Winter Leave December 2012
 

Winter Leave is a leave being provided this year by the university from the time period December 26, 2012 to December 31, 2012. An eligible full-time employee will receive 32 hours (the equivalent of 4 days) of Winter Leave this year to cover time taken during this period that is not otherwise an observed holiday. Those staff and faculty that are less than full-time will be prorated accordingly.

Sample Winter Leave Calendar 2012
Below is a sample calendar for employees working a Monday-Friday full-time schedule with no additional paid time off expected (vacation, sick leave, comp time, etc.):

Any employee with a regular schedule that is not a Monday-Friday schedule should speak to their supervisor about their specific circumstances. Due to the unique operational needs that create a non-traditional schedule, there are several factors that affect both Winter Leave and Holidays for these employees. Supervisors are encouraged to work with the employees and Human Resources to make sure that employees are made 'whole' for these periods but remain aware that, in no circumstances, will an employee receive more than 32 hours of Winter Leave or more than 3 days of holiday pay during this time period.

Eligibility
Those employees who work on the Main Campus or Lake Campus or in other Dayton area locations, including the Boonshoft School of Medicine, may be eligible for Winter Leave as stated below. Those employees who report to the Ohio Board of Regents and OhioLink may not be covered and should check with their supervisor for eligibility.

All regular full-time and part-time classified and unclassified staff and fiscal-year faculty who are scheduled during this period are eligible for paid winter leave. An eligible full-time employee will receive 32 hours (the equivalent of 4 days) of Winter Leave this year to cover time taken during this period that is not otherwise an observed holiday. Those staff and faculty that are less than full-time will be prorated accordingly.

Generally, staff and faculty employed at less than 50% full-time equivalency (FTE) will not be eligible for Winter Leave and will be paid only hours actually worked or paid their regular monthly salary.

Student employees, adjuncts, employees not regularly scheduled to work during this period, and those on an approved unpaid leave (FMLA, disability, educational, personal etc.) are not eligible for paid Winter Leave. Individuals paid through a temporary service agency are not eligible for Winter Leave.

Working on a Winter Leave Day
Employees who are required to work during the designated Winter Leave period will receive time off equal to the number of hours worked for each day assigned to work (up to 32 hours for a full-time employee) between January 2, 2013 and June 30, 2013. Winter Leave taken between January 2, 2013 and June 30, 2013 should be scheduled on the same basis as vacation hours, including prior approval, and should be reported on the time sheet and/or leave report in the Winter Leave category.

Employees who work during the designated period will receive only the equivalent time-off as stated above. There will be no additional compensation for working on those days.

Employees who choose to work during this time period, but are not required to do so, will not receive additional Winter Leave at a later date nor any additional form of compensation. If you make the choice to work during this time period, you must have the prior approval of your supervisor.

Any hours taken for working during the Winter Leave period must be taken by June 30, 2013. No carry over is permitted.

Essential Personnel
Individuals may be assigned essential status at the department level as is deemed appropriate to provide services to students or provide administrative needs. The essential employee category includes, but is not limited to, public safety and building security, HVAC and maintenance, support necessary for laboratories and laboratory animals, on-campus housing, and basic IT personnel.

Employees who are deemed essential in this instance and who will be required to work during the designated period should be notified in writing no later than December 10, 2012. Employees with an "essential employee" Wright One Card/ID may or may not be deemed essential in this instance.

Each Dean/Vice President/Department head should provide their staffing plan to the Provost or his or her designee. Employees not identified as essential are not required to report for work on the dates noted above. Employees should not work during the Winter Leave period without prior approval from their immediate supervisor.

Reporting Winter Leave
An employee's applicable hours (based on FTE) for Winter Leave will be loaded into their leave record and available for reporting no later than December 12, 2012. Those hours should be reported on the time sheet and/or leave report under the category of "Winter Leave" for those days that an employee would normally be scheduled to work during the designated period. Winter Leave taken must be reported.

Mail service during winter leave
Mail will not be delivered to offices December 26-31, 2012. However, all mail (campus mail and incoming mail) will be available and can be picked up at the Mail Center, Room 014, Millett Hall, between the hours of 8 a.m.-3:30 p.m.. Outgoing mail can be dropped off at the same time and place. Incoming mail not picked up will be bundled and held until normal business operations resume at the University on January 2, 2013.

Regular pickup and delivery of mail to hospital locations will be made by the SOM courier.

Shipping and Receiving Department-Two employees will be working to process incoming and outgoing freight shipments including UPS and FedEx overnight deliveries. Parcels will not be delivered to offices but are available for pickup at the Shipping & Receiving Office, Room 031, Allyn Hall between the hours of 8:30 AM and 5:00 PM. The S&R staff will notify (call and email) the department that a package has been received and awaiting pickup.

Winter Leave in Future Years
The university may designate a period of Winter Leave in future years and may or may not provide some form of leave to cover the time off during the designated time period. However, it is possible that personal vacation leave may be required for part or all of a Winter Leave period in the future.

Employees are encouraged to plan for winter leave in future years by managing personal vacation leave accruals to avoid having not accrued enough leave time in the event that the university requires such usage.

Frequently Asked Questions