POLICY NO: 614
EFFECTIVE DATE: 03/19/2009

SICK LEAVE AND PAID TIME OFF CREDIT FOR TRANSFERRED STAFF AND/OR STAFF WHOSE POSITION CLASSIFICATION OR GRADE CHANGES

This policy provides the mechanism for a regular staff member whose position classification changes or who is transferred within the University to carry forward all sick leave and paid time off credit.

The staff member will retain all sick leave and paid time off previously earned when there is a change in position classification (non-exempt/exempt), reclassification to a new grade, and/or the staff member is transferred either within the same department or from one University department to another.

614.1 SHORT-TERM DISABILITY CREDIT

1. TRANSFER/RECLASSIFICATION

   Transfer/Reclassification between grades 28 and below (or grades A, B, C, D)

   For staff members transferring or reclassified to and from grades 28 and below (or grades A, B, C, or D), all accumulated sick leave and short term disability transfers with the staff member. The maximum amount of sick leave that can be carried forward is 90 days and the maximum amount of short term disability is 42 days.

   Transfer/Reclassification from grades 28 and below (or grades A, B, C, D) to grades 29 and above (or grades E, F, G, H)

   For staff members transferring or reclassified from grades 28 and below (or grades A, B, C, D) to grades 29 and above (or grades E, F, G, H), all accumulated sick leave transfers with the staff member. The maximum amount of sick leave that can be carried forward is 90 days. Staff members who have balances of less than 22 sick days when the transfer or reclassification becomes effective will be credited with the number of sick days needed for the total to equal 22 sick days.

   Staff members in grades 29 and above (or grades E, F, G, H) who are absent due to their own illness or injury and have sick leave balances in excess of 22 days will be allowed to use more than 22 days of sick leave, if eligible, based on the medical documentation provided by the health care provider.

   Once the staff member's transferred sick leave is exhausted, he/she will accrue sick leave in accordance with Policy 613: Sick Leave and Short Term Disability for Employees At or Above Grade 29 or in Grades E, F, G, H. At the beginning of each fiscal year (July 1), the staff member will be entitled to 22 days of sick leave.

   These staff members will not carry forth their accrued short term disability balance. Instead, they are immediately subject to the short term disability provisions outlined in Policy 613 upon appointment to grades 29 and above (or grades E, F, G, H).

   Transfer/Reclassification from grades 29 and above (or grades E, F, G, H) to grades 28 and below (or grades A, B, C, D)

   For staff members transferring or reclassified from grades 29 and above (or grades E, F, G, H), to grades 28 and below (or grades A, B, C, D), all accumulated sick leave (up to 90 days maximum) transfers with the staff member. The maximum amount of short term disability that can be carried forward is 42 days.

2. CHANGE IN POSITION CLASSIFICATION FROM NON-EXEMPT TO EXEMPT

   When a non-exempt staff member's position changes to exempt (grades 28 and below and grades A, B, C, D) and the staff member has a short term disability total balance of less than twenty-two (22) days, the number of days needed for the total to equal twenty-two (22) days will be added. If the short term disability total balance is more than twenty-two (22) days, that balance will be carried forward.

614.2 PAID TIME OFF CREDIT

1. TRANSFER

   Staff members who transfer within the same department or from one University department to another, whose position classification changes (non-exempt/exempt), and/or who are reclassified/transferred to a different grade, maintain all accrued paid time off (PTO). The receiving department is responsible for granting future use of any PTO to which the staff member is entitled as of the date of the transfer.

   As of July 1, 1998, the maximum balance of PTO days is 24 (see Human Resources Policy 607). In the event the staff member has a high PTO balance at the time of transfer, the receiving department, the releasing department and the staff member are encouraged to work cooperatively to arrange for the staff member to use PTO days prior to the actual date of the transfer. In such a circumstance it may be reasonable for the receiving department to delay the start date for the new position and for the releasing department to grant PTO days to be used prior to the transfer, while the staff member is still on the releasing department's payroll.

2. CHANGE IN POSITION CLASSIFICATION

   When a staff member's position classification (exempt/non-exempt) changes, PTO must be calculated to the effective date of the change. For staff hired on/before June 30, 1997, the accrual rate for PTO is to be calculated using accrual rates for staff members hired on/before June 30, 1997.

614.3 COMPENSATORY TIME

If a non-exempt staff member is due any compensatory time for extra hours worked or for work on holidays, the releasing department provides either pay or compensatory time off to settle the obligation prior to the change of the position classification and/or transfer. In all instances this is the obligation of the releasing department.

Applicability: All regular staff who transfer, change position classification or grade
Cross-reference: Policy 117, Policy 302, Policy 303, Policy 404, Policy 607, Policy 612, Policy 613
Supersedes Policy Number(s): 115 (02/01/1990), 614 (04/01/1998)