UTMB HANDBOOK OF OPERATING PROCEDURES

Section 3 Human Resources Department Subject 3.9 Leave Administration Policy 3.9.6 Leave Without Pay

02/06/02 -Originated -Reviewed w/changes -Reviewed w/o changes Human Resources -Author

Leave Without Pay

Audience	The information in this document is for use by all benefit-eligible employees.
Eligibility	Benefit-eligible employees working at least 20 hours per week for a period of at least four and one-half months and are not employed in a position for which the employee is required to be a student as a condition of employment are eligible to take a leave of absence without pay.

Policy

Employees that meet the eligibility requirements may request approval for a leave of absence without pay, subject to the following provisions. § Leaves of absence without pay may be granted for up to one year. Extensions can be requested on a year-to-year basis and are subject to approval from the Chief Human Resources Officer or Dean and Department Supervisor or Department Chief. § Except for disciplinary suspensions, active military duty, and workers’ compensation situations, accumulated vacation, compensatory, and personal leave entitlements must be exhausted before granting a leave of absence without pay. § With the approval of the department, such leave constitutes a guarantee of employment upon the expiration of the approved leave as long as the employee is able to perform the duties of the position. The employee must return to work at their regular reporting time on the next workday following expiration of their leave without pay. Any full calendar month in which an employee is on leave of absence without pay will not: § be counted in the calculation of total state service for purposes of longevity pay, hazardous duty pay, or vacation leave entitlement. § constitute a break in continuity of employment. § be counted toward the continuous service requirements for purposes of merit pay and promotion eligibility or completion of the probationary period.

Continuation of Benefits

Employees may make arrangements prior to commencing leave to continue their health and benefits while on medical leave, but will not receive premium sharing if Family and Medical leave has been exhausted. The employee must contact the Finance, Payroll Services' Benefits Resource Center and make this arrangement before their benefit coverage lapses. Employees on leave without pay that are not on Family and Medical Leave will be billed monthly for insurance coverage. If the employee fails to make a timely insurance premium payment, a 30-day grace period will be proved after the agreed-upon date for which payment is due. If the employee does not make payment within 30 days, UTMB will cease to maintain the coverages on the date the grace period ends. Prior to expiration of the grace period, UTMB will notify the employee of the discontinuation of the insurance coverages.

Approval

Staff shall submit requests for leave without pay through their department supervisor for approval. Faculty shall submit request for leave without pay through their department chief and Dean for approval. Departments may approve all or part of the leave request and stipulate start and end dates.