An employee’s immediate supervisor must be notified as early as possible, but no later than the beginning of the work period and each day thereafter, unless otherwise approved, if the employee will be absent from work. An absence of three or more consecutive working days without notification can be cause for immediate separation of the employee without notice.
An absence of three or more days that is an FMLA (federal Family Medical Leave Act) qualifying event will be treated as initiating an FMLA leave, regardless of whether the employee has initiated the required FMLA paperwork. In such a case, Human Resources will be required to begin that paperwork on the employee’s behalf. See the Family Medical Leave Act section below for additional information.
All absences must be reported to the Human Resource Office by the supervisor when notified. Absence Forms must be completed by the employee and supervisor and submitted to the Human Resources office for payroll and the employee’s personnel file.
While an employee is on paid leave, holidays and benefit premiums will continue to be paid and sick and vacation time will continue to accrue.
While an employee is on unpaid leave, holidays will not be paid and neither sick nor vacation time will accrue. While on unpaid leave, the employee is responsible for paying the full cost of the health insurance premiums by the date(s) specified by Human Resources or the coverages will be canceled 15 days after the date(s) specified by Human Resources.
In the event of the death of an immediate family member, regular employees are entitled to up to three consecutive days of bereavement leave. Immediate family is defined as spouse or domestic partner, parent, child (including stepchild), sister or brother, grandchild, father-in-law, mother-in-law, daughter-in-law, son-in-law or other dependent living in the employee’s home at the time of death.
Regular employees may be absent one regularly scheduled working day in the case of the death of other family members outside the immediate family. Time off for other deaths will be charged against accrued vacation or leave without pay.
Bereavement leave must be taken during the period of time between the date of death and the day following burial. An eligible employee who plans to be absent under this policy is required to notify his immediate supervisor as early as possible but no later than the beginning of work on the first day of absence. Additional time off for funeral-related business will be charged against the employee’s accumulated vacation leave or charged as leave without pay if no leave is available. This additional time off must be pre-approved by the supervisor.
Iowa has no laws mandating meal breaks for adults. An employer does not have to pay a non-exempt employee for a break during which you are completely relieved of your job duties.
Iowa Wesleyan University recognizes the importance and value of providing an employee the opportunity to refresh by taking breaks from assigned duties. During the regular office hours of 8 a.m. to 5 p.m. employees may enjoy a lunch break, which is unpaid for non-exempt employees, for up to one (1) hour during which you are completely relieved of your job duties.
At the discretion of the Department Supervisor and during the regular office hours of 8 a.m. to 5 p.m., employees may take a morning break of up to 15 minutes and an afternoon break of up to 15 minutes.
Scheduling of an employee’s breaks is set by the employee’s immediate supervisor, with the goal of providing the least possible disruption to the University’s operations. Break periods may not be accumulated from day to day or added together to create a prolonged break. Break periods cannot be foregone to make up for time lost due to absence or tardiness. Break periods may not be used at the beginning or end of the work schedule or added to the scheduled meal period nor can they be counted as overtime if a break is not taken.
Employees who are returning to work following the birth of a child may take reasonable breaks as needed to express breast milk for up to one year following the birth of a child. This break time will run concurrently with any break time already provided to the employee. Additional time will also be provided but will be on an unpaid basis. Employees who plan to express milk in the workplace should contact Human Resources prior to their return to work, and Iowa Wesleyan will make a location available to the employee that is shielded from view and free from coworkers and the public where the employee may express milk in private. Employees with any questions on this policy should contact Human Resources.
Family Medical Leave
See Appendix III for full Family Medical Leave Policy
A regular employee who has been employed at the University for a minimum of twelve months and worked 1,250 hours or more during the previous twelve months is eligible for leave under the federal Family Medical Leave Act (FMLA). Qualified employees are eligible for up to 12 weeks of unpaid leave per year for the following reasons:
- Incapacity due to pregnancy, prenatal medical care or child birth and to care for the newborn child;
- The placement of a child with the employee for adoption or foster care;
- The employee is needed to care for a family member (child, spouse or parent) with a serious health condition; or
- The employee’s own serious health condition makes the employee unable to perform the functions of his or her job.
- Qualifying exigency military leave for the employee or employee’s spouse, children or parents. In addition, military caregiver leave of up to 26 weeks is available to qualified employees to care for a seriously injured or ill covered service member.
FMLA leaves run concurrently with any paid leave used by the employee in conjunction with the specified situation.
“Family member” is defined in the FMLA as an employee’s spouse, son, daughter, or parent (but not a parent “in-law”). For purposes of Iowa Wesleyan’s Family Medical Leave policy, spouse means a husband or wife as defined or recognized under State law for purposes of marriage in the State where the employee resides. The definition of spouse includes an in individual in a same-sex or common law marriage that either was entered into in a State that recognizes such marriages or was valid in the place where it was entered into. Partners (domestic partners) are unmarried same sex partners as attested to in a domestic partner affidavit. Parent means an employee’s biological parent or an individual who assumed day-to-day and financial responsibility for the employee when the employee was a son or daughter. Son or daughter means the employee’s biological, adopted, or foster child, a stepchild, a legal ward, or a child whom the employee supervises on a day-to-day basis and for whom the employee is financially responsible.
It is not necessary for an employee to have a biological or legal relationship with a child to qualify for leave under this policy, and employees are entitled to leave where the employee has an “in locus parentis relationship” with a child, and the key in determining “in loco parentis” is in the intention of the person allegedly in “loco parentis” to assume the status of a parent toward a child. Employees may be required to provide documentation of family relationships to qualify for leave under this policy.
In general, an employee may not take FMLA leave to care for a son or daughter who is 18 years of age or older. However, an employee may take FMLA leave to care for a biological, adopted, foster child, stepchild, legal ward, or child for whom the employee stands in loco parentis, who is 18 years of age or older and “incapable of self-care” because of a physical or mental disability at the time the FMLA leave is to begin. The “disability” must meet the standards under the Americans with Disabilities Act Amendments Act.
- The twelve-month period is a rolling twelve months that begins with the first absence that qualifies as FMLA leave.
- FMLA leave during a twelve-month period may be intermittent.
- FMLA leave should be requested and approved prior to the initial absence; however, an absence of three or more days for any of the reasons listed above will be treated as initiating an FMLA leave, and subsequent absences, including intermittent absences of a day or less, may be treated as FMLA leave, subject to obtaining additional information as outlined in this policy.
- Employees on FMLA leave must use any accrued paid sick or vacation leave beginning with the effective date of the leave. Upon exhaustion of paid leave, the remainder of any FMLA leave will be unpaid. With the exception of the military caregiver leave, the combination of both paid and unpaid FMLA leave cannot exceed twelve weeks in any twelve-month period. Requests for additional unpaid leave will be considered individually.
- No benefits accrue while an employee is on unpaid leave.
- While an employee is on unpaid leave, the employee is responsible for paying health insurance premiums by the date(s) specified by Human Resources or the coverages will be canceled 15 days after the date(s) specified by Human Resources.
- Medical certification may be required before an FMLA leave is granted, and medical discharge may be required prior to an employee returning to work. If medical certification is required, it must be returned by the specified date or an employee’s request may be denied. Medical certifications must be completed in full by the health care provider and not the employee.
- If the leave is for an employee’s serious health condition and a medical release is required, a health care provider must furnish that release.
- At the conclusion of FMLA leave, an employee will be reinstated to the same position held at the time the leave began or to an equivalent position with equivalent pay, benefits and working conditions.
- An employee on FMLA leave is not protected from actions that would have affected him/her if the employee was not on FMLA leave.
- If an employee does not return to work following FMLA leave, the employee may be required to reimburse the University for its share of health insurance premiums paid on the employee’s behalf during FMLA leave.
Regular full-time and part-time employees scheduled to work when a holiday occurs are paid for designated holidays recognized by the University. Iowa Wesleyan’s observed holidays are: New Year’s Day, Martin Luther King Jr Day, Good Friday, Memorial Day, Independence Day, Labor Day, Thanksgiving, and Christmas. For some of these holidays, the University’s offices are closed for multiple days. The paid days off for each holiday are indicated in the approved Academic Calendar for each year as “Offices Closed.”
- Holiday pay is granted to regular, full-time employees.
- Part-time, regular employees receive holiday pay if the holiday falls on a regularly scheduled workday.
- Temporary employees do not receive holiday pay.
- When an approved holiday falls while an employee is on vacation, sick leave, or other paid leave, the approved time shall be charged as a paid holiday rather than as vacation, sick leave or other paid leave.
- Employees on leave without pay are not paid for holidays that occur during the leave.
- Employees who have not completed one full consecutive year of employment at Iowa Wesleyan University may not extend their resignation date to include holiday pay. The last day worked is the date of termination.
- Holidays do not accrue.
Regular employees will receive regular earnings during absences for jury duty. Employees should promptly notify their supervisors when they are called for jury duty and provide a copy of the documentation upon request by Iowa Wesleyan.
Leave of Absence
Under extreme circumstances, and when the leave is in the best interest of the regular employee and the University, an unpaid leave of absence, with the length of the leave to be determined by the University, may be granted. All earned sick and vacation leaves must be exhausted before taking unpaid leave. Requests for leave, outlining the reason for and duration of the leave, should be submitted in writing to the employee’s supervisor. The appropriate Vice President in consultation with the President will review the request, make a determination and forward their documentation to the Human Resources Office. Whether such leave is approved is within the sole discretion of the University. If applicable, the leave will run concurrently with any FMLA or other qualifying leave.
A regular employee of the University may qualify for unpaid maternity/paternity leave of 12 weeks under the provisions of FMLA. Regular employees who do not qualify for FMLA leave will be granted up to 8 weeks of unpaid maternity/paternity leave. Employees must exhaust all accrued sick and vacation time before taking unpaid leave. Regular employees who are on maternity leave, have exhausted their sick and vacation leaves and any additional FMLA leave, and have medically certified need for additional sick leave may apply for shared sick leave under the current University policy. Depending on the nature of the medical reason for additional sick leave, an analysis of the relevance of the University’s ADA policy may be necessary. Any FMLA leave runs concurrently with any paid leave that the employee qualifies to take. See also the Family Medical Leave Act section above.
Employees who are required to be absent from work for military duty will be granted time off or a leave of absence, if applicable, for military service, training or other obligations in compliance with state and federal laws including The Uniformed Services Employment and Reemployment Rights Act (USERRA). Iowa Wesleyan University complies with all applicable laws regarding reinstatement for employees who have been on military leave.
Employees may also qualify for leave under the Family Medical Leave Act (FMLA) for certain military related leaves of absence, see the FMLA policy set forth in this Handbook.
Employees requesting a Military Leave of Absence should promptly notify their immediate supervisor indicating the anticipated dates of the leave. Copies of military orders and military pay information should also be provided to the supervisor when available.
Iowa Wesleyan University provides sick pay to regular, full-time staff and full-time faculty to cover a period of absence due to sickness or accident, or to be with ill or injured members of their immediate families. Sick pay is provided to regular, part-time faculty working one-half time or more and to regular, part-time staff working 20 hours or more per week. Sick leave is not provided to adjunct or temporary employees.
- Immediate family is defined as spouse, child, parent, sister or brother, father-in-law, mother-in-law, daughter-in-law, son-in-law, grandchild or other dependent living in the employee’s home at the time of illness or injury.
- Regular, full-time employees receive full pay based on the accrual of sick days at the rate of one day for each month of continuous service. Twelve-month employees earn a maximum of 12 sick days per year. Nine- and ten-month faculty and staff earn a maximum of 9 or 10 sick days per year. Regular, part-time employees working 20 hours or more per week receive full pay with the accrual of one-half sick day per month of continuous service.
- A total of 90 sick days may be accumulated.
- An employee who begins work before the 16th of the month is entitled to a full month’s credit toward sick pay; a person who begins work on or after the 16th of the month does not earn sick pay credit for that month.
- Sick leave is to be used only for illnesses and injuries and employees who separate from employment with Iowa Wesleyan for any reason will not be paid for unused sick leave.
- Injuries or illnesses occurring as a direct result of work for Iowa Wesleyan University are covered by Worker’s Compensation, and Iowa Workers Compensation regulations apply.
- Employees should notify their supervisors as soon as they know they will be absent from work, preferably within the first hour of their first day of sick leave.
- Absence from work for more than three days without proper notice to the supervisor may constitute automatic termination and subsequent loss of all benefits. Not reporting for work without prior approval is grounds for disciplinary action up to and including immediate termination of employment.
- An employee eligible for FMLA who has an initial absence of three or more consecutive days due to his own illness or accident, or the illness or accident of an immediate family member, will have those days deducted from his/her annual FMLA benefit of 12 weeks. After the first qualifying FMLA absence, future absences, including intermittent absences of a day or less, will be deducted from the annual FMLA benefit.
- An employee must report all sick days used on the Absence Report. Once the Absence Reports is completed by the employee, it is to be given to the employee’s supervisor, who signs it and forwards it to the Human Resources Office prior to the end of the pay period.
- Regular employees who have exhausted their accrued sick days are required to use accumulated vacation time for illnesses or injuries, apply for shared sick leave or if eligible apply for FMLA without pay. If an employee is eligible for and takes FMLA leave, after FMLA has been exhausted it is up to the supervisor in consultation with the Human Resources Office to determine if the additional leave will be granted.
- Sick leave will continue to accrue when an employee is on University-paid sick leave.
- Sick leave will not accrue while an employee is on unpaid leave of absence from the University or while on insurance¬-paid, long-term disability leave of absence. Holidays are not paid while on leave of absence without pay.
- Accumulated sick days are not reinstated for employees who terminate employment with Iowa Wesleyan University and return at a later date.
Shared Sick Leave
In the event of a prolonged or catastrophic, medically-certified illness or injury, birth of a child, or an extended absence due to illness of a family member, eligible employees who accrue sick leave and who have exhausted all of their accrued sick and vacation leave balances may have sick leave donated to them by other eligible University employees.
The receipt of donated sick leave is a privilege, not a guaranteed right, that is granted after certain administrative and medical certifications are made, along with the willingness of fellow employees to donate from their sick leave accrual. Any use of shared sick leave is subject to approval by Iowa Wesleyan University.
DONOR is an eligible employee who meets the criteria of the policy and wishes to donate hours of her/his accrued balance of sick leave.
RECIPIENT is an eligible employee who meets the criteria of the policy and will have a need for leave in excess of 10 working days and who has exhausted all other paid leave.
Both recipients and donors of the shared sick leave must meet all of the following guidelines:
- Eligible participants, both donors and recipients, must be regular, full-time faculty or staff, part-time faculty (half-time or more) or part-time staff (working 20 hours or more per week). This benefit is not provided to temporary or adjunct employees.
- To be eligible for shared sick leave benefits, an employee must have:
- worked for the University for a total of at least 12 months; and
- worked at least 1,250 hours over the previous 12 months.
- An employee who donates time may not donate an amount of sick leave that would cause her/his leave balance to go below 15 days.
- An employee becomes eligible to receive donated sick leave at the point in time when all 5 of the criteria below are met:
- The employee or member of his immediate family suffers from a medically certified illness, injury or impairment, or physical or mental condition that has caused or is likely to cause the employee to require leave of at least 10 consecutive working days;
- The employee’s need for absence is certified by a licensed practicing physician;
- The employee has exhausted all of her/his available paid sick and vacation leave;
- The employee has had a minimum balance of 5 days sick leave at least once over the past 12 months;
- The employee has complied with policies and procedures governing the use of sick leave.
- The Recipient completes an application and submits it, along with the physician’s certification, to the Director of Human Resources. The application will be signed by the Recipient or her/his representative as well as the Recipient’s immediate supervisor.
- The application is reviewed by Human Resources to ensure that the physician’s certification is complete and the form is correctly completed, and to verify that the Recipient will exhaust his leave time during the projected absence. The Recipient need not have been off 10 working days to apply, but must have a situation where it is likely to cause an absence for at least 10 consecutive working days. The application is then forwarded for approval to the Vice President to which the Recipient’s department reports.
- The Donor completes a donation form and submits it to the Director of Human Resources. The form will indicate the name of the Recipient of the donated time. The Director of Human Resources will verify the Donor’s leave balance for eligibility. After the form is signed by the Vice President to which the Donor’s department reports, the donated hours will be assigned.
- No sick leave will be credited to a Recipient’s leave balance or deleted from a Donor’s leave balance until documentation is in place, signed and approved.
- Upon receipt of the completed documentation and certification of eligibility, the Director of Human Resources will transfer all donated time, not to exceed the amount requested by the Recipient, to the sick leave balance of the Recipient. As the Recipient utilizes this shared leave, he/she will be paid as usual and shall report the sick leave as it is used.
- Any overage donated to a specific Recipient will go back to the Donor. The Donor will be consulted if the Recipient needs additional time not requested or certified at that time. As the Recipient accrues leave of his own, it must be used first. He/she can then use the donated leave. The Recipient uses donated leave in the order in which it was received.
- To be eligible, a Recipient must have a physician’s certification stating the recipient cannot perform his duties for a minimum of 10 working days. This means an entire day, not a portion of the workday. However, once a Recipient has qualified for sick leave sharing for a specific condition, the Recipient is eligible to use donated leave intermittently for follow-up care and recurrence of the same condition.
- Recipient or other employee(s) may not solicit employees to donate sick leave time. The Director of Human Resources will make a general announcement to the campus community of the need for shared sick leave after a request is submitted and approved. Prospective donors will contact the Director personally to complete the forms, which will be done on completely voluntary basis.
- Upon returning to work, a Recipient may continue to use donated leave for follow-up treatments for the condition that made him/her eligible. For example: A Recipient who has cancer and requires follow-up treatment may continue to use donated leave to cover these absences. A Recipient who has received donated leave for pregnancy may continue to use this leave for any checkups and follow-up treatments relating to the pregnancy. However, this leave may not be used for the baby’s checkups. Health issues with the baby necessitating extended absences would require a new application for sick-leave donation and would require that the employee meet all qualifying criteria in relation to the baby’s illness.
- The Recipient of the donated leave will continue to accrue paid leave while using shared sick leave and must take his/her own leave before donated time.
- Employees on unpaid leave will not be eligible to participate in shared sick leave.
- Donors and Recipients alike will receive leave balance information as is normal procedure.
- If there are multiple donors of sick leave, the Donor whose form is received first will have his/her leave used first.
- Once an employee donates time and the application is accepted, the donation cannot be withdrawn, unless the Donor becomes ineligible.
- Time is donated and received in hours.
- Shared sick leave hours will count toward an employee’s FMLA leave allotment of 12 weeks in a 12-month period.
- Shared sick leave is limited to a maximum of 60 work days in a 12-month period and does not affect the availability of long-term disability coverage. The recipient is limited to 60 days in a 12-month period or to the point when disability insurance becomes available, whichever comes first
Applications for Share Sick Leave are available in the benefits section of the Iowa Wesleyan University website or from the Human Resources Office.
Twelve-month full-time and part-time, regular employees earn vacation time monthly on a prorated basis. Vacation days can be accumulated up to two times the annual days earned. Vacation days must be requested and approved by supervisor prior to the days being taken.
- Vacations are granted as follows:
- Support staff receive 10 days of paid vacation per year. At the completion of 5 years of continuous service, support staff receive 15 days of paid vacation per year.
- Administrative staff receive 15 days of paid vacation per year. At the completion of 5 years of continuous service administrative staff receive 20 days of paid vacation per year.
Employees will be informed of their classification and annual vacation allotment at the time of their hiring.
- Vacation days are earned on a monthly basis for full-time employees and are accumulated as follows:
10 days per year = 6.67 hrs per month
15 days per year = 10.00 hrs per month
20 days per year = 13.34 hrs per month
Vacation days for part-time employees are accumulated based on their regular working hours. For instance, a 12-month staff employee who works 20 hours per week would accumulate 3.34 hours per month.
- Changes in the rate of accrual are made on the anniversary date of hire.
- An employee who begins work before the 16th of the month is entitled to a full month’s credit toward vacation pay; a person who begins work on or after the 16th of the month does not earn vacation pay credit for that month.
- Vacation time will not accrue beyond twice the amount of vacation any employee is entitled to receive during one year of service. When this maximum is reached, no further vacation will be earned until the total earned has been reduced below the maximum.
- Whenever possible, supervisors will try to arrange employees’ vacation schedules to suit the employees’ personal requests. An employee requesting vacation should do so as far in advance as feasible unless an emergency situation arises to prevent this from being done. This request is to be made in writing on the Request for Vacation form.
- Employees are expected to take their vacations at times that fit with the University’s schedule. The supervisor reserves the right to limit the number of employees who may be absent from any department at any one time and to deny any leave for a request when the employee’s absence would place an undue hardship on other employees in the department or on the current operations of the University.
- Vacation time can be used and subtracted from the cumulative record of vacation days as follows: Non-exempt employees record to the nearest one-quarter hour; exempt employees record in one-day increments.
- An employee must report all vacation time used on the Absence Report for each pay period. Once completed, the Absence Reports are to be forwarded to the employee’s supervisor to approve and submit to the Human Resources Office.
- An employee who leaves Iowa Wesleyan University employment shall be compensated for up to 10 unused vacation days. In the event of the death of the employee, such unused vacation days shall be paid to the estate of the deceased employee in the same manner as above.
- An employee whose last day of employment with Iowa Wesleyan University is on or after the 15th of the month is entitled to a full month’s credit toward vacation pay; an employee who leaves Iowa Wesleyan University employment before the 15th of the month does not earn vacation pay credit for that particular month. Payment for unused vacation time for employees leaving employment will be made on a separate check on the pay period following the end of employment.
- Pay in lieu of vacation will not be granted to employees.
Time off without pay for a short term may be granted by supervisor only for unusual circumstances and only when employee’s vacation time is exhausted. All accrued vacation leave must be exhausted prior to taking unpaid leave, including unpaid FMLA leave.
Iowa Code 49.109 states any person entitled to vote at an election in this state who does not have three consecutive hours in the period between the time of the opening and the time of the closing of the polls, during which the person is not required to be present at work for an employer, is entitled to such time off from work time to vote. Application by any employee for such absence shall be made individually and in writing prior to the date of the election, and the employer shall designate the period of time to be taken. The employee is not liable to any penalty nor shall any deduction be made from the person’s regular salary or wages on account of such absence.