Section Four:
Overtime and Leave Policies

Click on the links below and learn about Southeastern's Overtime and Leave policies, including who is eligible to earn Overtime/Leave time, and the use of Leave time.

 

Paid Overtime

Compensatory Leave

Holiday Leave

Annual Leave

Sick Leave

Family and Medical Leave Act

Funeral Leave

Civil Leave

Military Leave

Special Leave

Educational Leave

Sabbatical Leave

Leave of Absence Without Pay

 

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Paid Overtime
 

Employees who are eligible to earn Paid Overtime must have prior approval from their Supervisor before working Overtime. Supervisors shall also give employees as much advance notice as possible when an employee is required to work beyond their normal work schedule.

Only those hourly employees who are in the Non-Exempt status earn Paid Overtime at the rate of time and one-half (1-1/2) of their regular hourly pay. Hourly Exempt employees may earn Paid Overtime at a rate equal to their regular hourly pay.

Supervisors must have the funds available in their budget in order to authorize Paid Overtime for any employee.

Subject to the provisions in the Civil Service Rules and requirements of federal laws and regulations, any employee who is required to perform overtime duty may, at the option of the University, be credited with Compensatory Leave in lieu of Paid Overtime.

Overtime and Compensatory Leave is only earned in 15-minute increments.

 

 

Earning Paid Overtime


The following employees are eligible to receive Paid Overtime:

  • Classified Non-Exempt Employees are paid at a rate of time and one-half (1-1/2) their regular pay for all hours worked over forty (40) hours (excluding any paid or unpaid leave time taken) in a seven-day work period. When the total time worked (paid work time and paid leave time) exceeds forty (40) hours, these employees will receive Straight Overtime (SOT) at a rate equal to their regular rate of pay. Classified Non-Exempt Employees must actually work more then forty (40) hours in order to qualify for Overtime (OT) at the time and one-half (1-1/2) rate.

  • Classified Exempt Employees are paid at a rate equal to their regular pay (Straight Overtime) for any hours worked outside their normal work schedule.

  • University Police (207K Plan) Employees are paid at a rate of time and one-half (1-1/2) their regular pay for all hours worked beyond eighty-six (86) hours (excluding any paid or unpaid leave time taken) in a fourteen-day work period. When the total time worked (paid work time and paid leave time) exceeds eighty-six (86) hours, these employees will receive Straight Overtime (SOT) at a rate equal to their regular rate of pay. University Police (207K Plan) employees must actually work more then eighty-six (86) hours in order to qualify for Overtime (OT) at the time and one-half (1-1/2) rate.

  • Non-Exempt Classified Restricted Employees are paid at a rate of time and one-half (1-1/2) their regular pay for all hours worked beyond forty (40) hours in a seven-day work period. Exempt Classified Restricted Employees are paid at a rate equal to their regular pay (Straight Overtime) for all hours worked beyond forty (40) hours in a seven-day work period.

  • Student Workers. It is the policy of the University that Student Workers do not work more than forty (40) hours in a seven-day work period. However, if a Student Worker is allowed to work over forty (40) hours in a seven-day work period, the Student Worker must be compensated at the time and one-half (1-1/2) rate.

 

 

The following employees are not eligible to receive Paid Overtime:

  • Unclassified Staff
  • Department Heads
  • 12-month Faculty
  • 9-month Faculty
  • Graduate Assistants
  • Resident Assistants
  • Lecturers
  • President
  • Executive Assistant to the President
  • Vice Presidents
  • Assistant Vice Presidents
  • Deans
  • Athletic Director
  • Assistant Athletic Director
  • Associate Athletic Director
  • Coaches
  • Assistant Coaches
  • Director of the Library

 

 

If there is a question regarding the eligibility of an employee to receive Paid Overtime, the Timekeeper or Supervisor should contact the Human Resources Office to verify.

 

 
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Compensatory Leave
 

Compensatory Leave is leave hours accrued by employees for work and duties performed in excess of their normal work schedule, or for working on a University observed holiday. The University has the option to credit an employee with Compensatory Leave in lieu of paid compensation for overtime hours worked.

Earning of Compensatory Leave is promptly credited to the employee, and may be used with the approval of the Supervisor.

Compensatory Leave allows employees to take time off from their normal work schedule without loss of pay, but must be pre-approved by the employee's Supervisor.

Any employee who has been credited with Compensatory Leave may be required to take all or part of their Compensatory Leave at any time.

Compensatory Leave is only earned or used in 15-minute increments.

 

 

Types of Compensatory Leave


There are two types of Compensatory time that employees may earn:

  • Compensatory Overtime Earned (KOE).
    Compensatory Overtime is Compensatory Time earned at a rate of time and one-half (1-1/2) the number of hours that qualify as overtime hours.

  • Compensatory Straight Time Earned (KSE).
    Compensatory Straight Time is Compensatory Time earned at a rate equal to the number of hours that qualify as overtime hours.

 

 

Earning Compensatory Leave


The following employees are eligible to earn Compensatory Leave at the following rates:

  • Classified Non-Exempt Employees. These employees may earn Compensatory Overtime (KOE) in lieu of Paid Overtime at the rate of time and one-half (1-1/2) the number of hours worked over forty (40) hours (excluding any paid or unpaid leave time taken) in a seven-day work period. When the total time worked (paid work time and paid leave time) exceeds forty (40) hours, these employees will receive Compensatory Straight Time (KSE) at a rate equal to the number of hours beyond forty (40) hours. These employees must actually work more than forty (40) hours in order to qualify for Compensatory Overtime (KOE) at the time and one-half (1-1/2) rate. Compensatory Straight Time (KSE) may be accrued in excess of 360 hours, but not more than 360 hours will be carried forward from one calendar year to the next. Payment shall be made no later than January 1 of each year for Compensatory Straight Time (KSE) that exceeds 360 hours at the GS-12 and below in the General Schedule and the MS-56 and below in the Medical Schedule. Payment will be at the employee's regular rate, excluding premium pay, shift differential and non-cash compensation. Not more than 240 hours of Compensatory Overtime (KOE) may be accrued. After reaching the 240 hour cap, employees must be compensated in monetary payments on their paychecks.

  • Classified Exempt Employees. They may earn Compensatory Straight Time (KSE) in lieu of Paid Straight Overtime at a rate equal to the number of hours worked over forty (40) hours per week. Classified Exempt employees may accrue in excess of 360 hours of Compensatory Straight Time (KSE), but not more than 360 hours will be carried forward from one calendar year to the next. Payment may be made, no later than January 1 of each year, for Compensatory Straight Time that exceeds 360 hours at the GS-13 and above in the General Schedule and the MS-57 and above in the Medical Schedule. Such payment shall be at the employee's regular rate, excluding premium pay, shift differential and non-cash compensation.

  • University Police (207K Plan) Employees. University Police (207K Plan) may earn Compensatory Overtime (KOE) in lieu of Paid Overtime at a rate of time and one-half (1-1/2) the number of hours worked over eighty-six (86) hours (excluding any paid or unpaid leave time taken) in a fourteen-day work period. When the total time worked (paid work time and paid leave time) exceeds eighty-six (86) hours, these employees will receive Compensatory Straight Time (KSE) at a rate equal to the number of hours beyond eighty-six (86) hours. University Police (207K Plan) employees must actually work more then eighty-six (86) hours in order to qualify for Compensatory Overtime (KOE) at the time and one-half (1-1/2) rate. Compensatory Straight Time (KSE) may be accrued in excess of 360 hours, but not more than 360 hours will be carried forward from one calendar year to the next. Payment shall be made no later than January 1 of each year for Compensatory Straight Time (KSE) that exceeds 360 hours at the GS-12 and below in the General Schedule and the MS-56 and below in the Medical Schedule. Payment will be at the employee's regular rate, excluding premium pay, shift differential and non-cash compensation. Not more than 240 hours of Compensatory Overtime (KOE) may be accrued. After reaching the 240 hour cap, employees must be compensated in monetary payments on their paychecks.

  • 12-month Unclassified Staff/12-month Department Head/12-month Faculty Employees. These employees earn Compensatory Straight time (KSE) at a rate equal to the number of eligible hours they work beyond forty (40) hours in a seven-day work period. These employees may not carry more then 240 hours of Compensatory Straight Time (KSE) into the next fiscal year, which ends on June 30th, and should not be approved for earning in excess of 320 hours of Compensatory time. While on approved travel on a regular university work day, these employees may earn a maximum of five (5) hours of Compensatory Straight Time for hours worked after 4:30 p.m. During weekend approved travel, these employees can earn a maximum of eight (8) hours per day of Compensatory Straight Time.

 

 

The following employees may receive Compensatory Leave for working on a holiday, but are not eligible to receive Compensatory Leave for working over 40 hours per week:

  • President
  • Provost
  • Executive Assistant to the President
  • Vice Presidents
  • Assistant Vice Presidents
  • Deans
  • Athletic Director
  • Assistant Athletic Director
  • Associate Athletic Director
  • Coaches
  • Assistant Coaches
  • Director of the Library

 

The following employees are not eligible to earn Compensatory Leave:

  • 9-month Faculty
  • Graduate Assistants
  • Resident Assistants
  • Lecturers
  • Student Workers
  • Exempt Classified Restricted Employees
  • Non-Exempt Classified Restricted Employees
  • Unclassified Hourly Part-time Employees

 

 

Using Compensatory Leave


The use of accumulated Compensatory Leave must be requested for by the employee on the Employee Exception Log maintained by the Timekeeper. Compensatory Leave must be approved in advance by the employee's Supervisor, except in cases of an emergency (which is still subject to the approval of the Supervisor on a case-by-case basis).

Employees may be required to use Compensatory Leave during Presidential Closure Days. See the University Holiday Schedule made available on the Human Resources Office web page (http://www.selu.edu/HRO) for scheduled closures.

Compensatory Leave shall not be used for work days outside the employee's normal work schedule.

Compensatory Leave is credited in quarter-hour increments and may only be taken in quarter-hour increments, with a minimum of one quarter-hour taken.

Compensatory Leave should not be confused with a flexible time policy. Employees cannot arbitrarily determine their own work schedules.

Work completed at home does not constitute the earning of Compensatory Leave.

 

 

Payment of Compensatory Leave Upon Separation or Transfer


Unused Compensatory Leave earned at the time and one-half (1-1/2) rate (KOE) by Classified Non-Exempt and University Police (207K Plan) Employees will be paid upon separation or transfer. It will be calculated by taking the average regular rate of pay received by the employee during the previous three years, or the final rate of pay received by the employee, whichever is higher.

Unused Compensatory Leave earned at the hour-for-hour rate (KSE) by Classified Exempt Employees will be paid upon separation or transfer at the final regular rate of pay received by the employee, excluding premium pay, shift differential, and non-cash compensation.

12-month Unclassified Staff, 12-month Department Heads, and 12-month Faculty will not be paid for any accrued Compensatory Leave upon separation. If these employees transfer without a break in service to another position in Louisiana State service, accrued Compensatory Leave may be credited at the discretion of the new appointing authority.

 

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Holiday Leave
 

Holiday Leave is leave granted without loss of pay for holidays observed by Southeastern Louisiana University. Southeastern is authorized to observe 14 paid holidays per year and up to 10 closure days per year. The University Holiday Schedule is available on the Human Resources Office web page (http://www.selu.edu/HRO).

Employees who work on an observed holiday are eligible to receive either Paid Overtime (if their classification and status allows it) or Compensatory Time, as indicated by the Holiday Schedule, at the rate their classification and status qualifies them to receive.

Holidays that fall on a weekend usually are observed on the preceding Friday or the following Monday.

Holiday Leave applies ONLY to the University's designated Holiday Calendar. This means that if the actual holiday is different from the observed holiday, Holiday Leave applies only to the observed holiday, and not the actual holiday.

If an employee's normal day off is on an observed holiday, a day closest to the holiday will be designated as the observed holiday for those employees.

All employees eligible for Holiday Leave will receive the same number of holidays.

The holiday schedule is subject to change at the discretion of the President of the University. The University President can also designate days as Presidential Closure Days.

The University does not provide paid leave for Presidential Closure Days. Employees are encouraged to save Annual Leave or Compensatory Time accumulated for Presidential Closure Days.

 

 

Eligibility to Receive Holiday Leave


Employees eligible to receive Holiday Leave must be in pay status the day before OR the day after the observed holiday. This means hours worked must touch the holiday. Approved paid Leave is considered as hours worked, and meets pay status requirements to receive Holiday Leave.

The following employees are eligible to receive Holiday Leave:

  • Classified Non-Exempt Employees. If these employees work on an observed holiday, they receive Holiday Leave plus either Paid Overtime or Compensatory Overtime (KOE), as designated by the Holiday Schedule, at a rate of time and one-half (1-1/2) the number of hours they worked on the observed holiday.

  • Classified Exempt Employees. Should these employees work on an observed holiday, they receive Holiday Leave plus either Paid Overtime or Compensatory Straight Time (KSE), as designated by the Holiday Schedule, at a rate equal to the number of hours they worked on the observed holiday.

  • University Police (207K Plan) Employees. These employees receive Holiday Leave plus either Paid Overtime or Compensatory Overtime (KOE), as designated by the Holiday Schedule, at a rate of time and one-half (1-1/2) the number of hours worked, should they work on the observed holiday.

  • 12-month Unclassified Staff/12-month Department Head/12-Faculty Employees. If these employees work on an observed holiday, they receive Holiday Leave plus Compensatory Straight Time (KSE) at a rate equal to the number of hours they worked on the observed holiday. These employees are not eligible to receive Paid Overtime.

  • President, Provost, Executive Assistant to the President/Vice Presidents/Assistant Vice Presidents/Deans/Athletic Director/Assistant Athletic Director/Associate Athletic Director/Coaches/Assistant Coaches/ Director of the Library. These employees are eligible to receive Holiday Leave, and they do receive Compensatory Straight Time should they work on an observed holiday. This is the only instance in which these employees may earn Compensatory Time.

 

The following employees are not eligible to earn Holiday Leave:

  • 9-month Faculty
  • Graduate Assistants
  • Resident Assistants
  • Lecturers
  • Student Workers
  • Non-Exempt Classified Restricted
  • Exempt Classified Restricted
  • Unclassified Hourly Part-time Employees

 

 
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Annual Leave
 

Annual Leave is leave with pay granted to employees for the purpose of rehabilitation, restoration and maintenance of work efficiency, or for the transaction of personal affairs.

 

 

Earning Annual Leave


The earning of Annual Leave is based on the number of years of full-time equivalent Louisiana State service. It is credited at the end of each calendar month, or at the end of each regular pay period in accordance with the following general schedule:

Length of Service
Per Hour
Hours Per
Pay Period
Days
Per Month
Days
Per Year
Less then 3 years .0461 3.6880 1.00 days 12 days
3 years,
but less then 5 years
.0576 4.6080 1.25 days 15 days
5 years,
but less then 10 years
.0692 5.5360 1.50 days 18 days
10 years,
but less then 15 years
.0807 6.4560 1.75 days 21 days
15 years or more .0923 7.3840 2.00 days 24 days

Accrued Annual Leave can be carried forward to succeeding calendar years.

Employees are not credited with Annual Leave:

  • For any overtime hours
  • For any hours of Leave Without Pay
  • While on Leave With or Without Pay, until such time they return to active work duty, except where inability to return to active duty is caused by illness or incapacity
  • For any hour of on-call status outside regular scheduled hours
  • For any hour of travel or other activity outside regular scheduled hours
  • For any holiday or other non-work day that occurs while on Leave Without Pay
  • Temporary Unclassified Staff appointed for less then 9 months do not earn Leave.

 

 

Eligibility to Receive Annual Leave


The following employees are eligible to earn Annual Leave:

  • Classified Non-Exempt Employees, on Job Appointments, Probational Appointments, or Permanent Appointments.
  • Classified Exempt Employees, on Job Appointments, Probational Appointments, or Permanent Appointments.
  • University Police (207K Plan) Employees, on Job Appointments, Probational Appointments, or Permanent Appointments.
  • 12-month Unclassified Staff
  • 12-month Department Heads
  • 12-month Faculty Employees
  • President
  • Provost
  • Executive Assistant to the President
  • Vice Presidents
  • Assistant Vice Presidents
  • Deans
  • Athletic Director
  • Assistant Athletic Director
  • Associate Athletic Director
  • Coaches
  • Director of Library

The following employees are not eligible to earn Annual Leave:

  • 9-month Faculty
  • Graduate Assistants
  • Resident Assistants
  • Lecturers
  • Student Workers
  • Non-Exempt Classified Restricted Employees
  • Exempt Classified Restricted Employees
  • Unclassified Hourly Employees

The Timekeeper or Supervisor should contact the Human Resources Office should there be a question regarding a particular employee.

 

 

Use of Annual Leave


Employees must use the Employee Exception Log (maintained by the Timekeeper) to request use of Annual Leave. Annual Leave must be approved in advance by the employee's Supervisor, except in cases of an emergency (which is still subject to the approval of the Supervisor on a case-by-case basis).

Employees may be required to use Annual Leave during Presidential Closures. For this reason all employees are encouraged to save their Annual Leave. See the University Holiday Schedule provided by the Human Resources Office available on their web page (http://www.selu.edu/HRO) for scheduled closures that may require employees to use their Annual Leave.

Annual Leave shall not be used for work days outside the employee's normal work schedule.

Annual Leave may only be taken in quarter-hour increments, with a minimum of one quarter-hour taken.

 

 

Enforced Annual Leave


Supervisors may require employees to take Annual Leave whenever it is in the judgement of the Supervisor that it would be in the best interest of the University to do so.

Employees will not be required to reduce their accrued Annual Leave to less than 240 hours except:

  • prior to being granted leave without pay, but subject to the right granted the employee by Military Leave provisions
  • where it is determined that the need to be absent from work is because of a condition covered by Family and Medical Leave Act.

 

 

Payment for Annual Leave
Upon Separation Or Transfer


Upon separation, employees shall be paid the value of their accrued Annual Leave in a lump sum, disregarding any final fraction of an hour. This does not include any employee who is dismissed for theft of agency funds or property.

The payment of accrued Annual Leave is computed by multiplying the employee's hourly rate at the time of separation by the number of accrued Annual Leave hours.

Terminal payment for accrued Annual Leave shall not exceed the value of 300 hours.

Payment for Annual Leave earned under administrative rules or regulations in effect prior to July 1, 1953, may be made in accordance with those rules or regulations.

Unused Annual Leave balances are certified for retirement service credit for members of LASERS or TRSL.

The payment of accrued Annual Leave upon separation does not continue the payee as an employee beyond the last date of active duty.

If an employee who has been paid accrued Annual Leave is re-employed by another Louisiana state agency, the employee shall pay the Louisiana state agency of re-employment the value of the Annual Leave paid by the previous employer, less the value of the working hours between the last day worked and the date of re-employment. Employees will be given credit for the number of hours of Annual Leave reimbursed.

Employees who transfer from one State agency to another without a break in service will carry any accrued Annual Leave with them, and will not receive a lump payment. The gaining agency will request Leave Balance Certification from the losing agency.

 

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Sick Leave
 

Sick Leave is leave with pay granted to an employee who is suffering a disability which prevents the performance of the usual duties and responsibilities associated with their job. Sick Leave may also be used when the employee requires medical, dental, or optical consultation or treatment, including annual physical exams.

 

 

Earning of Sick Leave


The earning of Sick Leave is based on the number of years of full-time equivalent Louisiana State service. It is credited at the end of each calendar month, or at the end of each regular pay period in accordance with the following general schedule:

Length of Service
Per Hour
Hours Per
Pay Period
Days
Per Month
Days
Per Year
Less then 3 years .0461 3.6880 1.00 days 12 days
3 years,
but less then 5 years
.0576 4.6080 1.25 days 15 days
5 years,
but less then 10 years
.0692 5.5360 1.50 days 18 days
10 years,
but less then 15 years
.0807 6.4560 1.75 days 21 days
15 years or more .0923 7.3840 2.00 days 24 days

Accrued Sick Leave is carried forward to succeeding calendar years.

Employees are not credited with Sick Leave:

  • For any overtime hours
  • For any hours of Leave Without Pay
  • While on Leave With or Without Pay, until such time they return to active work duty, except where inability to return to active duty is caused by illness or incapacity
  • For any hour of on-call status outside regular scheduled hours
  • For any hour of travel or other activity outside regular scheduled hours
  • For any holiday or other non-work day that occurs while on Leave Without Pay

 

 

Eligibility to Receive Sick Leave


The following employees are eligible to earn Sick Leave:

  • Classified Non-Exempt Employees, on Job Appointments, Probational Appointments, or Permanent Appointments.
  • Classified Exempt Employees, on Job Appointments, Probational Appointments, or Permanent Appointments.
  • University Police (207K Plan) Employees, on Job Appointments, Probational Appointments, or Permanent Appointments.
  • 12-month Unclassified Staff
  • 12-month Department Heads
  • 12-month Faculty Employees
  • 9-month Faculty Employees
  • President
  • Provost
  • Executive Assistant to the President
  • Vice Presidents
  • Assistant Vice Presidents
  • Deans
  • Athletic Director
  • Assistant Athletic Director
  • Associate Athletic Director
  • Coaches
  • Assistant Coaches
  • Director of the Library

The following employees are not eligible to earn Sick Leave:

  • Graduate Assistants
  • Resident Assistants
  • Lecturers
  • Student Workers
  • Non-Exempt Classified Restricted Employees
  • Exempt Classified Restricted Employees
  • Unclassified Hourly Employees

The Timekeeper or Supervisor should contact the Human Resources Office should there be a question regarding a particular employee.

 

 

Use of Sick Leave


The employee uses the Employee Exception Log (maintained by the Timekeeper) to request Sick Leave. The employee's Supervisor must approve Sick Leave, and employees are required to notify Supervisors to request Sick Leave as soon as possible.

Sick Leave should be applied for in advance when it is being used for routine medical visits, eye exams and dental exams.

Sick Leave may be used by employees for necessary absence from duty because of:

  • Illness or injury which prevents performance of usual duties
  • Medical, dental, or optical consultation or treatment

Sick leave can only be used for an employee's illness. Annual, Compensatory or Leave of Absence Without Pay may be used for taking care of an ill family member.

Any classified employee who exhausts all Sick Leave and who has not returned to duty, may be separated from employment. A separation under these conditions is not considered a disciplinary action, but done because of a need to have the duties of the position performed. An employee must have exhausted twelve (12) weeks of leave (paid or unpaid) under the Family and Medical Leave Act to be terminated under this provision.

 

 

Documentation Required for Use of Sick Leave


In applying for approval for use of Sick Leave, employees may be required to furnish:

  • An excuse signed by a health care professional, at the discretion of the Supervisor. The employee must be advised at the beginning of Sick Leave that a doctor's excuse will be required. It should not be done after the fact.
  • An excuse signed by a health care professional in all cases when the employee has been on Sick Leave for forty (40) or more consecutive hours. The forty hours can cross pay weeks and pay periods. An original excuse must be submitted and attached to each Employee Exceptions Log for each respective pay period involved.
  • A release to return to work from a health care professional must be submitted and attached to the Employee Exceptions Log following an illness for which an employee has been under medical care. If light duty is required, the Supervisor must determine if light duty is available. If light duty is not available, the employee can not return to work until the health care provider releases the employee to full duty. Please Note: A new policy on Return to Work is being developed for employees on Worker's Compensation.

 

 

Payment for Sick Leave
Upon Separation Or Transfer


Employees cannot be paid for unused Sick Leave upon termination. Upon re-employment with any Louisiana State agency within five years from the separation, the employee will be credited with all unused Sick Leave if the separation is non-disqualifying.

If the employee transfers without break in service to another Louisiana State agency, the accrued Sick Leave will be transferred to the new agency.

Unclassified Staff and faculty are paid for up to 200 hours of Sick Leave upon retirement.

Unused sick leave balances are also certified for retirement service credit for members of LASERS.

 

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Family and
Medical Leave Act

 

The Family and Medical Leave Act (FMLA) entitles qualified employees to up to 12 weeks of unpaid leave per year for:

  • The birth or adoption of a child
  • To care for a spouse or an immediate family member with a serious health condition
  • When the employee is unable to work because of their own serious health condition.

Employers covered by the law are required to maintain any pre-existing health and life insurance coverage during the leave period and once the leave period is concluded, to reinstate the employee to the same or an equivalent job.

 

 

Southeastern's Policy on FMLA


  • The Family and Medical Leave Act (FMLA) Leave is a maximum 12-week entitlement per year for eligible employees.

  • The employee must give a 30-day notice of the need for FMLA Leave, or if not practicable, as much notice as possible.

  • The University can place an employee on FMLA Leave (even if the employee has not requested leave under FMLA), if the reason for the absence is covered by FMLA. The University will require the employee to use paid leave first (while on FMLA Leave) in order to simplify problems with paying medical and life insurance premiums. The University must advise the employee in writing with a notice of the employee's rights and obligations when such designation is made.

  • After exhaustion of Sick Leave, the employee may request to use Annual Leave while on FMLA Leave.

  • The use of Compensatory Leave is not prohibited as FMLA Leave.

  • Even though an employee's appointment may be terminated after exhaustion of Sick Leave, the University will not consider termination of the employee's employment until all 12 weeks of FMLA Leave has been exhausted.

  • If an employee is released to either full-time or part-time duty with restrictions, the University may choose to not allow the employee to return to work. The decision to allow a return to work with restrictions will be determined on a case-by-case basis, depending on the employee's job duties, location of work, and if light duty is available.

  • In all cases, in order to return to work, the employee must be able to perform the essential functions of the job as established by the employee's official job description on file in the Human Resource Office.

  • If the employee is released to part-time duty, the employee must provide a release to full-time duty when their health care provider releases them.

  • FMLA Leave will not extend an employee's appointment beyond the appointment end date. For example, FMLA Leave will not extend paid leave beyond the end of the semester for nine-month employees.

 

 

Documentation Required for FMLA Leave


  • Certification from a health care provider shall be required in most cases. When completing the Application/Request form for FMLA Leave, the type and reason for the leave will be the indication of whether or not Medical Certification shall be required. Employees may acquire an application by contacting the Human Resources Office at extension 2057.

  • All medical records submitted to the University for verification of leave is treated as confidential.

  • If re-certification by the Health Care Provider is requested, it will not be more often than once every 30 days. Re-certification under FMLA Leave may be required if:
  • (1) The employee requests an extension of leave
    (2) The employer receives information that casts doubt on the continuing validity of the original certificate
    (3) The circumstances described on the original certificate have changed significantly
    (4) The employee does not return to work for medical reasons that would prevent the collection of premiums paid by the employer.

  • In all cases an employee must provide a medical release to duty, either to full-time or part-time duty.

 

 
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Funeral Leave
 

Funeral Leave is a two-day leave granted to employees without loss of pay for attending the funeral or burial rites of a:

  • parent
  • step-parent
  • child
  • step-child
  • brother
  • step-brother
  • sister
  • step-sister
  • spouse
  • Mother-in-law
  • Father-in-law
  • grandparent
  • grandchild

 

 

Use of Funeral Leave


The day of the wake and the day of the funeral are the two days designated for Funeral Leave. If the wake or funeral takes place on a non-work day, then Funeral Leave will not be granted for that day.

Example: The wake is on a Sunday night and the funeral is on Monday. If Sunday is the employee's normal day off, and Monday is the employee's scheduled work day, the employee will be allowed one day of Funeral Leave, for the funeral on Monday.

Funeral Leave shall not exceed two consecutive days on any one occasion. If an employee requires additional leave, the employee may request to use Sick Leave, Compensatory Leave, or Annual Leave, depending on the situation. Additional leave is subject to the Supervisor's approval.

 

 

Documentation Required for Funeral Leave


The name of the deceased person, relationship to the employee, the date(s) of the wake or funeral and the funeral home handling the services should be listed on the Employee Exception Log kept by the Timekeeper. This information must be provided by the employee requesting the Leave.

 

 
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Civil Leave
 

Civil Leave is leave granted (without loss of pay, Annual Leave or Sick Leave) to employees for:

  • Jury duty. Employees summoned to jury duty are permitted to retain the allowance received from the court in addition to Civil Leave. Southeastern Louisiana University will make no attempt to have service on jury duty postponed except when business conditions necessitate such action.

  • Summons to appear as a witness before a court or other public bodies or commissions. A plaintiff or defendant is not considered a witness, and does not qualify for Civil Leave. Any employee who is summoned to witness as a result of employment other than Louisiana State employment does not qualify for Civil Leave.

  • Grand Jury duty.

  • Engaging in the representation of a client in a criminal proceeding by order of a court of competent jurisdiction. If compensation is being provided for these services from another source, the employee may not accept Civil Leave.

 

 

Documentation Required for Civil Leave


Employees are required to submit a copy of the subpoena served to their Supervisor as soon as it is received. Proof of service with date and times served must be submitted when jury duty or witness duty is completed. Reasonable travel time will be taken into consideration when calculating Civil Leave. The Timekeeper attaches all documentation to the Employee Exception Log.

 

 
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Military Leave
 

Employees who are members of a Reserve component of the Armed Forces of the United States shall be entitled to Military Leave. Employees may apply for Annual Leave or Compensatory Leave, but are not required to take Annual or Compensatory Leave for military purposes.

There are two types of Military Leave:

  • Military Leave With Pay
  • Military Leave Without Pay

 

 

Military Leave With Pay


Military Leave with Pay is leave granted to employees who are:

  • Members of a Reserve component of the Armed Forces of the United States placed on "military active duty for training" and given constructive credit for such training. This may be designated on the military orders as "ADT," "FTTD," "AT," or "IADT."

  • Members of the Civil Air Patrol ordered to perform duty with troops or participate in field exercises or training.

  • Members of the National Guard ordered to active duty due to local emergency, act of God, civil or criminal insurrection, civil or criminal disobedience, or similar occurrences of extraordinary and emergent nature that threatens or affects the peace or property of others. The maximum Military Leave With Pay granted is fifteen (15) working days per calendar year.

 

 

Military Leave Without Pay


Military Leave Without Pay is leave granted to employees who have been:

  • Ordered to "military active duty"
  • Placed on "initial military active duty" for training
  • Placed on "military training duty" and the maximum authorized Military Leave With Pay has been exhausted or is not authorized.

Classified employees on Job Appointments, Probational Appointments, or Permanent Appointments, after exhausting Annual and Compensatory Leave (or who choose not to use this paid leave for military purposes), shall be placed on Leave Without Pay for military purposes, for a maximum of six (6) years. In this instance, these employees have ninety (90) days from their date of separation from active military duty or training to request re-employment.

 

 

Documentation Required for Military Leave


Any employee called to or volunteers for any type of active military duty or to Reserve or National Guard training, must submit copies of military orders to their Supervisor as soon as it is practicable. The Timekeeper attaches the documentation to the Employee Exception Log.

 

 
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Special Leave
 

Special Leave is leave granted employees without loss of pay, Annual Leave or Sick Leave for the following:

  • Participating in a State Civil Service examination on a regular work day, or taking a required examination before a state licensing board pertinent to the employee's state employment. A maximum of five (5) hours is allowed for each exam. If two exams are taken on the same day, only eight (8) hours will be allowed for the day.

  • An Act of God prevents employee from performing duties, as determined by the University President or President's designee.

  • Local conditions or celebrations that makes it impractical to work, as determined by the University President.

  • Performing emergency civilian duty in relation to national defense.

  • Reporting for a pre-induction physical examination for possible entry into the military forces of the United States.

 

 

Documentation Required for Special Leave


Employees who take a State Civil Service examination will need to provide proof that they sat for the exam as certified by the Department of Civil Service.

If the employee is ordered to report for a pre-induction physical examination for possible entry into the military, a copy of the order must be submitted to the Supervisor.

The Timekeeper attaches copies of all documentation to the Employee Exception Log.

 

 
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Educational Leave
 

Educational Leave is leave granted to employees for educational purposes.

There are two types of Educational Leave:

  • Educational Leave With Pay
  • Educational Leave Without Pay

 

 

Educational Leave With Pay


Educational Leave With Pay may be granted an employee for a maximum of thirty (30) calendar days in one calendar year if the course of instruction is pertinent to the employee's work performance. Employees may be granted leave for a maximum of ninety (90) calendar days in one calendar year if Southeastern requires the employee to take special training.

 

Educational Leave Without Pay


Employees may be granted Educational Leave Without Pay for a period equivalent to the period of attendance at an educational institution. These employees may be granted a stipend if there are funds available for that purpose.

 

 
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Sabbatical Leave
 

Sabbatical Leave is leave granted for the purpose of promoting professional improvement and/or renewal. The leave is designed to contribute to the best interests of the individual and the University through study, research, writing, field experiences, or other appropriate activities. Employees who use Sabbatical Leave do so to pursue these activities. Only 9-month and 12-month Faculty are eligible for Sabbatical Leave.

 

 

Use of Sabbatical Leave


Sabbatical Leave requires completion of an application, which then goes through an approval process. Employees should contact their Supervisor and the Human Resources Office for an application for Sabbatical Leave.

 

 
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Leave of Absence
Without Pay

 

Employees may request a Leave of Absence Without Pay (LWOP), but Southeastern may require employees to exhaust all paid leave before utilizing LWOP.

 

 

Use of Leave of Absence Without Pay (LWOP)


Employees may request use of LWOP by listing the reasons the leave is needed, the expected duration of the leave, and the obligations of the employee during the period requested.

Employees on LWOP for more then ten (10) working days in any month are responsible for paying the employer portion of any match on health and life insurance premiums unless they are on Family and Medical Leave Act (FMLA) Leave.

During a period of Leave of Absence Without Pay, benefits associated with pay status are affected (unless on FMLA Leave).

 

 

While on LWOP:


  • Insurance may be continued by making advance payments of the full premium.

  • Tax-sheltered annuities are suspended unless provided by another eligible employer.

  • Scheduled deductions for reimbursement accounts covered under the cafeteria plan must be brought up-to-date by the end of the plan year. If an employee gets behind because of LWOP, deduction amounts may be increased to catch up.

  • Social Security contributions and coverage ceases unless the individual is employed by another covered employer.

  • Annual and Sick Leave do not accrue.

  • Memberships in retirement systems are suspended during LWOP, and contributions may not be withdrawn from the state retirement systems without the action being considered as resignation or termination from employment.

  • Employees who are on LWOP for a period in excess of four (4) weeks, may at the University's discretion, have their period of leave curtailed for any reasonable cause. Southeastern must furnish proper notice to the employee when a LWOP is being curtailed.

  • Any employee who has been granted Leave of Absence Without Pay and does not report to duty on the first working day following the expiration of the leave, shall be considered as having deserted the position and shall be terminated.

 

 
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