Military Leave Pay and Benefits for the Period
February 25, 2003 to February 28, 2010

Instructions for Supervisors or Department Heads

• Obtain a copy of the military orders, if possible, and determine the last day of work. Oral notice is permissible if giving written notice is unreasonable and precluded by military necessity.
• Notify the faculty or regular staff member that they are eligible for military leave of a cumulative total of up to five years and give the employee a copy of the Military Leave Policy found at: http://www.hr.upenn.edu/Policy/Policies/611.aspx
• Discuss with the staff member whether s/he chooses to use any paid time off (vacation) during military leave.
• Discuss with the faculty or staff member the military pay provision. Ask the faculty or staff member for a certified statement of the military pay if the military pay is less than the employee's University base pay.
• Advise faculty or staff member to contact the Penn Benefits Center (1-888-736-6236) prior to departure to discuss benefits continuation for the period exceeding the University military pay period.
• Get an address from the faculty or staff member where s/he wants any essential mail sent.
• Ensure that the appropriate changes are made to the faculty or staff member's records in the Personnel Payroll System. See the Division of Human Resources website at http://www.hr.upenn.edu/Policy/Policies/611.aspx for detailed information on how to update these records.
• Process Additional Pay Forms for the military pay, as needed.
• Advise faculty or staff member about the reinstatement provision and process.
• If a temporary replacement is needed for a regular staff member on military leave, contact the Division of Human Resources, Recruitment and Staffing, at (215) 898-1303 or the respective school/center contact to discuss hiring procedures. The Provost's Staff Conference handles arrangements for faculty members.