A. Unauthorized absences on work day
Employees are required to obtain advance approval for leave from their supervisor. Violations of established policy and procedure concerning leave approval (except in emergency situations which are reviewed on a case-by-case basis) are considered unauthorized absence.
Supervisors have authority to:
- 1. Plan leave in order to prevent work scheduling problems.
- 2. Make every effort to grant time off to employees who would lose leave unless it is taken before the end of December.
- 3. Deny leave without pay unless all annual leave and sick leave are exhausted. (Exceptions are made, however, for maternity leave and military leave.)
- 4. Require prior approval for planned sick leave, such as doctor’s appointments, dental appointments, elective medical procedures, etc.
B. Abandonment of Job (1-8 Hours)
Employees are expected to be at their designated work station during regular work hours (except for lunch and breaks as defined by supervisor).
Employees are required to notify their department or work unit if they are going to be late.
- 1. Notification must be made within one hour, or sooner if departmental policy requires.
- 2. Extenuating circumstances are taken into account.
Repeated disregard for proper notification is addressed as job abandonment.
C. Abandonment of Job (in excess of 8 hours and no more than 16 hours)
If employees are going to be away from their job for more than 8 hours, they must notify their supervisor and give reasons why (e.g., illness or any change of return date from annual leave). If the supervisor is unavailable, an explanation for the absence is left with the department.
- 1. Failure to follow this policy is considered job abandonment.
- 2. The University considers employees to have voluntarily resigned if they abandon their job for more than 16 hours. If an employee abandons his/her job for more than 16 consecutive working hours, the supervisor must contact Human Resource Services. A PAF for termination of employment is prepared but held until the circumstances surrounding the situation are verified.
D. Misuse of sick leave
Sick leave cannot be used in addition to, or in place of annual leave. If an employee is suspected of misusing sick leave and a pattern can be established, the supervisor can require verification of illness from a physician. If a fraudulent claim of illness is proven, it is not necessary to establish a pattern of misuse.
To investigate a suspected pattern of misuse of sick leave, the supervisor is to:
- 1. Review leave records to determine whether there is a pattern of abuse before taking action. Patterns can be, but are not limited to, taking sick leave once or twice a month, leaving a marginal balance; taking sick leave (on a consistent basis) on the day of scheduled heavy work assignments; consistently taking sick leave on days immediately preceding or following scheduled days off; using sick leave before and/or after holidays; using sick leave routinely, regardless of previously established balances, etc.
- 2. Verify the pattern of illness and send the documentation to Human Resource Services for review.
- 3. Inform the employee that a physician’s statement will be required in the future for non-obvious illnesses (obvious may include hospitalization, broken bones, severe burn, etc.).
- 4. Follow the infraction steps for “misuse of sick leave” if the pattern continues and physician’s statement is not presented.
E. Failure to report for overtime duty
If an employee has agreed to work overtime, it is his/her obligation to work as per arrangements made. If an employee cannot work because of justifiable reasons (e.g., illness), he/she must notify the supervisor prior to the designated work time.
F. Chronic failure to adhere to established work hours
Regularly scheduled working hours are from 8 a.m.- 5:00 p.m. for the majority of employees. Other arrangements requiring different hours are determined by specific departments. Failure to adhere to scheduled working hours applies not only to arriving and leaving, but also to lunch time.
NOTE: Chronic is defined as being tardy three or more times in 20 working days or four work weeks.
Last revision 11/1995