Policies & Procedures

Policies for Administrative Professional Staff Employees

Chapter 6 Rewards and Benefits

6.1 Benefit Accrual and Change in Status

Approved March 23, 1999
Approved and Revised May 12, 2011

Employees transferred into or out of an administrative, professional, civil service or faculty position will accrue benefits at the rate established standards for the new appointment and will not be entitled to any excess benefit. In the event that an employee may lose an excess benefit due to a change in status or due to assuming a new position, the employee must use the excess benefit prior to the change in status or prior to assuming the new position. Exceptions may be made for positions reclassified due to compliance with regulatory obligations.

6.2 Bereavement Leave

Approved March 1991
Approved and Revised March 23, 1999
Approved and Revised May 12, 2011
Approved and Revised April 24, 2013
Approved and Revised December 14, 2016
Approved and Revised January 3, 2023

A leave of up to four work days with pay will be granted for employees to attend the funeral of a member of the immediate family or household. For purposes of funeral leave, the immediate family is defined as spouse, domestic partner as recognized by the State of Illinois, civil union partner, child, parent, brother, sister, grandparent, grandchild, and corresponding in-laws. Household is defined as anyone maintaining a family relationship living in the employee‑s home. Approval will be granted for leave with pay of one (1) work day to attend the funeral of a relative outside the immediate family or household as defined above.

In accordance with the Family Bereavement Leave Act, as amended, employees who suffer the loss of a child are eligible for up to ten (10) work days of bereavement leave within 60 days after notice of the death of a covered family member.  A covered family member includes an employee’s child, stepchild, spouse, domestic partner, siblings, parent, mother-in-law, father-in-law, grandchild, grandparent, or stepparent.  Employees who suffer the loss of two or more covered family members during a twelve (12) month period are entitled to up to six (6) weeks of bereavement leave during this twelve (12) month period. 

Bereavement leave can be taken to attend the funeral or alternative to a funeral of a covered family member, to make arrangements as necessitated by the death of the family member or to grieve the death of a family member.  Unpaid leave may also be granted due to absence from work due to a miscarriage, an unsuccessful round of intrauterine insemination or of an assisted reproductive technology procedure, a failed adoption match or an adoption that Is not finalized because it is contested by another party, a failed surrogacy agreement, a diagnosis that negatively impacts pregnancy or fertility or a stillbirth.  This period of bereavement leave is inclusive of leave with pay allowed for Bereavement Leave. Family Bereavement Leave may be paid or unpaid depending on the employee’s available sick and vacation balances. 

Leave beyond specified amounts based on an employee's classification may be approved under special circumstances but shall be charged against accrued sick leave or vacation, as appropriate, by the Office of Human Resources in consultation with the employee's immediate supervisor. In the event the employee is without sufficient accrued leave time, a leave of absence without pay may be granted.

6.3 Blood or Blood Platelet Donor Leave

Approved May 13, 2015

Status employees, who have been employed for six months or more, may be granted paid leave time for the purpose of donating blood or blood platelets. Blood or blood platelet donor leave is provided for under State of Illinois Compiled Statutes 5 ILCS 327- Organ Donor Leave Act. Employees are eligible to take leave as follows: up to one hour to donate blood; up to 1.5 hours to donate double red cells; up to 2 hours to donate blood platelets.

The frequency of the blood donation times shall be set by rule in accordance with appropriate medical standards established by the American Red Cross, America's Blood Centers, the American Association of Blood Banks, or other nationally-recognized standards. Supervisory approval is required prior to blood or blood platelets donation. Leave time for blood or blood platelets donation should be arranged at a time that is workable for both the employee and the department. If requested by the supervisor, the employee must provide documentation of the donation from the appropriate medical organization. Employees are requested to provide as much advance notice as possible regarding need for leave. Employees are not required to use accumulated sick or vacation leave time before being eligible for Blood or Blood Platelet Donor Leave.

Acknowledgements: The following resources and agencies were utilized in the development of this policy: Western Illinois University, Blood and Organ Donor Leave Policy; University of Illinois-Champaign, Blood or Blood Platelet Donor Leave Policy Blood; blood platelet donor leave is provided for under State of Illinois Act (820 ILCS 149/1) Employee Blood Donation Leave Act.

6.4 Bone Marrow and Organ Donation Leave

Approved May 13, 2015

Status employees, who have been employed for six months or more, may be granted paid leave time for the purpose of donating bone marrow or organ(s). Bone marrow and organ donor leave is provided for under State of Illinois Compiled Statutes 5 ILCS 327- Organ Donor Leave Act. An employee may use up to 30 days of organ donation leave in any 12-month period to serve as a bone marrow donor and up to 30 days of organ donation leave in any 12-month period to serve as an organ donor. Employees must provide supporting documentation for need of leave and obtain prior approval from the Office of Human Resources. Employees are requested to provide as much advance notice as possible regarding need of leave. Employees are not required to use accumulated sick or vacation leave time before being eligible for Organ Donor Leave. Acknowledgements:  The following resources and agencies were utilized in the development of this policy: Western Illinois University, Blood and Organ Donor Leave Policy; University of Illinois-Champaign, Organ or Bone Marrow Donor Leave Policy Organ or bone marrow donor leave is provided for under State of Illinois Compiled Statutes 5 ILCS 327 - Organ Donor Leave Act

6.5 Change in Marital Status

Approved May 12, 2011

Employees are responsible for notifying the Office of Human Resources of a change in marital status, domestic partner status or civil union partner status so that beneficiaries and benefits can be updated. Changes in insurance must be done within 60 days of the change in family status in order to comply with the State of Illinois Central Management Services. Employees may need to change beneficiaries directly with some vendors, such as the Supplemental Retirement Plan (403B) investment provider.

To add a spouse, same sex domestic partner or civil union partner to insurance coverage, a copy of the marriage certificate must be provided to the Office of Human Resources and the employee must complete a change in insurance form. If adding children/step-children, additional insurance forms must be completed and a copy of the child's/children's birth certificate(s) is/are required. The Benefits Department can assist an employee upon request.

Employees who have spouses, same sex domestic partners, or civil union partners and dependents covered under a University benefits plan, including tuition waivers, must notify the Benefits Department in the Office of Human Resources at the time of dissolution of the marital relationship, same sex domestic partnership or civil union partnership.

A divorce decree is required in order to remove a former spouse from a benefits plan. A former spouse should be removed from the benefits plan(s) as soon as possible to ensure refund of premiums. Failure to do so may be considered insurance fraud.

6.6 Civil Air Patrol Leave

Approved by Chancellor's Council: April 19, 2017

Eligible employees who are members of the of the United States Air Force civilian auxiliary (Civil Air Patrol) and who are performing a Civil Air Patrol mission are eligible for up to 30 days of unpaid leave of absence to perform a Civil Air Patrol mission.

To be eligible for this leave, employees must be employed at least 12 months and have worked for at least 1,250 hours during the 12-month period immediately preceding the start of this leave. The employee must also provide certification from the proper Civil Air Patrol authority to verify the employee's eligibility for the Civil Air Patrol Leave requested.

The employee must provide at least 14 days’ notice of the date that the Civil Air Patrol missions will commence if the leave will consist of 5 or more consecutive work days. When able, the employee shall consult with the employer to schedule the leave so as not to unduly disrupt the operations of the employer. Employees taking Civil Air Patrol Leave for fewer than 5 consecutive days shall give the University advanced notice as is practical and at least within 24 hours from receipt of leave orders.

Employees have the option to take Civil Air Patrol Leave with or without pay. To remain in pay status, employees must use accrued vacation leave in accordance with University policy.

Employees who plan to take Civil Air Patrol Leave without pay will need to contact Benefits staff in Human Resources to discuss details about continuation of insurance coverage and any premium payments due while they are in non-pay status.

An employee returning from Civil Air Patrol Leave will be restored to the position held by the employee when the leave commenced or to a position with equivalent seniority status, employee benefits, pay, and other terms and conditions of employment.

(820 ILCS 148/) Civil Air Patrol Leave Act

Reference 

6.7 Civil Union

Per Public Act 96-1513, the State of Illinois now requires employers to provide coverage for Civil Union partners (same sex and opposite sex) and their dependents. Employees who seek to apply for the Civil Union Benefit Program must obtain a Civil Union Partnership Certificate in Illinois and submit it to the Office of Human Resources within 60-days. This information will be kept confidential insofar as the law allows.

6.8 Continuation of Insurance Coverage (COBRA)

Approved March 23, 1999
Approved and Revised May 12, 2011

COBRA, (Consolidated Omnibus Budget Reconciliation Act) allows for the temporary extension of health benefits coverage to eligible covered members and their eligible dependents when coverage has ended due to a qualifying event.

A former employee or Qualified Beneficiary must notify a Benefits Counselor within 60 days of the date of the event or the date on which coverage would end, whichever is earlier. If COBRA continuation of coverage is elected, coverage is reinstated retroactive to 12:01 a.m., the date following termination of coverage. Failure to notify within 60 days will result in disqualification of COBRA continuation coverage.

1. Employees
2. Annuitants
3. Survivors previously receiving an annuity
4. Spouse
5. Same sex domestic partner
6. Civil union partner
7. Dependent children
8. Child born to or placed for adoption with the covered employee during a period of COBRA

Employees are responsible for the premiums if coverage is continued. For University employees, COBRA applies to the State health, dental, and vision coverage. Continuation for COBRA qualified dependents shall be identical to the employee's coverage at the time coverage was lost. Covered dependents retain COBRA eligibility rights even if the employee chooses not to enroll in COBRA. Employees who have opted out of health, dental and vision insurance coverage and their dependents are not eligible to participate in COBRA.

6.9 Dental Insurance

Employees may choose coverage for themselves only or may also include eligible dependents. Employees have the option to participate in the Quality Care Dental Plan (QCDP) or they may elect not to participate. If an employee chooses not to participate, any enrolled dependents will also not have dental coverage.

6.10 Disaster Service Volunteer Leave

Approved by Chancellor's Council: April 19, 2017

University employees may be eligible for leave with pay for up to 20 working days in a 12-month period to participate in specialized state disaster relief services for a level III or above disaster at the request of the Red Cross or Illinois Emergency Management Agency (IEMA). Eligible employees must be a certified disaster service volunteer of the American Red Cross or IEMA, provide certification of their volunteer status, provide documentation of the request and obtain the approval of their department based on operational needs.

Employee benefits shall be continued by the University while employees are on this paid leave. Hourly employees are paid at the regular rate of pay for their regular scheduled hours. Salaried employees are paid their standard salary amount while on this leave. Holidays do not extend the allowable leave maximum.

Employees who take this leave do so without loss of seniority or pay and with no impact on any leave accruals.

The Disaster Service Volunteer Leave Act states that, "Leave under this act shall not be unreasonably denied for services related to a disaster within the United States or its territories."

(5 ILCS 335/) Disaster Service Volunteer Leave Act

Reference

Acknowledgements: The University acknowledges and credits the following universities in the development of this policy: Illinois State University Policy 3.1.11 Leave of Absence, University of Illinois Urbana-Champaign, Time Off and Leave policy.

6.11 Domestic Partner Benefits

Approved May 12, 2011
Revised June 1, 2011

The University has extended recognition of any domestic partnership which meets the eligibility criteria and offers certain benefits to same sex domestic partners of Southern Illinois University Edwardsville employees. Due to the passage of the State's Civil Union law effective June 1, 2011, the domestic partner dependent category for insurance coverage is no longer available for any new same sex domestic partners. Dependents currently enrolled in this category will continue to have insurance coverage as long as they remain eligible and premiums are paid.

If an employee would like to add coverage for a same-sex partner after June 1, 2011, they must apply under the Civil Union category. 

6.12 Election Judge Leave

Approved by Chancellor’s Council: April 19, 2017

The Illinois Election Code grants eligible employees unpaid leave time for the purpose of serving as an election judge within the State of Illinois. An employee may elect to use vacation time during this leave in order to remain in pay status.

Any person who is appointed as an election judge under Section 13-1 or 13-2 of the Illinois Election Code may be eligible to request this leave, providing proof of the appointment.

An employee must provide his/her supervisor or department with written request for this leave at least 20 days in advance. The length of leave that is granted is dependent upon the election judge appointment.

Employees who plan to take Election Judge Leave without pay may need to contact Benefits staff in Human Resources to discuss details about continuation of insurance coverage and any premium payments due while they are in non-pay status.

(10 ILCS 5/) Election Code

Reference

6.13 Employee Assistance Program

Employees will be directed to counseling services outside the University to assist them with anger management, anxiety, conflict at work or home, domestic violence, elder-care issues, family/parenting issues, feelings of worry or the blues, financial concerns, grief/loss, pre- and post-natal concerns, problems with alcohol or drugs or stress. All calls and counseling sessions are confidential, except as required by law. No information will be disclosed unless written consent is given by the employee.

6.14 Family Medical Leave Act (FMLA)

Updated February 21, 2017

Employees are eligible for family and medical leave in accordance with the Family and Medical Leave Act of 1993 as amended.  To be eligible for family and medical leave, an employee must have worked at SIUE for at least 12 months or one academic year. The employee also must have worked at least 1,250 hours during the preceding rolling 12-month period.  With appropriate eligibility, documentation, and notification, family and medical leave of up to 12 work weeks once every 12 months is available in the event of:

• the birth of an employee's child;
• the placement of a child with the employee for adoption or foster care;
• the care of a spouse, Civil Union partner, child, or parent with a serious health condition;
• a serious health condition which prevents the employee from performing the functions of his/her job;
• for any "qualifying exigency" when the employee's spouse, Civil Union partner, child, or parent is on active duty or is notified of an impending call or order to active duty in the Armed Forces (including the Reserves and National Guard in support of a "contingency operation")
• for the care of a spouse, Civil Union partner, child, or parents who is a service member undergoing medical treatment, recuperation, or therapy, is on out-patient status, or is on the temporarily disabled, retired list for a serious injury or illness.  Eligible employees may take up to 26 weeks of unpaid leave during one 12-month period.

In addition, eligible employees may take up to 12 weeks of unpaid leave during a 12-month period for "any qualifying exigency" when the employee's spouse, Civil Union partner, child, or parent is on active duty or is notified of an impending call or order to active duty in the Armed Forces (including the Reserves and National Guard in support of a "contingency operation").

Family and medical leave may be paid or unpaid according to existing paid leave provisions and the employee's available paid leave balances.  If the purpose of the leave is to care for a sick family member or one's own serious health condition, the employee may take the leave intermittently.  An employee's paid and unpaid leaves will run concurrently with any sick leave and are subject to all applicable rules and regulations of the employee's department and the University.

To apply for leave, an employee should contact the Benefits Department to request forms and inquire about any additional information and documentation requirements.  The employee may be required to provide advance leave notice and medical certification.  Leave may be denied if requirements are not met.

6.15 Flexible Spending Account

The Flexible Spending Account is a program offered by the Illinois Department of Central Management Services (CMS) and is comprised of two assistance plans, the Medical Care Assistance Plan (MCAP) and the Dependent Care Assistance Plan (DCAP). Through these plans, state employees can pay for out-of-pocket medical expenses and/or work-related dependent care expenses during the plan year with tax-free dollars.

6.16 Health Insurance

There are two types of health care plans available: an indemnity plan called the Quality Care Health Plan (QCHP), and two managed care plans consisting of a Health Management Organization Plan (HMO), and an Open Access Plan (OAP). Plans vary in rates, provisions, and levels of coverage. If a plan selection is not made within the first 10 days of employment, employees are automatically defaulted into the QCHP.

6.17 Health Insurance Portability and Accountability Act (HIPAA)

Approved May 12, 2011

The University complies with the Health Insurance Portability and Accountability Act. This includes respecting employees' rights to maintain the privacy of their health information and ensuring appropriate security of all protected health information.

6.18 Holidays and Holiday Pay

Approved February 1982
Approved and Revised March 23, 1999
Approved and Revised May 12, 2011
Approved and Revised January 22, 2016
Approved and Revised February 17, 2016

The University will be closed and all employees will be excused, except in emergencies and for necessary operations, on the following holidays: New Year's Day, Memorial Day (as determined by the law of the State of Illinois), Independence Day, Labor Day, Thanksgiving Day, Christmas Day, and five holidays to be designated by the Chancellor before July 1 of each year.

In order for employees to be eligible for benefits, the employee must work or must be in a continuing pay status the scheduled work day preceding and following the holiday, unless absence on either or both of these work days is approved by the departmental fiscal officer and the Director of Human Resources. Continuing pay status is defined as a continuing period of time between the last scheduled work day and the next scheduled work day unbroken by any absence without pay.

In the event that work is required on a University holiday listed above by non-exempt employees, compensation will be at time and one-half (1½) the regular rate of pay. Negotiated employees will be compensated in accordance with the terms of the applicable collective bargaining agreement. Prevailing rate employees will be compensated in accordance with the prevailing practice in the area which will ordinarily be established by a multi-employer area collective bargaining agreement.

Extra help and temporary employees are not eligible for holiday pay.

In the event that work is required on a University holiday listed above by exempt employees, the employee will receive an alternative day off to be taken upon a mutually- agreed time between the supervisor and employee. Alternative time earned for this purpose should be used within the current fiscal year. Any exception to this must be approved by the Director of Human Resources.

When a holiday falls on a Saturday, the day preceding it will be recognized as a holiday. When a holiday falls on a Sunday, the day following the holiday will be recognized as a holiday.

Employees who normally work other than a Monday-through-Friday schedule, and who are not scheduled to work on a recognized holiday, will receive, with Vice Chancellor approval, based upon operational needs, either (1) the scheduled day off nearest the recognized holiday, or (2) an additional day's pay at the regular rate.

Full time employees who work a regular schedule beyond 7.5 hours per day, who are regularly scheduled to work on the day of the week that a recognized holiday occurs, will  not be scheduled to work on the holiday and will receive 7.5 hours of holiday pay. The employee will be allowed to either work additional hours during the work week of the recognized holiday or, at the request of the employee, use available vacation to make up the difference between their holiday pay and regularly scheduled hours. 

Part-Time employees who work a regular schedule up to 7.5 hours per day will receive pro-rated holiday pay based on their appointment percentage. 

Part time employees who work a regular schedule beyond 7.5 hours per day, who are regularly scheduled to work on the day of the week that a recognized holiday occurs, will  not be scheduled to work on the holiday and will receive pro-rated holiday pay based on their appointment percentage. The employee will be allowed to either work additional hours during the work week of the recognized holiday or, at the request of the employee, use available vacation to make up the difference between their holiday pay and regularly scheduled hours.

Any other holiday or emergency time off shall be subject to the discretion and approval of the Chancellor.

6.19 Jury Duty

Approved February 1982
Approved and Revised March 23, 1999
Approved and Revised May 12, 2011

Permanent, apprentice, learner, trainee, and provisional employees who are called for jury duty or subpoenaed by any legislative, judicial, or administrative tribunal will be allowed time away from work with pay for such purposes provided such service is not required for appearing as (1) a plaintiff, complainant, defendant or respondent in a non-job related proceeding involving such employee; (2) an expert witness when the employee is compensated for such appearance; or (3) a plaintiff or complainant in a proceeding in which the Board or any employer representative is a defendant or respondent.

No reduction in the amount of the employee's regular pay shall be made for an employee who has been granted a leave of absence for jury duty or witness service. In granting a leave of absence for jury duty, consideration will be given to the hours which the employee may be required to return to work for a portion of the employee's work shift when the employee is not required in any jury attendance. Employees shall present a copy of the appropriate notice to appear to their immediate supervisor at least three (3) working days prior to the date the employee is to be absent from work. Upon returning to work, employees shall present appropriate documentation to confirm the jury duty or witness appearance.

6.20 Life Insurance

Benefits-eligible employees may also choose to apply for and purchase optional life insurance for themselves and/or their eligible dependents. Spouse term life and/or child term life insurance coverage is also available.

A supplemental life insurance plan may be purchased for employees. Employees may also apply for spouse and child life insurance. This life insurance is portable so employees have the option of keeping the coverage to age 70 and can convert the policy to a whole life insurance plan.

Accidental death and dismemberment (AD&D) insurance is available to both employees eligible for benefits and their eligible dependents.

6.21 Long Term Disability Insurance

LTD benefits become payable after employees have been continuously disabled through the elimination period, which is the greater of 90 days or the expiration of sick leave following accidental injury, sickness or pregnancy. Benefits under the plan are coordinated with any SURS disability payments.

6.22 Medical Leave of Absence

Approved May 12, 2011

A leave of absence without pay may be granted to a status employee for medical reasons if the leave is justified for health reasons and supported by medical documentation. Employees must have a physician's release to return to employment.

Unpaid medical leave may begin only after all accumulated sick leave has been used for injury or illness other than a work related injury or illness. Paid and unpaid leaves will run concurrently with any FMLA leave and are subject to all applicable rules and regulations of an employee's department and the University.

6.23 Military Leave

Approved February 1982
Approved and Revised March 23, 1999
Approved and Revised May 12, 2011

See Public Act 100-1101 for information regarding Military Leave.

6.24 Mutual Benefit Leave

Employees may request a mutual leave of absence without pay during the time period June 16-August 15 subject to approval by the employee's immediate supervisor and Director of Human Resources. An employee on a mutual benefit leave will not accrue any sick leave and/or vacation time until the employee returns to work and will be responsible for paying any premiums required for continuation of benefits. An employee's seniority date is not affected by any mutual leave time taken.

6.25 Professional Development Leave

Approved February 1982
Approved and Revised March 23, 1999
Approved and Revised May 12, 2011

An administrative/professional employee shall be eligible for professional development leave(s) with pay. All leaves approved hereunder are tentative until ratified by the Board of Trustees. Professional development leave will be considered when demonstrable benefits would accrue to the employee and the University by the grant of such a leave. Such benefits may include, but are not limited to, increasing the effectiveness or efficiency of the higher education processes of the University; improving the professionalism of the employee in the performance of assigned responsibilities; and retraining and reorienting employees for new roles within the University.

Application for professional development leave shall be submitted to the immediate supervisor of the employee, the dean (if appropriate), and the appropriate vice chancellor, or the chancellor for those employees not reporting to a vice chancellor. A written report summarizing what was accomplished during the leave shall be submitted to the appropriate vice chancellor or the chancellor, as applicable, within six months following the completion of a professional development leave.

A recipient of a professional development leave shall be permitted to receive additional financial assistance from sources other than the University, provided that specific arrangements concerning such assistance have received administrative approval by the chancellor prior to the granting of the leave.

An employee on a fiscal year appointment and approved for professional development leave will be paid the rate of compensation equal to the regular monthly rate of the employee at the time of the leave. The employee is not eligible to accrue vacation during the period of the leave. The individual is expected to take vacation during the leave in accordance with University vacation policy for fiscal-year employees.

A staff member who fails to return following the leave or who fails to serve the full period as described above must reimburse the University for a percentage of salary equivalent to the percentage of time remaining in the obligated period of service.

New employees have the choice between three different retirement plans: Traditional, Portable, and Self-Managed. Employees receive information directly from SURS about the three options and have six months from their first day of employment to choose one of the three plans. Employees are initially enrolled in the Traditional Benefit Package and if an election is not submitted within six months, participation in the Traditional Benefit Package will continue. Choosing a plan is an irrevocable, one-time decision that cannot be changed at a later date.

Employees seeking to increase retirement funds may also participate in a 457 plan or the 403b plan. Please see those sections for additional information.

6.28 Retirement-Supplemental Optional

The Deferred Compensation Plan is a voluntary plan operated by the State of Illinois and is designed to have tax-favored status under IRS Code Section 457. Employees may choose to make pre-tax contributions through payroll deduction. Employees may select from a list of approved vendors and direct their contribution investments. Investment earnings accumulate on a tax-deferred basis until retirement. There is no employer or state matching with the Plan.

Employees may participate in both the Supplemental Retirement Plan and the State of Illinois Deferred Compensation Plan.

6.29 School Visit Leave

Approved April 24, 2013

An employee may take unpaid School Visit Leave of up to a total of 8 hours during any school year, and no more than 4 hours of which may be taken on any given day, to attend school conferences or classroom activities related to the employee's child if the conference or classroom activities cannot be scheduled during non work hours. School Visit Leave can only be taken after the employee has exhausted all accrued vacation leave, personal leave, compensatory leave and any other leave that may the employee may be eligible for except sick leave and disability leave. Before arranging attendance at the conference or activity, an employee must provide their supervisor with a written request for leave at least 7 days in advance of the time the employee is required to utilize the school visitation leave. In emergency situations, no more than 24 hours notice shall be required. Supervisors have the right to require documentation of the school visit including time and date the school visit has occurred and ended within 2 days of the school visit. Employees are expected to consult with their supervisor so that their scheduled leave does not disrupt the operations of the department.

6.30 Sick Leave

Approved February 1982
Approved and Revised March 23, 1999
Approved and Revised May 12, 2011
Approved and Revised February 22, 2012
Approved and Revised September 5, 2012
Approved and Revised November 12, 2014
Approved and Revised December 14, 2016

Professional administrative staff employees will be eligible for sick leave benefits in accordance with the following:

1. Accruable sick leave benefits will be granted to Professional Administrative staff employees on full-time academic or fiscal year continuing appointments at the rate of 7.2 work days per year. Employees on a continuing appointment of less than twelve months or less than a 100% appointment will earn sick leave prorated to their length of contract and/or appointment percent. Benefits are granted at the beginning of the fiscal year. Employees may use their sick leave that would be accrued over a 6-month period for absences due to an illness, injury, or medical appointment of the employee’s spouse, same sex domestic partner as recognized by the State of Illinois, civil union partner, children, parents, step-parent, brothers, sisters, grandparents, grandchildren and corresponding in-laws for those not living within the household.
2. Non-accruable sick leave benefits will be granted to Professional Administrative staff employees on full-time fiscal year appointment at the rate of 43 work days per year. Employees on a continuing or term appointment of less than twelve months or less than a 100% appointment will earn sick leave prorated to their length of contract and/or appointment percent. Non accruable sick leave days may be used for the care of the employee’s spouse, a same sex domestic partner as recognized by the State of Illinois, civil union partner, children and members of the immediate family living in their household. Immediate family includes parents, brothers, sisters, grandparents, grandchildren, and corresponding in-laws.  Sick leave may be used for illness and injuries for immediate family members other than those in the households of employees when such leave is approved under the Family Medical Leave Act. In addition, one half of the employee’s non accruable sick time may be used for absences due to an illness, injury, or medical appointment of the employee’s spouse, same sex domestic partner as recognized by the State of Illinois, civil union partner, children, parents, step-parent, brothers, sisters, grandparents, grandchildren and corresponding in-laws for those not living within the household.
3. Sick leave for Professional Administrative staff employees will be used in the following order until each type of leave is exhausted:
   1. Non-accruable sick leave from the current year
   2. Sick leave accrued before January 1, 1984
   3. Sick leave accrued on or after, January 1, 1998
   4. Sick leave accrued from January 1, 1984 through December 31, 1997
4. Sick leave guidelines for represented Professional Staff are defined in the negotiated contract.
5. Employees supported entirely by external funding such as federal or state grants will receive sick benefits in accordance with the funding levels set by said grants.

The following sick leave policies are applicable to all employees regardless of their classification:

1. Sick leave shall not accrue during periods of leave without pay or other non-pay status.
2. There is no limit in the amount of accruable sick leave that may be accumulated.
3. Holidays recognized by the University will not be included in sick leave.
4. Sick leave will be transferable within the Southern Illinois University system.
5. All records of annual and extended sick leave benefits shall be maintained in the office of the fiscal officer.
6. Excessive Use and/or Abuse of Sick Leave- The University may refuse to authorize or approve sick leave pay benefits if it is determined that the claim for sick leave is fraudulent based on unauthorized purposes. Sick leave abuse occurs when an employee uses sick leave for unauthorized purposes or misrepresents the actual reason for charging an absence to sick leave. Sick Leave abuse may also occur when an employee establishes a pattern of sick leave usage over a period of time, such as the day before or after a holiday, on a Monday and/or Friday, after a payday, any one specific day, half-day, or a continued pattern of maintaining zero or near zero sick leave balances. The University reserves the right to require acceptable evidence of illness, injury, or disability submitted to the Office of Human Resources before allowing any sick leave benefits. Employees who misuse sick leave may be subject to the University's progressive disciplinary action which may result in suspension or termination from employment.
7. Notification to supervisor of absence- An employee who is (or expects to be) absent from work shall notify the appropriate supervisor immediately, and, in cases where the absence will be for more than three (3) days, the employee shall notify the supervisor of the anticipated length of absence so that arrangements can be made to fulfill the employee's duties during said absence. If an employee is off work more than (3) days, the employee should complete the appropriate FMLA documents.
8. A physician's certification sent directly to the Office of Human Resources is required for an employee to return to work following the use of FMLA.
9. Sick leave accrued balances are separated by certain dates to be consistent with the State rule changes to sick leave. The following accruable sick leave periods shall be applicable:
   1. accruable sick leave earned and unused before January 1, 1984
   2. accruable sick leave earned and unused January 1, 1984 through December 31, 1997
   3. accruable sick leave earned and unused after January 1, 1998
10. Employees who use sick leave during University closure due to inclement weather or other emergency closures must use sick time for the closure period.
11. Employees receiving sick leave pay may not work elsewhere without forfeiture of this pay, except when outside employment has been approved by the University.

In accordance with Illinois Public Act 83-976, employees who terminate for any reason and have a sick leave balance accrued and unused from January 1, 1984 through December 31, 1997 shall be paid for one-half of the balance. In the event of death, such payment will be payable to the estate of the deceased employee.

6.31 Temporary Leave to Answer Subpoena

Approved February 1982
Approved and Revised March 23, 1999
Approved and Revised May 12, 2011

An employee who is summoned by subpoena to appear in a court action on behalf of the University, or other state or federal agency hearing or proceeding shall be permitted to be absent without loss of pay. If payment other than travel expenses is received for services as a witness, the employee may choose to retain payment and charge the absence against vacation leave or take the leave without pay.

6.32 Temporary Leave With Pay

Approved February 1982
Approved and Revised March 23, 1999
Approved and Revised May 12, 2011
Approved and Revised November 12, 2014

A temporary leave of absence with pay may be granted upon request for reasons, including but not limited to emergency illness of family, funeral leaves, jury duty and military leaves. Temporary leave with pay shall not exceed two weeks (10 working days) during any fiscal year.

In accordance with the definitions appearing below, employees may be granted a leave of absence for a period not exceeding two weeks. Approval must be obtained from the Office of Human Resources. Additional documentation supporting the need of leave will be required for approval. If applicable, employees may be required to take leave under the Family Medical Leave Act.

The following definitions shall apply to requests for temporary leave with pay:

1. Emergency Leave - for care of hospitalized, critically ill members of the employee's immediate family: Immediate family is defined as spouse, same sex domestic partner, civil union partner, child, parent, grandparent, grandchild, brother, sister and corresponding in-laws of an employee.
2. Funeral Leave - allows for attendance at the funeral of immediate members of the employee's family. Immediate family is defined as the spouse, same sex domestic partner, civil union partner, child, parent, grandparent, grandchild, brother, sister and corresponding in-laws of the employee.
3. Military Leave - temporary duty not to exceed two weeks.
4. Jury Duty - a leave of absence without loss of pay will be granted for time actually spent on jury duty.

6.33 Temporary Leave Without Pay Approved February 1982 Approved and Revised March 23, 1999 Approved and Revised May 12, 2011 Each full-time employee may request a leave of absence without pay for a specified reason and for a specified duration not to exceed one (1) year. Such leave must be recommended by the respective Vice Chancellor, subject to approval by the Director of Human Resources. All accrued vacation must be taken prior to a leave of absence without pay. An approved leave will assure the staff member's return to the same position. The employee's office or department shall take steps to fulfill the employee's duties during his/her absence.

6.34 Termination of Employment and Effect on Benefits

Approved May 12, 2011

When an employee terminates his/her employment or retires, he/she or his/her beneficiaries should be aware of the following University guidelines:

1. Termination
   1. All employees who terminate from the University must return all University property including, but not limited to, laptops, ID cards, credit cards, keys, parking service permits, etc, prior to their last day of work. Before final pay will be issued, employees must also submit any necessary travel reports and/or phone reimbursements, unpaid parking tickets, and any other amounts due the University, prior to their last day of work. Payroll deduction items such as a balance due for parking hang tags and/or payroll overpayment corrections will be withheld from the employee's final pay if necessary.
   2. Benefit plan coverage ceases at midnight the day of termination. An employee may continue health, dental, and vision coverage for up to a specified period of time through COBRA. State life insurance may be converted to an individual policy.
   3. Contributions to a pre-tax Medical Plan and/or Dependent Care plan will cease upon termination of employment unless an employee completes a MCAP COBRA form prior to termination. If employees elect to continue the MCAP, they are required to continue participation throughout the end of the plan year. Only claims incurred during participation in a MCAP are eligible for reimbursement.
   4. Supplemental Term Life Insurance may be continued under a portability feature. Group Long Term Disability Insurance may be converted to an individual plan.
   5. Employees and dependents receiving tuition waivers may retain the tuition waiver through the end of the semester session but will not receive any further benefit.
2. Retirement
   1. Final pay amounts must be completed for retiring employees before the information may be sent to the State Universities Retirement System (SURS). This includes retroactive pay increases, overtime pay, adjustments/corrections to pay, and buyouts of vacation and sick time. The final pay determination may be delayed in the event of an annual retroactive pay increase for an employee. The benefits department will communicate with retiring employees to inform them of pay amounts that occur after their last day worked as such an occurrence will affect the retirement filing with SURS.
   2. An employee who achieves 20 or more years of service credit and qualifies for state insurance benefits in retirement, receives fully paid retiree health insurance benefits. Employees with less than 20 years of service credit share in the cost of health insurance premiums based upon years of service credit. The State of Illinois pays 5% of the retiree´s premiums for each year of service up to 20 years.
   3. State Life Insurance will remain the same amount if the retiree is less than 60 years of age. At age 60, the basic life amount is changed to $5,000 plus any optional coverage elected times the basic amount. Retirees may convert the difference in coverage to either a term or whole life individual policy and pay the new premium.
   4. Supplemental Term Life Insurance may be converted to an individual policy with a maximum amount of $10,000. Retirees and their dependents receive tuition waiver benefits only for the SIU system.
3. Death
   1. In the event of the death of an employee with active employment status, the employee's department should complete a termination form effective the last day worked. Additional documentation is required prior to the final pay processing. For information, please contact the Office of Human Resources at (618) 650-2190. Payroll will process the final pay amounts in compliance with the law after the appropriate documentation is received.
4. Layoff
   1. Employees on seasonal layoff may maintain continuous coverage of all insurances and tuition waiver benefits. Central Management Services (CMS) of the State of Illinois bills employees directly for the employee premium for life, health, and dental insurances during the layoff period. Employees must submit payment directly to CMS. Per the State regulations, payments due to CMS may not be withheld through payroll deduction when the employee returns to work.
   2. Employees are responsible for other insurance costs normally deducted through payroll withholdings such as Supplemental Term Life Insurance and Group Long Term Disability Insurance. The premium cost will be accumulated during the layoff period and deducted from the first payroll after the employee returns to work.
   3. Employees on permanent layoff will have their insurance coverage terminated on the day after the layoff. An employee may continue health, dental, and vision coverage through COBRA for up to 18 months. State Life Insurance may be continued under the group plan for up to 12 months. After 12 months the life insurance may be converted to an individual plan.
   4. Tuition waiver benefits for permanently laid-off employees continue for one year after the date of layoff.

6.35 Tuition Waiver

Approved March 23, 1999
Approved and Revised May 12, 2011

Administrative and Professional staff employees are able to use tuition waivers within the SIU System. Staff on continuing appointment are eligible for tuition waivers as long as their contract is active and this includes being on leave for summer break. Staff on term appointment are eligible for tuition waivers during their term appointment, provided the class is completed by the end of the term contract.

To use the tuition waiver benefit, employees:

• employment date must be before the first day of classes for the term for which the tuition waiver is requested. 
• enroll and meet the academic requirements of the university.
• who work part-time, receive a tuition waiver pro-rated to their appointment.  If they work an 80% appointment, they receive an 80% waiver.
• who take classes during working hours must have the approval of their supervisor before enrolling in class.
• may not receive a waiver for Medical, Law, Aviation, Pharmacy, or any other professional programs.
• will pay all applicable fees, as fees are not included.
• represented by a collective bargaining agreement, should refer to their appropriate union contract for additional information.
• will be responsible for taxes due on graduate level class waivers in excess of the limit set by the IRS in the SIUE Educational Assistance Plan.

6.36 Vacation

Approved February 1982
Approved and Revised March 23, 1999
Approved and Revised May 12, 2011
Approved and Revised September 5, 2012
Approved and Revised May 31, 2023

Professional Administrative Staff employees will be eligible for vacation benefits in accordance with the following:

1. Administrative Staff appointments qualify for vacation benefits if they cover periods of at least six months. Vacation is earned at the rate of 2.0834 days per month prorated to the percentage of appointment.
2. For persons serving in administrative professional positions, a period of vacation in excess of two continuous weeks will require special approval by the respective appropriate functional area director or dean.
3. Employees supported entirely by external funding such as federal or state grants will receive vacation benefits in accordance with the funding levels set by said grants and may have specific vacation days designated by the University.

The following vacation policies are applicable to all employees regardless of their classification:

1. Vacation accrual balances are limited to two years of accrued and unused vacation leave time. Employees will continue to accrue vacation if they have reached the amount of vacation they could accrue in a two-year period at their current rate of accrual up to June 30 of each year. Vacation records are reviewed on June 30 of each year to ensure that employees do not exceed this limitation. Excess vacation leave time beyond the two year accrual shall not be carried forward beyond June 30 and cannot be used, except through an established carryover process, with prior approval.
2. Vacation time will continue to accrue while an employee is using paid vacation leave. However, vacation leave is not accrued during periods of leave without pay or other non-pay status.
3. Holidays recognized by the University are not included in vacation leave.
4. Vacation leave must be scheduled in advance with an employee's department and will be at the discretion of the supervisor depending upon the operational needs of the department. However, at their discretion, supervisors may allow employees to use vacation time without advance notice.
5. University employees who transfer from one position to another within the University will carry forward their accrued and unused vacation balances.
6. Employees who terminate their employment will be paid a lump sum of all applicable accrued and unused vacation leave within the approved limits. In the event of death, such payment will be payable to the estate of the deceased employee.
7. Employees who are scheduled for vacation during University closure due to inclement weather or other emergency situations must use vacation during the closure period.
8. Individual departments may also have more specific vacation policies in order to meet operational needs.
9. Employees whose salaries are funded solely by an external grant may not carry over unused vacation from one grant period to the next.

6.37 Victims' Economic Security and Safety Act (VESSA)

Approved and Revised December 14, 2016

The Victims' Economic Security and Safety Act (VESSA) provides an employee who is a victim of domestic or sexual violence, or who has a family or household member (spouse, parent, child and persons jointly residing in same household) who is a victim of such violence, to take up to twelve (12) weeks of leave per any twelve (12) month period to seek medical help, legal assistance, counseling, safety planning, and other assistance. Employees can use vacation or sick leave, if applicable during this leave.  Otherwise, leave is unpaid.An employee may take VESSA leave to:

1. Seek medical attention for, or recovery from, physical or psychological injuries caused by domestic or sexual violence to the employee or employee’s family or household member;

2. Obtain victim services for the employee or employee’s family or household member;

3. Obtain psychological or other counseling for the employee or the employee’s family or household member;

4. Participate in safety planning, including temporary or permanent relocation or other actions to increase the safety of the victim from future domestic or sexual violence; or

5. Seek legal assistance to ensure the health and safety of the victim, including participating in court proceedings related to the violence.

There is no length of service requirement for an employee to take VESSA leave.  VESSA leave may be taken intermittently or on a reduced work schedule.  The employee must provide at least 48 hours’ advance notice of the need to take leave unless it is not practicable to provide such notice.  This leave is granted in accordance with State Law and University procedures. Employees need to submit documentation that VESSA leave is to be taken for one of the purposes listed above and that the employee or employee’s family or household member is a victim of domestic or sexual violence.  Documentation includes a sworn statement by the employee and one of the following: 

• Documentation from a victim services organization, attorney, member of the clergy or medical or other professional from whom the employee or the employee’s family or household member has sought assistance; or
• A police or court record: or
• Other corroborating evidence.

An employee who has been absent for VESSA leave will be restored to the position held by the employee when the leave commenced, or to an equivalent position with equivalent employment benefits, pay, and other terms and conditions of employment. If the University would not otherwise have employed the employee at the time reinstatement is requested, the University may deny restoration to employment (for example, if the employee would have been laid off at the time of return due to an academic break). Benefits coverage will continue while an employee is on a paid VESSA leave. Employees on paid leave will continue to have the employee-paid portion of their insurance contributions deducted from their paycheck.  Employees on unpaid leave will need to pay the employee- paid potion of state and optional insurance benefits directly to the insurance vendor. If employees do not make the required payments, coverage will be terminated by the insurance provider. Employees should contact SURS directly in order to determine the effect of VESSA leave on State Universities Retirement System (SURS) service time. If an employee or a dependent is utilizing an approved Tuition Waiver, the waiver will continue while on approved leave.  For additional information regarding VESSA leave, including application forms and documentation requirements, please contact the Benefits Department or visit /human-resources/forms/index.shtml.

The Victims Economic Security and Safety Act (VESSA), enacted in 2003, and amended in 2009. (820 ILCS 180/) Victims' Economic Security and Safety Act.

6.38 Vision Insurance

Employees and enrolled dependents participating in a state health insurance plan have the same vision coverage regardless of the health plan selected. Co-payments are required.

6.39 Voting Time

Approved March 23, 1999
Approved and Revised May 12, 2011

Employees will be excused, without pay, to vote in a general election for a period of time not exceeding two (2) hours provided the employees are scheduled to work more than four (4) hours during the hours the polls are open.

Acknowledgements: The University acknowledges and credits the following universities in the development of this document: Owens Community College, St. Francis Xavier University, Southern Illinois University Carbondale, SUNY College of Environmental Science and Forestry, University of Illinois Urbana-Champaign, The University of West Florida