Leave
- Employee Educational Program:
- Family and Medical Leave Act
- Vacation Leave Policy (Section 80.0-89)
- Professional Improvement Study Leave for Extension Personnel
- Policy
- Professional Improvement Study Leave for Extension Personnel Form
- Extension Individual Study Plan (Master's Degree Approval Form)
- Vacation Leave Earned
- Agents, Extension Associates and Specialists
- Bi-weekly Employees/37.5 hours/week
- Bi-weekly Employees/fewer than 37.5 hours/week
- Leave Request
- myUK
- Leave balance statement
- Extension Guide to Emergency Closings
- CAFE Official Travel/Professional Leave Process
FMLA District Director Procedural Guidelines
1.Employee requests leave and/or the District Director receives information of a possible qualifying situation
*Calling in “sick” without providing more information will not be considered sufficient notice for FML.
*All conversations or discussions with the employee about FML must be documented. (The DistDirector or District Director Support Staff should make a note in the employee’s file they maintain for FML retention.)
2. Employee submits Family Medical Leave Form
Employee must submit a completed form to the District Director within 15 calendar days from the event.
3. District Director determines eligibility for FML leave
*Employee must have at least 12 months of University service (need not be continuous, but within the last years
*Employee must have at least 1,250 hours actually worked during the previous 12 month period.
*Employee must meet the requirements for a qualifying event as well as a serious health condition
(Please check the qualifying events each time as each case is different.)
*Absences for diagnostic studies to determine if a serious health condition exists may also qualify.
Link to policy: http://www.uky.edu/HR/policies/hrpp088.html
4. District Director's support staff contacts Tina Ward to check for availability of leave balances.
5. District Director notifies employee of eligibility and rights
Notification must be made with five (5) working days of receipt of FML leave request and include the Acknowledgement of Request for FML letter (approval/denial). Employee Relations can help with the letter if needed.
If the employee will be going into an unpaid status, the District Director advises the employee to contact the Benefits Office to verify that all enrollments remain active: 257-9519. If it is an FML Worker’s Comp, the Worker’s Compensation Office can be contacted for questions: 257-8838.
Absence requests should be entered into CATSPAWS for agents or absence records completed for hourly employees. (If assistance is needed contact District Director office) For hourly employees the absence sheet should match the timesheet.
*If employee can not complete bi-pay by the deadlines, someone in the county office or district office should be designated to complete this for them even if they are on a no pay status.
A copy of the completed FML form and the letter sent to the employee should be sent to Tina Ward.
6. District Director verifies employee’s return to work
*Letter of Exhaustion – the District Director should send a letter notifying employee of exhaustion (two weeks prior to exhaustion)
*Employee should provide the District Director with a doctor’s release to return to work: this includes maternity leave. Note: This is not required for leave for a family member.
Vacation Leave Earned - Agents, Extension Associates and Specialists
22 days per year or 176 hours per year
Month
Days
Days (converted to decimal)
Hours
1
1 5/6
1.833
14.667
2
3 2/3
3.667
29.333
3
5 1/2
5.50
44.000
4
7 1/3
7.333
58.667
5
9 1/6
9.167
73.333
6
11
11.000
88.000
7
12 5/6
12.833
102.667
8
14 2/3
14.667
117.333
9
16 1/2
16.500
132.000
10
18 1/3
18.333
146.667
11
20 1/6
20.167
161.333
12
22
22.000
176.000
Staff employees accumulate TDL (sick leave) at the rate of: one (1.00) day per month or 8 hours per month.
Vacation Leave Time Earned - Bi-weekly Employees/37.5 hours/week
Months
Category I
Category II
Category III
1
5/6 day
(.83 day or 6.25 hrs)
5/4 day
(1.25 days or 9.375 hrs)
5/3 day
(1.66 days or 12.5 hrs)
2
5/3 day
(1.66 days or 12.5 hrs)
2 1/2 days
(2.5 days or 18.75 hrs)
3 1/3 days
(3.33 days or 25 hrs)
3
2 1/2 days
(2.5 days or 18.75 hrs)
3 3/4 days
(3.75 days or 28.12 hrs)
5 days
(5.00 days or 37.5 hrs)
4
3 1/3 days
(3.33 days or 25 hrs)
5 days
(5.00 days or 3.75 hrs)
6 2/3 days
(6.667 days or 50 hrs)
5
4 1/6 days
(4.167 days or 31.25 hrs)
6 1/4 days
(6.25 days or 46.875 hrs)
8 1/3 days
(8.333 days or 62.50 hrs)
6
5 days
(5.00 days or 37.5 hrs)
7 1/2 days
(7.5 days or 56.25 hrs)
10 days
(10 days or 75 hrs)
7
5 5/6 days
(5.833 days or 43.75 hrs)
8 3/4 days
(8.75 days or 65.625 hrs)
11 2/3 days
(11.667 days or 87.5 hrs)
8
6 2/3 days
(6.667 days or 50 hrs)
10 days
(10.00 days or 75 hrs)
13 1/3 days
(13.33 days or 100 hrs)
9
7 1/2 days
(7.5 days or 56.25 hrs)
11 1/4 days
(11.25 days or 84.375 hrs)
15 days
(15.00 days or 112.50 hrs)
10
8 1/3 days
(8.33 days or 62.50 hrs)
12 1/2 days
(12.50 days or 93.75 hrs)
16 2/3 days
(16,667 days or 125 hrs)
11
9 1/6 days
(9.167 days or 68.75 hrs)
13 3/4 days
(13.75 days or 103.125 hrs)
18 1/3 days
(18.33 days or 137.50 hrs)
12
10 days
(10 days or 75. hrs)
15 days
(15.00 days or 112.50 hrs)
20 days
(20.00 days or 150 hrs)
Category I:10 days per year (through third year anniversary)
Category II:15 days per year (after third year anniversary)
Category III:20 days per year (after ninth year anniversary)
Sick (TDL) leave
Full time biweekly employees accumulate one day (7.5 hours) per month
Vacation Leave Time Earned - Bi-weekly Employees/fewer than 37.5 hours/week
Through third year anniversary
Hours worked
Vacation per year (hrs)
Vacation per month (hrs)
TDL (sick) per year (hrs)
TDL (sick) per month (hrs)
19
38
3.125
45.60
3.80
20
40
3.170
48.00
4.00
21.50
43
3.580
51.60
4.30
25
50
4.166
60.00
5.00
30
60
5.000
72.00
6.00
32.50
65
5.416
78.00
6.50
33.75
67.5
5.625
81.00
6.75
34
68
5.667
81.60
6.80
After third year anniversary
Hours worked
Vacation per year (hrs)
Vacation per month (hrs)
TDL (sick) per year (hrs)
TDL (sick) per month (hrs)
19
57
4.750
45.60
3.80
20
60
5.000
48.00
4.00
21.50
64.50
5.375
51.60
4.30
25
75
6.250
60.00
5.00
30
90
7.500
72.00
6.00
32.50
97.50
8.125
78.00
6.50
33.75
101.25
8.4375
81.00
6.75
34
102
8.5000
81.60
6.80
After ninth year anniversary
Hours worked
Vacation per year (hrs)
Vacation per month (hrs)
TDL (sick) per year (hrs)
TDL (sick) per month (hrs)
19
76
6.333
45.60
3.80
20
80
6.667
48.00
4.00
21.50
86
7.166
51.60
4.30
25
100
8.333
60.00
5.00
30
120
10.000
72.00
6.00
32.50
130
10.833
78.00
6.50
33.75
135
11.250
81.00
6.75
34
136
11.333
81.60
6.80