110-13 Absences from Work and Requests for Leaves of Absence

Note: Requirements differ by employee category.  For specific information on campus procedures and leave types, contact the SHCS Human Resources (HR) Manager or refer to Personnel Policies for Staff Members (non-represented staff) and the applicable labor agreement (represented staff).

1. Absences from Work:
1. Employees off work due to illness or injury for five or more working days must obtain written verification of illness or injury from their primary care provider and a release to return to work. These should be submitted to their department supervisor.
1. Department supervisors are responsible for notifying the HR Manager when it becomes known that the employee will be off due to illness or injury for 5 or more working days for purposes of initiating Family Medical Leave request.
2. Absences are reported by the employee using the online timesheet. Reported absences on the online timesheet require the supervisor’s approval prior to being submitted to the Shared Services Center Payroll department.
3. When an employee reports the use of sick leave for absence on their online timesheet, it is the supervisor's responsibility to verify sufficient accrued sick leave to cover the absence using the online timesheet system which reflects current accruals. Where the employee does not have sufficient sick leave accrual to cover the absence, the employee can choose to use vacation accrual, based on policy or the appropriate labor agreement and past practice.
4. When an employee requests vacation, it is the supervisor's responsibility to verify sufficient accrued vacation to cover the absence using the online timesheet system which reflects current accruals. Where the employee does not have sufficient vacation accrual to cover the absence, in consultation with the employee, the supervisor can deny or reduce the requested leave time the based on the employee having insufficient vacation accrual or approve leave without pay for the balance of time. Vacation leave is not used before it is accrued except where allowed by University policy.
5. A full-time employee in a career position is granted leave with pay for actual time spent on jury service and in related travel, not to exceed the number of hours in the employee's normal workday and the employee's normal workweek.  A part-time employee in a career position is granted leave with pay for actual time spent on jury service and in related travel that occur during the employee's regularly scheduled hours of work. The employee submits documentation of jury duty to the supervisor upon return to work. 
2. Requests for Leaves of Absence
1. The employee submits a request for a leave of absence using the University of California, Davis, Staff Leave Request (SLR) form to the department supervisor or HR Manager. (See attachment)
2. The supervisor reviews the leave request and approves or disapproves the request based on business and operational needs, in accordance with campus personnel policies and labor agreements, and in consultation with the SHCS Human Resources Manager.  The supervisor or HR Manager signs the SLR form and notifies the employee of the decision.
3. The Human Resources Manager submits the completed SLR form to the Shared Services Center (SSC) Leaves Department, via the Case Management System. A Leaves Specialist will be assigned to administer the leave. The Leaves Specialist will communicate directly with the employee, employee's supervisor and the Human Resources Manager via email.