612: Paid Leave for AAPs

Statement

Georgetown University grants to eligible AAPs paid leave for rest and recreation; personal reasons; family and medical leave; sick and safe leave; religious observances; emergencies; or other events covered by law.

Philosophy

The University recognizes the importance and value of paid leave so that AAPs may have paid time away from work for a variety of reasons.  Georgetown complies with all applicable local and federal law regarding paid time off.

Procedures

Eligibility
Paid Leave is available to all AAP employees as stated below. 

Within the general requirements set by the University, each department is responsible for establishing the normal work schedule for positions within the department. When circumstances require it, AAPs are expected to work whatever hours are required to accomplish the duties of their position, regardless of their normal workweek.

Accrual and Accrual Rate
Full time Academic and Administrative Professionals are those routinely scheduled to work a forty-hour workweek.  The length of the standard of work year is twelve months.

Full time AAPs are entitled to 21 days (168 Hours) of paid leave in the first year of their employment with the University. For each additional year of employment, AAPs will be granted an additional day of leave up to a maximum of 26 days (208 Hours). Part time employees will receive a pro rata share of the full time benefit; however, in no event shall the rate of accrual be less than one hour for every 30 hours worked. For AAPs who are transferring from another University position, the accrual rate will be the start date with the University and not the date of transfer.

Paid Leave accrues on a per payroll period basis. Supervisors have the option of allowing AAPs to take leave time before it is accrued to meet the needs of the department or, in some cases, to meet personal needs.  In the event an AAP has a negative leave balance when he/she transfers to another University department or terminates, an adjustment will be made in the employee’s final paycheck in the department he/she is leaving.

If an AAP transfers to another department, all unused accrued leave will be carried over to the new department.  An AAP will accrue leave time in the new department according to the policy that applies in the new department and his/her employment category.

AAP Leave Accrual Table

The amounts specified in this table are calculated based on an assumption of full time employment.  Part time AAPs scheduled to work at least 16 or more hours per week (40% FTE) and those scheduled to work less than the standard work year will earn a pro rata portion of the full time benefit.

Recordkeeping
AAPs will request and record all paid time off in the Georgetown Management System (GMS).

Use of Leave 
Paid Leave should be scheduled in advance and requests made by the employee and approved by the supervisor in the Georgetown Management System (GMS). Leave time will not be deducted for absences that are for less than the employee’s normally scheduled working day.

Unscheduled leave is any paid leave that is not approved in advance and is normally for a short period of time.  For example, a personal emergency would require use of unscheduled paid leave.  To qualify for unscheduled paid leave, an employee must follow the department’s established call-in procedure. If an employee fails to follow the department’s established procedure, the absence is treated as unauthorized and unpaid leave.

However, unscheduled leave will be paid if the need for leave is unforeseeable and the employee has given verbal notice at the start of the work day for which paid leave is requested or, if the employee has an emergency, within twenty four hours of the onset of the emergency.  Departmental call in procedures must allow for notification of this type.

In order to meet the needs of a school or department, the dean or department head may establish more specific regulations related to paid leave usage. The dean or department head may set specific times of the year when leave must be taken or specific times when leave cannot be taken, as long as the regulations apply with applicable law.

Leave for Religious Observances 
AAPs may request paid leave for religious observances that are not part of the holiday schedule. Employees should provide supervisors with adequate notice of such a request. In compliance with the District of Columbia law, employees may use paid leave for a nonscheduled religious holiday; or the employee may be permitted to work outside of his/her regularly scheduled hours to make up for the time off.

Illness 
Continuation of income for periods of illness or disability is outlined on the Office of Faculty and Staff Benefits website.  Absence from work due to an illness will not be deducted from paid leave time.

Sick and Safe Leave
In compliance with the D.C. Accrued Sick and Safe Leave Act of 2008 (“Sick and Safe Act”) and amendments thereto, employees may use paid leave for absences associated with the employee’s, or a family member’s, illness or to seek legal protection from domestic violence or sexual abuse, as required by law.  Supervisors may not deny requests for leave when the leave is being used consistent with the Sick and Safe Act.  All unscheduled leave will be paid if the need for leave is unforeseeable and the employee has given verbal notice at the start of the work day for which paid leave is requested or, if the employee has an emergency, within twenty four hours of the onset of the emergency.  Departmental call in procedures must allow for notification of this type.  Questions regarding the scope of the law should be directed to Human Resources.

Maximum Leave Accrual
If some or all of an AAPs’ paid leave cannot be taken in the fiscal year, the AAP may carry over unused leave time up to a maximum of 1 1/2 times the employee’s annual accumulation, or up to a maximum of 36 days.

Once an employee reaches the maximum accrual, leave accrual ceases until the employee uses paid leave hours and the accrual drops below the maximum limit.

Restrictions

1. Paid leave will not accrue during continuous periods of unpaid leave or paid disability that last more than one payroll period.
2. Paid leave will not accrue when an employee is receiving Long Term Disability benefits.
3. To allow for proper orientation, a department may restrict an employee’s use of paid leave during the first 90 days of employment.  However, a department may not restrict an employee’s use of paid leave when it is requested for a reason that is covered under the Sick and Safe Act, provided appropriate notice is given.  Departments may not restrict an employee’s use of paid leave when the employee has transferred from another department of the University.
4. An employee cannot be restricted in his/her election to substitute paid leave for unpaid Family and Medical Leave under Human Resources Policy 603, if applicable. 

Payment of Leave

At Termination 
Prior to June 30, 2015, upon termination of employment, accrued but unused paid leave may be used or compensated, as determined by the department in consultation with the AAP. 

Effective June 30, 2015, upon termination of employment, leave that has been accrued in accordance with this policy and that remains unused will be paid in a lump sum up to a maximum payment of $15,000; however, employees whose base salary is $200,000 or more annually are not eligible to receive any payment for unused accrued leave. 

Responsibility

AAPs are responsible for complying with this leave policy. Department heads are responsible for ensuring proper administration of paid leave, scheduling and recordkeeping.

Resources

Contact the Department of Human Resources if you have questions or if you would like more information about this policy.