PAID ABSENCES*
301 Vacation Leave
302 Sick Leave
303 Personal Days
304 Maternity Leave
305 Sympathy Leave
306 Jury Duty Leave
307 Military Leave
308 Holidays
309 Compensatory Time Off
310 Intersession Closing
311 Emergency University Closing

*Paid absence over three days for qualifying events will be considered as Family and Medical Leave. Refer to Policy #312, Family Medical Leave (FMLA)

UNPAID ABSENCES
312 Family Medical Leave (FMLA)
313 Unpaid Time Off
314 Leave of Absence-Medical
315 Leave of Absence-Personal
316 Religious Holidays

301 VACATION LEAVE

301.1 Definition

Vacation Leave is an authorized paid absence from work that employees accrue as a result of their employment at Boston University.

301.2 Eligibility

All regular, full-time employees and regular, part-time employees scheduled to work at least 50 percent of the regularly scheduled workweek are eligible upon hire to accrue and use Vacation Leave in accordance with the provisions of this policy.

301.3 Accrual

Eligible employees accrue Vacation Leave for each full calendar month of service completed at Boston University. Accruals are credited to employees on the first day of the month following each full calendar month of completed service. The following accrual rates are based on a regular, full-time workweek and a twelve-month assignment duration. They apply on a pro-rata basis to regular, part-time employees and other assignment durations.

1. Full-Time, Non-Exempt Employees (paid weekly)

2. Full-Time, Exempt Employees (Paid Monthly) in Salary Grades 51 and 52, and 71 and 72.

3. Full-Time, Exempt Employees (Paid Monthly) in Salary Grades 53 through 60, and 73 and above.

4. Regular, part-time employees accrue Vacation Leave as their full-time counterparts (see above) but on a pro-rata basis in accordance with their scheduled workweek and assignment duration.

Eligible employees hired on or before the fifteenth (15th) of the month will be credited with a full month of service on the first day of the following month. Employees hired on or after the sixteenth (16th) of the month are not credited with a full month of service for that month.

Eligible employees whose employment by the University is terminating must work through the fifteenth (15th) day of the month to be credited with a full month of service for that month.

Employees may accrue Vacation Leave to a maximum of the number of days that they would earn over a two (2) year period of employment at their current accrual rate.

Employees maintain their accrued Vacation Leave when they transfer from one position within the University to another.

Employees who terminate from the University with less than three (3) months of service are not eligible to receive payment for any unused accrued vacation.

301.4 Usage

Employees are eligible to use their accrued Vacation Leave after completing three (3) months of continuous service.

Employees are entitled to use Vacation Leave up to the number of Vacation Leave days that they have accrued. Vacation Leave may not be taken in advance of accrual.

301.5 Compensation

Employees maintain their regular pay and benefits while absent from work on approved Vacation Leave.

Employees who have no outstanding obligations to the University will be compensated for unused Vacation Leave at the time their employment with Boston University terminates, up to a maximum of the number of days that they would accrue over a two (2) year period. Terminating employees who have completed three (3) months or more of continuous service will be paid for their unused Vacation Leave. Payment will be computed using the employee's base rate of pay at the time of termination.

301.6 Requests and Approvals

Employees must submit a written request to their immediate supervisor at least two (2) weeks in advance of the desired Vacation Leave. The two (2) week requirement may be shortened in unusual situations.

Supervisors are responsible for obtaining departmental decisions and communicating them in writing to the employees. Approvals must clearly define the duration of the absence and the date the employee is expected to return to work. Department Heads are authorized to approve requests for Vacation Leave.

The University is exclusively vested with the right to make the ultimate determination as to when Vacation Leave will be scheduled and taken.

301.7 Other Provisions

If an observed holiday occurs during an employee's scheduled vacation, the day of observance is taken as Holiday Leave.

Supervisors are responsible for maintaining complete and accurate records of the Vacation Leave accruals for each employee under his or her supervision. Supervisors are also responsible for accurately reporting Vacation Leave usage on all documents submitted to the Payroll Office.

Upon request, employees are entitled to a written statement of their Vacation Leave accrual and usage. Such requests should be made to the employee's immediate supervisor, who is responsible for responding to the requests.

An employee who becomes ill while on an approved Vacation Leave may not apply Sick Leave to that period of illness.

301.8 Related Policies

302 Sick Leave
304 Maternity Leave
305 Sympathy Leave
312 Family Medical Leave (FMLA)
313 Unpaid Time Off
314 Leave of Absence-Medical
315 Leave of Absence-Personal

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302 SICK LEAVE

302.1 Definition

Sick Leave provides employees with an authorized paid absence from work for medical care, personal illness or injury, or the care of an ill member of the employee's immediate family living in the same household. Immediate family members are the employee's spouse, parents, parents-in-law, grandparents, brothers, sisters, and children.

302.2 Eligibility

All regular, full-time employees and regular, part-time employees scheduled to work at least 50% of the regularly scheduled workweek are eligible upon hire to accrue and use Sick Leave in accordance with the provisions of this policy.

302.3 Accrual

Eligible employees accrue Sick Leave for each full month of service completed at Boston University. Accruals are credited to employees on the first day of the month following each full month of completed service.

The following accrual rates are based on a regular full-time workweek and a 12-month assignment duration. They apply on a pro-rata basis to regular, part-time employees.

1. Regular, full-time, non-exempt employees (paid weekly) accrue Sick Leave, upon hire, at the rate of one (1) day for each full month of service cumulative to 130 workdays (6 calendar months).

2. Regular, full-time exempt employees (paid monthly) in Salary Grades Grades 51 and 52 and 71 and 72 accrue Sick Leave, upon hire, at the rate of one (1) day for each full month of service cumulative to 130 workdays (6 calendar months).

3. Regular, full-time exempt employees (paid monthly) in Salary Grades 53 through 60, and 73 and above, are granted 22 workdays (1 calendar month) of Sick Leave, upon hire, and accrue Sick Leave at the rate of 1.75 workdays for each full month of service cumulative to 130 workdays (6 calendar months). Employees who are promoted into Salary Grades 53 through 60, and 73 and above, who have less than 22 days of accrued sick leave will have their sick leave balance supplemented up to a maximum of 22 days. Employees who are promoted into these salary grades and who have 22 days or more of accrued sick leave will not be supplemented any additional days.

4. Regular, part-time employees scheduled to work at least 50 percent of the regularly scheduled work week accrue Sick Leave as their full-time counterparts (see above) but on a pro-rata basis.

Eligible employees hired on or before the fifteenth (15th) of the month will be credited with a full month of service on the first day of the following month. Employees hired on or after the sixteenth (16th) of the month are not credited with a full month of service for that month.

Employees maintain their accrued Sick Leave when they transfer from one position within the University to another.

302.4 Additional Sick Leave Awards

All employees, except those in Salary Grades 53 through 60, and 73 and above, who are eligible to accrue Sick Leave are also eligible to earn additional hours of Sick Leave by sufficiently conserving their Sick Leave usage over a complete calendar year. Additional hours earned over a complete calendar year will be credited to the employee's Sick Leave accrual on January 1 of the following calendar year.

The additional hours of Sick Leave that will be awarded to eligible employees based on their Sick Leave usage over a complete calendar year are listed below. The figures are based on a regular, full-time workweek for a twelve-month calendar year and apply on a pro-rata basis to regular, part-time employees.

Employees may accrue a maximum of 130 workdays of Sick Leave. This represents the combined total of both the employee's regular monthly accruals and any additional hours of Sick Leave that may be awarded based upon the employee's Sick Leave usage.

302.5 Medical Evidence of Illness

At any time, the University has the right to require an employee to submit objective medical evidence that either establishes illness or establishes its expected duration and/or require a medical examination by a physician chosen by the University.

302.6 Usage

Employees are eligible to use their accrued Sick Leave after completing three (3) months of continuous service. During an employee's first three (3) months of service, time off that would normally be taken as Sick Leave will be taken as Unpaid Time Off. Such time off cannot exceed the amount of Sick Leave accrued by the employee. Upon successfully completing three (3) months of continuous service, employees may have their Sick Leave accrual charged for the above unpaid absences and may be paid for the absences.

Non-exempt employees eligible for Personal Day absences may convert up to two (2) days of accrued Sick Leave to Personal Days each calendar year.

Employees are entitled to use Sick Leave up to the number of Sick Leave days that they have accrued. For non-exempt employees, Sick Leave converted to Personal Days will be counted as Sick Leave used. Employees who exhaust their accrued Sick Leave may request that additional absences that would normally be taken as Sick Leave be charged to their accrued Vacation Leave, available Personal Days or available Compensatory Time Off. Employees who exhaust their accrued Sick Leave, Vacation Leave, available Personal Days, and available Compensatory Time Off may request Unpaid Time Off or a leave of absence for additional absences that would normally be taken as Sick Leave.

302.7 Compensation and Benefits

Employees maintain their regular pay and benefits while absent from work on approved paid Sick Leave.

Employees are not compensated for unused Sick Leave at the time their employment with Boston University terminates.

Employees who are absent from work due to illness or injury sustained in the course of employment are subject to and paid in accordance with the provisions of the Massachusetts Worker's Compensation Law. Employee absences during statutory waiting periods for Worker's Compensation may be charged to an employee's accrued Sick Leave. Employees will be paid under the Massachusetts Worker's Compensation Law for absences that occur after the statutory waiting periods have been satisfied. Employees may elect to use accrued Sick Leave to supplement their weekly Worker's Compensation benefits to the extent that the employee's total compensation does not exceed their regular pay.

Non-exempt employees and exempt employees in salary grades 51, 52, 71, and 72 who remain medically incapacitated beyond 60 calendar days, and have exhausted their accrued Sick Leave, should consult Boston University's Short-Term Disability Plan to determine their eligibility under the plan.

302.8 Requests and Approval

Employees who are unable to report to work due to illness must personally notify their immediate supervisor within one-half (1/2) hour of the start of the workday. Employees who are absent for more than one (1) day must notify their supervisor on each day or at intervals requested by the supervisor.

Employees must request time off for scheduled medical or dental appointments, in writing, from their immediate supervisor at least three (3) workdays in advance of the desired time off. Time off for medical or dental appointments shall be charged to the employee's accrued Sick Leave. The three-day requirement may be shortened in emergency situations. Employees are generally expected to schedule medical and dental appointments for non-work hours. Supervisors are authorized to approve these requests and are responsible for communicating their decisions in writing to the employees.

302.9 Other Provisions

Supervisors are responsible for maintaining complete and accurate records of the Sick Leave accruals and usage for each employee under his or her supervision. Supervisors are also responsible for accurately reporting Sick Leave usage on all documents submitted to the Payroll Office.

Upon request, employees are entitled to a written statement of their Sick Leave accrual and usage. Such requests should be made to the employee's immediate supervisor, who is responsible for responding to such requests.

302.10 Related Policies

301 Vacation Leave
302 Personal days
309 Compensatory Time Off
312 Family Medical Leave (FMLA)
313 Unpaid Time Off
314 Leave of Absence-Medical

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303 PERSONAL DAYS

303.1 Definition

Personal Days provide employees with authorized paid absences from work for the purpose of attending to personal business and emergency situations.

303.2 Eligibility

All regular, full-time, non-exempt employees and regular, part-time, non-exempt employees scheduled to work at least 50 percent of the regularly scheduled workweek are eligible for Personal Day absences after completing three (3) months of continuous service.

Exempt employees are not eligible for Personal Days.

303.3 Number of Personal Days

Eligible employees are granted two Personal Days on January 1 of each calendar year. Personal Days do not carry forward or accumulate from one calendar year to the next. Eligible employees may also convert up to two (2) days of accrued Sick Leave to Personal Days each calendar year.

303.4 Compensation

Employees maintain their regular pay and benefits while absent from work on approved Personal Day absences.

303.5 Length of Leave

One-half (1/2) day is the minimum amount of time off that can be taken and charged to Personal Day absences.

303.6 Requests and Approval

Employees must submit a written request for Personal Day absences to their immediate supervisor at least 24 hours in advance of the desired time off. Supervisors are responsible for obtaining departmental decisions and communicating them in writing to the employees. All approvals must clearly define the duration of the absence and the date and time the employee is expected to return to work. Department Heads are authorized to approve requests for Personal Day absences.

303.7 Other Provisions

Unused Personal Days shall not be paid to an employee terminating, either voluntarily or involuntarily, from the University.

303.8 Related Policies

302 Sick Leave

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304 MATERNITY LEAVE

304.1 Definition

Maternity Leave provides eligible female employees with an authorized absence from work for pregnancy and/or childbirth or for the purpose of adopting a child under three years of age.

304.2 Eligibility

All females who are regular, full-time employees or regular, part-time employees scheduled to work at least 50 percent of the regularly scheduled workweek or more per week are eligible for Maternity Leave after completing three (3) months of continuous service.

304.3 Length of Leave

Eligible females are entitled to a Maternity Leave of eight (8) weeks. If, in the case of pregnancy and/or childbirth, medical incapacitation extends beyond the eight (8) week period, an employee may request an extension of her Maternity Leave. In such cases, the total unpaid Maternity Leave period will not exceed six (6) months.

Employees who are not still medically incapacitated upon completing an eight (8) week Maternity Leave, but wish to take additional leave, are not eligible for a Maternity Leave extension. The additional time off must be requested in accordance with the policies on Vacation Leave, Personal Days, Unpaid Time Off, or Leave of Absence-Personal or Family and Medical Leave.

304.4 Evidence of Medical Incapacitation

At any time, the University has the right to require an employee to submit objective medical evidence that establishes either illness or its expected duration; and/or require a medical examination by a physician chosen by the University.

304.5 Compensation and Benefits

Employees on Maternity Leave for the purpose of adoption of a child under three years of age, must apply their available paid absences (accrued Vacation Leave, available Personal Days or available Compensatory Time Off) to an approved Maternity Leave period. The balance of the leave period will be taken as an unpaid absence.

Employees on Maternity Leave as a result of pregnancy and/or childbirth must apply their accrued Sick Leave to an approved Maternity Leave period. If an employee exhausts her Sick Leave before the end of the Maternity Leave period, she must apply her available paid absences (accrued Vacation Leave, available Personal Days or available Compensatory Time Off) to the balance of the Maternity Leave period. In the event that an employee uses all available paid absences before completing the Maternity Leave, the balance of the leave period will be taken as an unpaid absence. Non-exempt employees and exempt employees in salary grades 51, 52, 71, and 72 who remain medically incapacitated beyond 60 calendar days and have exhausted their accrued Sick Leave should consult Boston University's Short-Term Disability Plan to determine their eligibility for benefits under the plan.

Employees maintain their normal pay and benefits during all portions of a Maternity Leave that are taken as paid absences, i.e., charged to Sick Leave, Vacation Leave, Personal Days, or Compensatory Time Off.

While on an unpaid Maternity Leave or Short-Term Disability, employees are eligible to participate in the benefit programs as outlined in the Faculty and Staff Benefits Handbook: These programs include Health Plans, Disability Benefits, Survivor Benefits, Retirement Plans, and the Tuition Remission Program.

Vacation and Sick Leave Accruals-Employees do not accrue Vacation Leave or Sick Leave while on an unpaid Maternity Leave.

Holidays-Employees on an unpaid Maternity Leave are not eligible for holiday benefits when a holiday falls within the period of the leave.

Intersession-Employees on an unpaid Maternity Leave are
not eligible for compensation during Intersession if an Intersession closing is declared and falls within the period of the leave.

304.6 Requests and Approvals

Maternity Leave (up to eight (8) weeks)-Employees must submit a written request for Maternity Leave to their immediate supervisor at least one (1) month in advance of the desired time off. The one (1) month requirement may be shortened in emergency situations. Employee requests must specify the requested start and end dates of the leave period. Requests may also include a statement from an objective physician that defines the date on which the employee should begin her Maternity Leave and the expected delivery date. Employees requesting Maternity Leave for the purpose of adopting a child under three years of age, must provide appropriate documentation from the adoption agency.

Supervisors are responsible for obtaining departmental decisions and communicating them in writing to employees. Approvals must clearly define the duration of the absence, including the expected beginning date and the date the employee is expected to return to work. Department Heads are authorized to approve requests for Maternity Leave that do not exceed the eight-week Maternity Leave period. The Assistant Vice President for Human Resources or designee is to be sent a copy of all final decisions at the time the employee is notified.

Maternity Leave Extensions-An employee on an approved Maternity Leave who wishes to extend the Maternity Leave beyond the eight (8) week period for reasons of medical incapacitation must submit a written request to her supervisor at least two (2) weeks in advance of the end date of the approved leave. Objective medical evidence that establishes continued medical incapacitation and its expected duration must be submitted with the employee's request for extended Maternity Leave.

Supervisors are responsible for forwarding requests for Maternity Leave extensions to the Department Head for the initial approval decision. Employees are to be informed in writing of requests that are not approved at the Department Head level. Requests that are approved at the Department Head level must be forwarded to the Provost or the appropriate Vice President for the final decision. The final decision must be communicated in writing to the employee. The Director of Personnel or designee is to be sent a copy of all final decisions at the time the employee is notified.

Other-Employees on an approved Maternity Leave who wish additional time off beyond the eight (8) week period but will not be medically incapacitated must submit a written request to their supervisor at least two weeks in advance of the end of the approved leave. The additional time off must be requested as and charged to the employee's available paid absences (accrued Vacation Leave or available Personal Days). If the employee has no available paid absences, the additional time off must be taken as Unpaid Time Off or a Leave of Absence for personal reasons.

Supervisors are responsible for forwarding such requests to the Department Head for the initial decision. Employees are to be informed in writing of requests that are not approved at the Department Head level. Requests that are approved at the Department Head Level must be forwarded to the Provost or appropriate Vice President for the final decision. The final decision must be communicated in writing to the employee. The Assistant Vice President for Human Resources or designee is to be sent a copy of all final decisions at the time the employee is notified.

304.7 Conditions of Re-employment

An employee who concludes her Maternity Leave within eight (8) weeks* is entitled to return to the same or similar position without loss of the employment benefits for which she was eligible on the date her leave commenced. An employee who is on an unpaid Maternity Leave for a period of between eight (8)* weeks and six (6) months shall receive every reasonable consideration by the University in returning to her original position or to a position of like responsibility and pay; however, the University cannot guarantee re-employment.

*Under certain circumstances, an employee may be eligible for a maternity leave of absence of up to twelve weeks. (Refer to Section 312, Family and Medical Leave.)

An employee who is on approved Maternity Leave is expected to give her supervisor written notification of intent to return to work. Notification must be received at least two (2) weeks in advance of the expected return date. An employee returning to work from an extended Maternity Leave is expected to provide a doctor's certificate that establishes the employee's fitness for work.

An employee who fails to return to work by the expected return date will be considered to have resigned voluntarily from the University.

304.8 Related Policies

301 Vacation Leave
302 Sick Leave
303 Personal Days
309 Compensatory Time Off
312 Family Medical Leave (FMLA)
313 Unpaid Time Off
315 Leave of Absence-Personal

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305 SYMPATHY LEAVE

305.1 Definition

Sympathy Leave is an authorized paid absence from work granted when a death occurs in an employee's immediate family. Immediate family members are the employee's spouse, parents, parents-in-law, sons-in-law, daughters-in-law, grandparents, grandchildren, brothers, sisters, children, and members of the same household.

305.2 Eligibility

All regular, full-time employees and regular, part-time employees are eligible upon hire for Sympathy Leave.

305.3 Length of Leave

Eligible employees may be granted up to three (3) days of Sympathy Leave for the death of an immediate family member.

305.4 Compensation and Benefits

Employees maintain their regular pay and benefits while absent from work on an approved Sympathy Leave.

305.5 Requests and Approvals

Employees should request Sympathy Leave from their immediate supervisor by informing him or her of the death and the number of days requested.

Supervisors are responsible for obtaining departmental decisions and communicating them in writing to the employees. Approvals must clearly define the duration of the absence and the date the employee is expected to return to work. Department Heads are authorized to approve requests for Sympathy Leave.

305.6 Other Provisions

Under special circumstances, an employee may require more than the three-day Sympathy Leave period. An employee may request additional time off from his or her supervisor. The additional time off must be charged to accrued Vacation Leave, available Personal Days, available Compensatory Time Off, or taken as Unpaid Time Off.

An absence from work in the event of the death of a person who is not an immediate family member will be charged to the employee's accrued Vacation Leave, available Personal Days, or taken as Unpaid Time Off. Employees must request such absences from their immediate supervisor. Supervisors are responsible for obtaining the departmental decisions and communicating them in writing to the employees.

305.7 Related Policies

301 Vacation Leave
303 Personal Days
309 Compensatory Time Off
313 Unpaid Time Off

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306 JURY DUTY LEAVE

306.1 Definition

Jury Duty Leave is an authorized paid absence from work that enables University employees to complete compulsory jury duty service in an established federal or state court without sustaining financial loss.

Boston University encourages its employees to fulfill their civic responsibilities.

306.2 Eligibility

All regular, full-time employees and regular, part-time employees are eligible upon hire for Jury Duty Leave.

306.3 Length of Leave

Jury Duty Leave covers the full amount of time that an employee spends on compulsory jury duty.

306.4 Compensation and Benefits

While on an approved Jury Duty Leave, employees will be paid the difference between their regular pay and the amount paid by the court for jury duty, exclusive of any travel allowance. Employees are not eligible for payment if their jury duty pay exceeds their regular pay for the period of the leave. Employees maintain their regular benefits while absent from work on approved Jury Duty Leave.

306.5 Requests and Approval

Employees must submit a written request for Jury Duty Leave to their immediate supervisor at the time the notice is received from the court. A copy of the official notice of the court must be submitted with the request.

Supervisors are responsible for obtaining departmental decisions and communicating them in writing to the employees. Department Heads are authorized to approve requests for Jury Duty Leave.

306.6 Other Provisions

Upon completion of an approved Jury Duty Leave, an employee must submit to his or her supervisor the statement from the Clerk of the Court that details the employee's reimbursement from the court.

306.7 Related Policies

None

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307 MILITARY LEAVE

307.1 Definition

Military Leave is an authorized absence from work that enables employees to fulfill military obligations as members of the United States Armed Forces (including National or State Guard) in accordance with the provisions of applicable federal and state laws.

307.2 Eligibility

All regular, full-time employees and regular, part-time employees who must fulfill military obligations in the United States Armed Forces are eligible upon hire for Military Leave.

307.3 Length of Leave

The length of a Military Leave is determined by the employee's military obligation. Military Leave will be granted for the period of time required under the provisions of applicable federal and state laws. This includes military reserve unit obligations of up to fifteen (15) calendar days in any one year.

307.4 Compensation and Benefits

Eligible employees will be paid the difference between their regular pay and the amount of military pay received from the government (exclusive of travel pay) for a maximum of eleven (11) workdays in a calendar year. Employees are not eligible for payment if their military pay exceeds their regular pay for the number of workdays involved in the leave.

Employees who are required to take more than eleven (11) workdays in a calendar year to fulfill their military obligations must charge the additional time off to accrued Vacation Leave, available Personal Days, available Compensatory Time Off, Unpaid Time Off, or Leave of Absence-Personal. In such cases, employees are subject to the provisions of the individual policy statements to which the time is charged.

Employees on approved absences to fulfill military obligations maintain their regular benefits provided that the absence is not taken as an unpaid leave of absence for personal reasons (see Leave of Absence-Personal).

307.5 Requests and Approvals

Employees must submit a written request for Military Leave to their immediate supervisor at least two (2) weeks in advance of the requested time off. The two (2) week requirement may be shortened in unusual situations. Requests should contain a copy of the employee's official orders that define the purpose and dates of the military obligation.

Supervisors are responsible for obtaining departmental decisions and communicating them in writing to the employees. Approvals must clearly define the duration of the absence and the date the employee is expected to return to work. Department Heads are authorized to approve requests for Military Leave.

307.6 Other Provisions

Requests for military leaves of absence beyond fifteen days must be reviewed and approved by the Assistant Vice President for Human Resources or designee.

Upon completion of an approved Military Leave, an employee must submit to his or her supervisor official evidence of military pay that details the employee's payment from the government.

Applicable federal and state laws govern Boston University's policy and conduct regarding military leaves.

307.7 Related Policies

301 Vacation Leave
303 Personal Days
309 Compensatory Time Off
313 Unpaid Time Off
315 Leave of Absence-Personal

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308 HOLIDAYS

308.1 Definition

Holiday Leave provides employees with authorized paid absences from work for the purpose of observing designated holidays. Boston University observes the following twelve (12) holidays:

1. New Year's Day 7. Labor Day
2. Martin Luther King Jr. Day 8. Columbus Day
3. Presidents' Day 9. Veterans Day
4. Patriots' Day 10. Thanksgiving Day
5. Memorial Day 11. Friday after Thanksgiving
6. Independence Day 12. Christmas Day

The specific dates on which the holidays will be observed are published each year in the University's official Schedule of Holidays and Intersession Days.

308.2 Eligibility

All regular, full-time employees and regular, part-time employees are eligible upon hire for Holiday Leave.

308.3 Compensation and Benefits

When a holiday observance falls on an employee's regularly scheduled workday and the employee does not work on that day, eligible employees will be paid for the holiday at their regular rate of pay. Employees will not be paid when a holiday observance falls on their scheduled day off and they do not work on that day.

Employees must work both the last scheduled workday preceding a holiday observance and the first scheduled workday following the holiday observance to be eligible for Holiday Leave unless they are on an authorized paid absence for those days.

Employees who are on an authorized paid absence (e.g., Sick Leave and Vacation Leave) for the last scheduled workday preceding a holiday observance and first scheduled workday following the holiday observance will be eligible for Holiday Leave on the day of the observance.

Employees who are on an unpaid absence from the University are not eligible for Holiday Leave.

Non-exempt employees who are required to work on a regularly scheduled University holiday shall be paid their regular straight-time pay for that day. In addition, they shall receive time-and-one-half (1-1/2) pay for all hours actually worked on that holiday or, alternatively, they may elect compensatory time off, calculated at regular straight-time rates, in the amount of one-and-one-half (1-1/2) hours off for each hour actually worked.

Exempt employees who are required to work on the day of an observed holiday will be eligible for Compensatory Time Off.

Employees maintain their regular benefits while absent from work on approved Holiday Leave.

308.4 Related Policies

301 Vacation Leave
302 Sick Leave
309 Compensatory Time Off
316 Religious Holidays

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309 COMPENSATORY TIME OFF

309.1 Definition

Compensatory Time Off is an authorized paid absence from work which eligible employees earn for hours worked on observed holidays and Intersession Closing days or during emergency closings of the University.

309.2 Eligibility

All regular, full-time employees and regular, part-time employees are eligible upon hire to earn and use Compensatory Time Off in accordance with the provisions of this policy.

309.3 Earning Compensatory Time Off

All regular, non-exempt employees who are required to work on an Intersession Closing day or during an Emergency Closing of the University will earn one-and-one-half (1-1/2) hours of Compensatory Time Off for each non-overtime hour worked while the University is closed. They will also be paid in accordance with the University's standard pay policy for the total number of hours worked during that pay period. Compensatory Time Off is not earned for overtime hours worked. Non-exempt employees may elect compensatory time off, calculated at regular straight time rates in the amount of one-and-one-half (1-1/2) hours, for each hour actually worked on an observed holiday. (See Holidays policy.)

All regular, exempt employees who are required to work on an observed Holiday, an Intersession Closing day, or during an Emergency University Closing will be eligible for Compensatory Time Off.

309.4 Using Compensatory Time Off

Employees must use Compensatory Time Off within six (6) months of the day on which it was earned.

309.5 Compensation and Benefits

Employees maintain their regular pay and benefits while absent from work on approved Compensatory Time Off. Employees are not compensated for unused Compensatory Time Off at the time their employment with Boston University terminates.

309.6 Requests and Approvals

Employees must submit a written request for the use of earned Compensatory Time Off to their immediate supervisor at least one (1) week in advance of the desired time off. This one (1) week requirement may be shortened in unusual situations.

Supervisors are responsible for obtaining decisions and communicating them in writing to the employee. Approvals must clearly define the duration of the absence and the date the employee is expected to return to work. Department Heads are authorized to approve requests for Compensatory Time Off.

309.7 Other Provisions

Supervisors are responsible for maintaining complete and accurate records on the Compensatory Time Off accruals and usage of each employee under his or her supervision. Supervisors are also responsible for accurately reporting the usage of Compensatory Time Off on all documents submitted to the Payroll Office.

Upon request, employees are entitled to a written statement of their earned Compensatory Time Off and its usage. Such requests should be made to the employee's immediate supervisor, who is responsible for responding to such requests.

309.8 Related Policies

308 Holidays
310 Intersession Closing
311 Emergency University Closing

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310 INTERSESSION CLOSING

310.1 Definition

Intersession is the period between Christmas Day and New Year's Day. Boston University's decision to observe or not to observe an Intersession Closing is made and announced at the start of each fiscal year. When the University observes an Intersession Closing, the specific dates of the closing are published in the University's official Schedule of Holidays and Intersession Days.

310.2 Eligibility

All regular, full-time employees and regular, part-time employees are eligible upon hire for the authorized absence provided by this policy.

Employees who work in essential service areas, including but not limited to University Police, Physical Plant, the University Switchboard, and patient and animal care facilities, are expected to work during an Intersession Closing. Department supervisors should identify and inform employees who are considered to be essential personnel. These employees should be notified upon hire, and annually thereafter, that they are expected to report to work during Interession Closing unless otherwise notified.

310.3 Compensation and Benefits

Non-exempt employees who are required to work on an Intersession Closing day will be paid in accordance with the University's standard pay policy for the total number of hours worked during the week, and will earn one-and-one-half
(1-1/2) hours of Compensatory Time Off for each non-overtime hour worked during the closing.

Exempt employees who are required to work on an Intersession Closing day will be eligible for Compensatory Time Off.

All eligible employees maintain their regular pay and benefits while absent from work on observed Intersession Closing days.

310.4 Related Policies

308 Holidays
309 Compensatory Time Off

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311 EMERGENCY UNIVERSITY CLOSING

311.1 Definition

This policy provides an authorized paid absence from work granted when the University's work schedule is shortened or canceled due to inclement weather or other emergency conditions that warrant the closing of the University.

311.2 Eligibility

All regular, full-time employees and regular, part-time employees are eligible upon hire for the authorized absence provided by this policy.

Employees who work in essential service areas, including but not limited to University Police, Physical Plant, Student Health Services, the University Switchboard, and patient and animal care facilities, are expected to work during Emergency University Closings. Department supervisors should identify and inform employees who are considered to be essential personnel. These employees should be notified upon hire, and annually thereafter, that they are expected to report to work during an Emergency University Closing.

311.3 Notification and Announcements

Unless specifically noted, announcements of Emergency University Closings exclude the Boston University Medical Campus.

Employees should consult the Office of Human Resources's annual fall notice on Emergency University Closing Announcements for a list of radio and television stations that broadcast University closing announcements.

Shortened Work Schedule-A decision to shorten the work schedule may be made and communicated to employees at any time during the workday.

Cancellation of Evening Work Schedules-When the University is to be closed in the evening, radio and television stations are notified by 3 p.m. under normal circumstances. The stations will announce the closing and specify the cancellation of evening classes and appropriate second- and third-shift operations.

Cancellations of Daytime Work Schedules-When the University's daytime work schedule is canceled, radio and television stations are notified by 6 a.m. under normal circumstances. Public announcements of the cancellation will normally be made by the broadcast media between
6 and 9 a.m.

Employees may call 353-SNOW (617/353-7669) to hear a recorded message regarding the closing or delayed opening of Boston University.

311.4 Compensation and Benefits

When the University shortens its work schedule, eligible employees who have completed all other scheduled work hours in that workday will be paid at their regular rate for the period of time from the official closing time to the end of their regularly scheduled workday.

Non-exempt employees who are required to work during an Emergency Closing will be paid in accordance with the University's standard pay policy for the total number of hours worked during the week, and will earn one-and-one-half
(1-1/2) hours of Compensatory Time Off for each non-overtime hour worked during the closing. At the discretion of the Department Head, the employee may receive one and one-half (1-1/2) times his or her base hourly rate for each non-overtime hour worked during such a closing, in lieu of Compensatory Time Off.

Exempt employees who are required to work during an Emergency University Closing will be eligible for Compensatory Time Off.

All eligible employees maintain their regular benefits while absent from work during an Emergency Closing of the University.

311.5 Other Provisions

During the winter months and periods of inclement weather, employees are expected to allow themselves extra commuting time so that they will arrive at work on schedule.

In unusually difficult weather conditions, the University may grant an arrival time grace period at the beginning of the workday. When this occurs, the Office of Human Resources will inform departments of both the length of the grace period and the compensation policy and procedures that apply to the period. A grace period will not normally exceed the first two hours of the employee's workday.

Employees who are absent from work because of inclement weather conditions when the University is not closed, must inform their supervisor of the absence at the start of the workday. Such absences must be charged to the employee's accrued Vacation Leave, available Personal Days, available Compensatory Time Off, or taken as Unpaid Time Off.

In unusual situations, it may be necessary for the University to temporarily close a work area due to environmental or other emergency conditions. In such cases, if employees cannot be reassigned to other work areas, the Department Head, with the concurrence of the Assistant Vice President for Human Resources, may temporarily excuse the employees from work with pay.

311.6 Related Policies

301 Vacation Leave
303 Personal Days
309 Compensatory Time Off
313 Unpaid Time Off

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312 FAMILY AND MEDICAL LEAVE (FMLA)

This policy incorporates the provisions of the Family and Medical Leave Act (FMLA) with policies and benefits that were available to eligible Boston University employees before the act was passed.

312.1 Definition

The Family and Medical Leave Act allows eligible employees to take a period of up to twelve weeks in a twelve-month period of job-protected leave under the following qualifying events:

• birth or care of a well newborn child or adoption of a child less than eighteen (18) years of age (unless a person over eighteen (18) is incapable of self care) or foster care placement of child with the employee;
• employee's own serious health condition; or
• care of a family member with a serious health condition.

A serious health condition under the Family Medical Leace Act is defined as an illness, injury, or physical or mental condition involving a period of incapacitation of more than three (3) consecutive days that involves inpatient care or continuing treatment by a health care provider for the employee or the employee's family member (spouse, parents, and children) and when the employee's presence is necessary or would be beneficial for the family member's care.

Each absence from work for the above-stated reasons will be considered as Family and Medical Leave and will count toward fulfillment of the twelve-week FMLA leave.

312.2 Eligibility

All regular, full-time and regular, part-time employees who work at least 50% of the regularly scheduled workweek and who have been employed for twelve months or more before the leave begins are eligible.

312.3 Length of Leave

Family and Medical Leave may be approved for a maximum of twelve weeks in a twelve-month period. For purposes of this policy, a "rolling" twelve-month period will be used, measured backward from the date an employee uses any family and medical leave.

In the case of the serious health condition of the employee or the employee's family member, an employee may request leave for a continuous period, intermittent periods, or by a reduced work schedule, to a total of twelve weeks. Leave to care for a well newborn child or newly adopted child should normally be taken in continuous periods and must be taken within twelve months of the birth or placement of the child. Intermittent leave or reduced work schedules may be arranged only if agreed to and approved by the department supervisor.

312.4 Sick Leave Use

During the first eight weeks of Family and Medical Leave for female employees for the purpose of pregnancy and childbirth, available accrued Sick Leave will be applied. If the employee or the child remains medically incapacitated beyond the eight-week period, with approved medical documentation, available accrued Sick Leave will be applied.

All available accrued Sick Leave must be utilized during the period of Family and Medical Leave for the employee's own serious illness. When available Sick Leave is exhausted, accrued Vacation Leave, available Personal Days, and available Compensatory Time Off must be utilized. When available paid absences are exhausted, the balance of the leave will be unpaid.

Employees may utilize available accrued Sick Leave for the care of an ill member of the immediate family living in the same household (spouse, parents, children). If the family member does not live in the same household, Sick Leave cannot be utilized.

312.5 Vacation Leave, Personal Days, Compensatory Time Off Use

While on a Family and Medical Leave, and Sick Leave is not allowable, not available, or not selected, an employee must use accrued Vacation Leave, available Personal Days, and available Compensatory Time. When available paid absences are exhausted, the balance of the leave will be unpaid.

312.6 Requests and Approvals

When Family and Medical Leave is foreseeable, an employee must give thirty (30) days' notice; otherwise an employee must give as much notice as possible. The University has the right to designate absences as Family and Medical Leave for qualified events.

An employee is responsible for submitting a completed Boston University Staff Request/Notification for Leave form to his/her immediate supervisor. Copies of this form are available from the supervisor or from the Office of Human Resources. The supervisor is responsible for forwarding this form to the Department Head for initial review and approval. Requests that are approved at the Department Head level must be forwarded to the Provost or the appropriate Vice President for the final review and decision. The approved Boston University Staff Request/Notification for Leave form must be forwarded to the Office of Human Resources. The Office of Human Resources will be responsible for notifying the employee in writing regarding the conditions and terms of the leave.

When a leave is for a serious health condition for the employee, entitlement to the leave may be subject to medical verification concerning the medical condition of the employee.

When a leave is for a serious health condition for the employee's family member, entitlement to the leave may be subject to medical verification concerning the medical condition of the employee's family member and certification that the employee's presence is necessary or would be beneficial for the family member's care.

When a leave is for adoption or the foster care placement of a child, entitlement to the leave may be subject to the employee providing the University with appropriate documentation of the qualifying event.

312.7 Conditions of Re-employment

An employee on an approved Family and Medical Leave for twelve weeks or less is entitled to return to the same or similar position without loss of the benefits for which he or she was eligible on the date the leave commenced.

An employee who fails to return to work by the expected return date will be considered to have resigned voluntarily from the University.

312.8 Related Policies

301 Vacation Leave
302 Sick Leave
303 Personal Days
309 Compensatory Time Off
313 Unpaid Time Off
314 Leave of Absence-Medical
315 Leave of Absence-Personal

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313 UNPAID TIME OFF

313.1 Definition

Unpaid Time Off is an authorized absence from work without pay for ten (10) consecutive workdays or less, which may be granted for medical or personal reasons after an employee has exhausted his or her applicable Vacation Leave, Sick Leave, available Personal Days, and available Compensatory Time Off.

313.2 Eligibility

All regular, full-time employees and regular, part-time employees are eligible upon hire for Unpaid Time Off.

In cases of Unpaid Time Off that is requested for personal reasons, an employee's accrued Vacation Leave, available Personal Days, and available Compensatory Time Off must be fully used before the Unpaid Time Off commences.

In cases of Unpaid Time Off that is requested for medical reasons, an employee's accrued Vacation Leave, accrued Sick Leave, available Personal Days, and available Compensatory Time Off must be fully used before the Unpaid Time Off commences.

313.3 Length of Absence

Unpaid Time Off is granted only in whole-day increments. It may be granted for a single workday or a number of consecutive workdays up to a maximum of ten (10). Unpaid Time Off cannot be granted for more than ten (10) consecutive workdays. Unpaid absences of more than ten (10) days must be requested under a leave of absence policy.

313.4 Compensation and Benefits

With the exception of the Boston University Retirement Plan, employees maintain their regular benefits while absent from work on approved Unpaid Time Off. Since contributions to the Boston University Retirement Plan are based on employee earnings, Unpaid Time Off will reduce the employee and employer contributions to the plan. Employees are not paid for this absence. For additional information, please refer to the Faculty and Staff Benefits Handbook.

313.5 Requests and Approvals

Employees must submit a written request for Unpaid Time Off to their immediate supervisor at least 24 hours in advance of the desired time off. The written requirement may be waived in emergency situations.

Supervisors are responsible for obtaining departmental decisions and communicating them in writing to the employees. Approvals must clearly define the duration of the absence and the date the employee is expected to return to work. Department Heads are authorized to approve requests for Unpaid Time Off.

Approval decisions must take into consideration the staffing and budgetary needs of the department. Requests may be denied on the basis of these or other reasonable considerations.

313.6 Other Provisions

An employee may request more than one period of Unpaid Time Off during a fiscal year. However, du