiving pay from the university.

No refund of retirement contribution is made upon the commencement of the leave, since the return of the employee is anticipated. Service credits do not accrue during any period of unpaid leave, but will commence upon the employee's return to work.

Computation of service dates for continuous service, vacation accrual rates, seniority, and general pay adjustments will include this leave as creditable service, providing the employee returns to work on the first workday following the termination of the authorized leave of absence.

Reinstatement

An employee on Military Leave of Absence will be reinstated to his/her original position or position of like seniority, status and pay provided the employee:

  • is released from active duty under honorable conditions;
  • is still qualified to perform the duties of such position;
  • makes application for reinstatement within 90 calendar days after release from national emergency, selective or obligated service; and
  • accepts the first position offered.