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Human Resources Department
Florida Gulf Coast University
Modular 2
10501 FGCU Blvd. South
Fort Myers, FL 33965-6565

Tele: (239) 590-1400
Fax: (239) 590-1011
Email: hresources@fgcu.edu

If you have a hearing or speech impairment, call Florida Gulf Coast University using the Florida Relay at 711.

Employee Handbook

 
 

IV. Leave

Annual Leave

The University provides for the accrual of annual leave for A&P and Support Personnel employees. Annual leave should be used to provide periodic vacations; however, earned annual leave may be used for any purpose. Annual leave cannot be used before it is earned and can only be used with the approval of your immediate supervisor.

As an A&P employee, you accrue annual leave at a rate of 6.77 hours bi-weekly. Part-time A&P employees accrue annual leave proportionate to the number of hours in pay status during the pay period. You may accrue up to a year-end maximum of 352 hours. If you have accrued annual leave in excess of the year-end maximum as of December 31, any excess will be converted to accrued sick leave on an hour-for-hour basis on January 1. An Executive Service employee will accrue annual leave at the rate of 9.2 hours bi-weekly and may accrue a year-end maximum of 480 hours of annual leave. The use of annual leave is reported on the Faculty and A&P Application for Leave form.

Upon leaving University employment, you will be paid for unused accumulated annual leave up to a maximum of 352 hours. An Executive Service employee will be paid for unused accumulated annual leave up to a maximum of 480 hours.

As a Support Personnel employee, you earn annual leave based on your length of continuous and creditable service. You may accrue up to a year-end maximum of 240 hours. If you have accrued annual leave in excess of the year-end maximum as of December 31, any excess will be converted to accrued sick leave on an hour-for-hour basis on January 1.

Based upon length of service with the University, your annual leave accrual in your Support Personnel position will increase as follows:

 

Months of Service

Hours Accrued During Pay Period

Bi-Weekly

 

 

Year End Maximums

 

 

Maximum Transferable

 

 

Maximum Payment

0 - 6

7 - 60

61 - 120

Over 120

4

4

5

6

240

240

240

240

240

240

240

240

0

240

240

240

Part-time Support Personnel employees accrue annual leave proportionate to the number of hours in pay status during the pay period.

The use of annual leave is reported biweekly on your Support Personnel Attendance & Leave form.

Sick Leave

As a full-time A&P or Support Personnel employee, you earn four hours of sick leave for each bi-weekly pay period in which you are in pay status. Part-time employees accrue sick leave proportionate to the number of hours in pay status during the pay period. An Executive Service employee will accrue sick leave at the rate of five hours bi-weekly.  There is no limit to the amount of sick leave you can accrue.

Sick leave is provided for your illness or injury. With advance approval by your immediate supervisor, it may also be used to take time off for medical appointments. If you are absent due to illness or injury, you must notify your immediate supervisor as soon as possible on the first day of absence. You may be required to submit proof of your illness or disability by submitting a doctor's statement prior to the approval of sick leave with pay.

Sick leave may also be used to care for an ill or injured member of your immediate family. For purposes of this policy, immediate family is defined as the spouse, grandparents, parents, brothers, sisters, children and grandchildren of both you and your spouse.

Employees hired on or before September 30, 2013 who separate from employment after 10 years of creditable Florida Gulf Coast University service, will be paid for one-fourth of his/her unused accumulated sick leave, up to a maximum of 480 hours. However, employees whose hire date is on or after October 1, 2013 shall not be paid for any unused sick leave upon separation from the university.

You should consult with your immediate supervisor to obtain information regarding procedures for requesting sick leave and to become acquainted with departmental leave policies. The use of sick leave is reported on the Faculty and A&P Application for Leave form or the Support Personnel Attendance & Leave form, as appropriate.

If you are absent for more than three workdays in any 30 day period, the immediate supervisor may require a medical certification of your illness before authorizing any additional use of sick leave.

After 10 consecutive days of absence, you may be required by your immediate supervisor to submit a medical certification from your attending physician before any additional use of sick leave will be authorized. Likewise, if you continue to be absent, medical certification may be required for each 30 consecutive days of absence.

If your supervisor determines that there is a pattern of absence, he/she may address your further use of leave in accordance with the Patterns of Absence policy. Examples of a pattern of absence include consistent absences on the day preceding or following your regular days off or absence on the same day each week or each month.

Sick Leave Pool

Upon completion of one year of employment with the University and provided you have a balance of at least 64 hours of unused sick leave, you may join the Sick Leave Pool. To enroll, you contribute eight hours of sick leave to the pool. You may join the pool within 30 days after completing your first year of service or during an annual open enrollment period. You are encouraged to join the pool as soon as you meet the eligibility criteria.

Once you have become a pool member, if you experience a personal illness or injury and deplete all of your annual, sick, and compensatory leave, you may apply to draw sick leave hours from the pool.

If you were a member of a Sick Leave Pool at another state university or agency, you may be eligible to transfer your membership to the FGCU pool.

Holidays

You may look forward to the following paid holidays each year:

Independence Day
Labor Day
Veterans Day, November 11th
Thanksgiving Day
Day after Thanksgiving
Christmas Day
Winter Break (4 business days between Dec. 25 and Jan. 1)
New Year's Day
Birthday of Martin Luther King, Jr.
Memorial Day

When a holiday falls on a Saturday, it will be observed on the prior Friday. Likewise, when a holiday falls on a Sunday, it will be observed on the following Monday.

If you are in non-pay status for the entire day before a holiday you will not receive payment for the holiday.

Personal Holiday - Support Personnel

As a Support Personnel employee you are authorized one additional paid holiday per year to be used on any day you select, with the approval of your supervisor. This personal holiday is a non-cumulative holiday. The holiday will be credited each July 1 and must be taken prior to June 30 of the following year. The personal holiday must be used in a full eight hour day, not in hourly increments. (Part-time employees are entitled to personal holiday time in proportion to the number of hours in their workweek.)

Administrative Leave and other Leaves of Absence with Pay

Under certain circumstances described below, other kinds of absences from work may be authorized. Administrative leave is granted as an excused absence that does not affect your annual or sick leave balances.

Jury Duty and Court Appearance - if you are summoned as a member of a jury panel, or subpoenaed as a witness in proceedings not involving your personal interests, you are granted Administrative Leave. You may retain any jury or witness fees. If you are subpoenaed to represent the University or another State agency as a witness, such duty is considered a part of your job assignment, and you will be paid per diem and travel expenses. In such instances, you are required to give the University any fees received.

Voting - if you live at such a distance from your assigned work location as to preclude you from voting outside of working hours, you may be granted a maximum of two hours of administrative leave for the purposes of voting.

Death in the Family - an employee, upon request, will be granted two regular workdays of administrative leave upon the death of any member of the employee's immediate family. Any employee may use reasonable amounts of sick leave for absence due to the death of any member of the employee's immediate family, with supervisor's approval. Immediate family is defined as the spouse, grandparents, parents, brothers, sisters, children and grandchildren of both the employee and the spouse.

Short-term Military Training - upon presentation of a copy of the official orders, you may be granted administrative leave during periods in which you are ordered to active or inactive duty for training. Whether continuous or intermittent, such administrative leave shall not exceed 17 working days in any one federal year (October-September).

National Guard State Service - as a member of the Florida National Guard, if you are ordered to state service by the governor, you will be granted up to 17 days of administrative leave per occurrence upon presentation of a copy of the orders.

Military Leave -  if you are ordered to or volunteer for active military service, upon presentation of a copy of your official orders, you will be granted a leave of absence in accordance with federal regulations. The first 30 days of military leave is with full pay. After the initial 30 days, the University shall supplement the difference between your salary and military base pay.  You may use accrued annual leave intermittently while on military leave. Additionally, you will receive full benefits during the military service. 

Examination for Military Service - if you are ordered to appear for an examination for entrance into the military service, you will be granted administrative leave for this purpose.

Disabled Veterans Re-examination or Treatment - if you have been rated by the Veterans' Administration to have incurred a service-connected disability and are scheduled by the Veterans' Administration to be re-examined or treated for such disability, upon presentation of written confirmation of having been so scheduled, you will be granted administrative leave not to exceed six days in any calendar year.

Natural Disasters and other Emergency Conditions - if a natural disaster or other sudden and unplanned emergency condition occurs, the president will determine whether the University, or any portion, is affected and is to be closed. You may be granted administrative leave with pay for the period the facility is closed.

Athletic Olympic Competition- if you are an athlete, coach, official or group leader of the Olympic delegation of the United States, you will be granted administrative leave for the purpose of preparing for, or engaging in, competition for the period of the official training camp and competition combined, or 30 calendar days whichever is less.

Florida Disaster Volunteers - if you are a certified disaster service volunteer for the American Red Cross, you may be granted administrative leave for no more than 15 working days in any 12-month period to serve in specialized disaster relief services within the boundaries of the state of Florida.

Job-related Injury - if you sustain a job-related injury or disability that is compensable under the Workers' Compensation Law, you will be granted administrative leave for a maximum of 40 hours, without being required to use accrued annual or sick leave. Additional information regarding Worker's Compensation is located at http://www.fgcu.edu/HR/workcomp.html.

Leave Pending Investigation- when the president or designee has reason to believe that an employee's presence on the job will adversely affect the operation of the University, the employee may be placed on administrative leave pending investigation of the event(s) leading to that action. Additionally, an employee may be placed on administrative leave between the notice of suspension or dismissal and the effective date of the action.

Civil Disorder or Disaster- if you are a member of a volunteer fire department, police auxiliary or reserve, civil defense unit, or other law enforcement type organization, you may be granted administrative leave when called on to perform duties in times of civil disturbances, riots, and natural disasters. Such leave shall not exceed two days on any one occasion.

Leaves of Absence without Pay

Parental Leave- if you become a biological parent or have a child placed in your home pending adoption you shall, upon written request, be granted a parental leave of absence without pay. The leave may begin no more than two weeks before the expected date of the child's arrival, for a period up to six calendar months. You may request to use your accrued annual or sick leave in conjunction with the Parental Leave request.

Family and Medical Leave Act (FMLA) - This federal act provides leave for up to 12 weeks in any fiscal year period in connection with the birth of a child, placement of a child for adoption or foster care, to care for a sick or disabled immediate family member or for your own serious health condition. For the purposes of FMLA, immediate family member is defined as your spouse, parent, child, step-child, legal ward or a child of a person standing in loco parentis. For more information and forms required to request an FMLA leave, contact Human Resources.

The provisions of the FMLA do not limit your rights to request sick leave in order to provide the necessary medical care and attendance to a sick family member under the existing university sick leave policy. In these instances, you may also elect to utilize intermittent leave with pay to cover a portion of your absence from work.

Other Leave of Absence without Pay - you may, upon request, be granted a leave of absence without pay, provided the University deems such leave to be justified and not detrimental to the operations of your department. When considering a leave of absence without pay, you must submit a written request indicating the dates and conditions of the leave to your immediate supervisor. The department shall submit a recommendation to the respective vice president regarding approval or disapproval of the request. Please contact Human Resources for further information.

Abandonment of Position

If you are absent without approved leave for three or more consecutive days, you may be considered to have abandoned your position with the University.