Attendance and Notification of Absence
All university employees are expected to maintain a good record of attendance. However, absence from work is sometimes unavoidable. When you are delayed or absent from work, your manager or designee must be notified. Each department or work unit communicates its notification procedure, so check with your manager for procedures specific to your department. Failure to report an absence in accordance with your department’s notification procedure may result in your being denied paid sick leave, being subject to disciplinary action, or both.
You will earn paid vacation leave if you are working at least 51% of full time based on a 12-month period. You are eligible to use vacation leave after completing your probationary period. Prior Ohio public service is credited toward that one-year period and establishes longevity for vacation accrual.
You may accrue vacation up to the maximum rate based upon your years of service as indicated in the table below.*
|Length of Service||Annual Vacation Earned||Maximum that can be Accrued|
|During probation||Accrual amount||Accrual amount|
|120 days–7 years||80 hours (10 days)||240 hours|
|8-14 years||120 hours (15 days)||360 hours|
|15-24 years||160 hours (20 days)||480 hours|
|25 yrs & over||200 hours (25 days)||600 hours|
*For employees who work less than full time but are entitled to earn vacation, the maximum accrual is determined on a prorated basis.
The use of vacation leave requires the prior approval of your supervisor except in the case of FMLA leave. You must have your vacation approved by submitting a completed Sick Leave/Vacation Request Form to your supervisor showing the number of vacation hours requested.
Designated holidays will not be charged to vacation leave.
Earned but unused vacation leave will be paid to you upon separation from the university, provided you have completed one year of state service, or upon retirement.
Human Resources issues a University Holiday Schedule each year, summarizing holiday observances. You are granted 10 holidays per year. They currently are:
|Name of Holiday||Date of Holiday|
|New Year’s Day||January 1|
|Martin Luther King Day*||January (third Monday)|
|Presidents’ Day*||February (third Monday)|
|Memorial Day||May (last Monday)|
|Independence Day||July 4|
|Labor Day||September (first Monday)|
|Columbus Day*||October (second Monday)|
|Veterans’ Day||November 11|
|Thanksgiving Day||November (fourth Thursday)|
|Christmas Day||December 25|
*State law allows the university to move the observance of three holidays--Martin Luther King Day, Presidents’ Day, and Columbus Day--to dates other than the actual holiday. Changes are noted in the annual University Holiday Schedule.
Holidays that fall on a Saturday are observed the preceding Friday. Holidays that fall on a Sunday are observed the following Monday.
You are not eligible for holiday pay when:
- you have an unexcused, unpaid absence on the day before the holiday(s).
- you are on a leave of absence without pay or on a layoff, or you are receiving Workers’ Compensation total disability benefits.
Paid sick leave is earned and accrued by all university employees. Your rate of accrual is 4.6 hours (approximately 15 days per year for full-time employees) for every 80 hours in an active pay status. Active pay status includes hours credited to vacation, holiday, compensatory time, and sick leave. Accrual for employees with more or less than 80 hours active pay status in any pay period is based on the actual number.
Sick leave with pay may be requested only for leave already earned. Your manager has the right to approve or not approve sick leave. The university may require you to provide a physician’s certificate after three consecutive days of absence, or when a physician has seen you, or in cases of patterned or excessive use. The physician’s certificate should include the reason why you are or were unable to work.
You may transfer accrued sick leave from one state agency to another, provided the time between separation and reappointment does not exceed 10 years.
You can use approved, accrued sick leave for absences due to:
- A personal illness/injury or the illness/injury of a member of your immediate family who requires your care.
- Pregnancy, childbirth, or related conditions.
- A personal medical, dental, vision, or psychological examination or the examination of a member of your immediate family who requires your care.
- Treatment and exposure to contagious disease.
- Serious illness or death in your immediate family (limited to 5 days).
Your immediate family is defined as including your spouse, parents, children, grandparents, siblings, grandchildren, brother-in-law, sister-in-law, father-in-law, mother-in-law, son-in-law, daughter-in-law, legal guardian or other person who stands in place of a parent, and a registered domestic partner.
With 10 years of state service and upon retirement or death, you or your estate will receive a cash settlement equivalent to one-fourth of the value of accrued but unused sick leave, up to a maximum of 240 hours. Payment is based upon your rate of compensation at the time of retirement or death. This payment eliminates all of your sick leave credit. If you retire, a cash payment will be made to you one time only. If you return to state service after a cash payment has been made, you can accrue and use sick leave as before, but cannot receive a cash settlement for the unused sick leave at the time of a second retirement.
*The university defines patterned sick leave abuse as including, but not being limited to repeating usage before or after weekends, holidays, vacations or compensatory time, and prompt usage after the accrual of sick time, as well as repeated usage on the same day of the week or time of the day.