Campus Resources

Human Resources

Vacation and Leaves - Staff

Vacation

Non-exempt employees working a minimum of 80% FTE schedule are eligible for paid vacation time.  Employees working a minimum of 28 hours per week 12 months of the year (or any 80% FTE schedule) are eligible for 80% of the 12 month vacation benefits outlined below.

Fiscal   Year

Vacation   Eligibility

 

12 Months

11 Months or 91% FTE

10 Months or 83% FTE

June 1st following your hire date

10 days

9 days

8 days

June 1st before/after* your 5th anniversary  

15 days

14 days

12 days

June 1st before/after* your 10th anniversary  

20 days

18 days

16 days

June 1st before/after* your 20th anniversary  

25 days

22 days

20 days

*If your anniversary date falls in the first half of the fiscal year (June 1 - November 30), your additional week of vacation will be added to your bank on the June 1 of the fiscal year in which the anniversary occurs.  If your anniversary date falls in the second half of the fiscal year (December 1 -May 31), your additional week of vacation will be added to your bank on the June 1 of the fiscal year following your anniversary.

During your first year or partial year of employment, you are eligible for paid vacation time beginning on the first of the month following the completion of your 90 day introductory period based on the following schedule:

If your hire date falls during this period:

You have x vacation days for the balance of that fiscal year, which you may begin using following your introductory period:

   

June 1 - August 31

6 days

September 1 - November 30

4 days

December 1 - February 29

2 days

March 1 - May 31

0 days

Vacation time must be taken in the year in which you become eligible. At the end of the fiscal year, unused vacation time may not be carried over to the following year. Exceptions to this policy will be limited to cases in which you are unable to take some of your vacation time due to the needs of your department, as determined by your department head.  Such extreme exceptions must be designated by your department head and submitted in writing to the Office of Human Resources. Where such exceptions are made, the carryover will be limited to one week, which must be used in the first quarter of the new fiscal year or be forfeited. Extra pay in lieu of vacation is not permitted.

Vacation requests must be submitted to your manager in advance and are subject to manager approval.  By December 1 of each fiscal year, all of your vacation time for that fiscal year should be approved by and scheduled with your manager.

When a paid holiday falls during your scheduled vacation time, an extra day of vacation is allowed.

Upon termination of your employment, if the length of your service was at least one year, you will be paid a prorated amount of your unused vacation days based on the number of months of service you have completed in that fiscal year.


Holidays

The holiday schedule for Saint Joseph’s University is determined each year by the official academic calendar. The University grants fourteen paid holidays each year. Holiday pay shall be computed at the regular hourly rate in effect at the time of the holiday. The designation of official holidays will be announced annually. In some years, floating holidays will enable the University to give extended leave over the Christmas/New Year holidays. In other years, the floating holidays will be unspecified and can be used at the discretion of the employee and appropriate department head. Once the floating holiday(s) are designated, they cannot be used at the discretion of the employee and are not paid to employees should they leave prior to the designated dates of the floating holiday(s).

When you are scheduled to work on a designated holiday, the department head will authorize another day off with pay if possible; or you will receive an additional day’s pay at your regular rate.  A non-exempt part-time employee (one who works a minimum of 15 hours per week 52 weeks of the year) who works on a designated holiday shall receive pay at the regular rate for all hours worked, in addition to holiday pay.

In order to receive holiday pay, you must be in "paid status" with the University on the day before or the day after the holiday.  Paid status is when you are either at work, on an approved vacation or approved floating holiday or a documented sick day.

When unspecified, the paid floating holidays are allowed as follows: employees with less than five months of continuous service as of July 1 are not entitled to any paid floating holidays during the following year; employees with continuous service between five and nine months as of July 1 are entitled to one paid floating holiday during the following year; and, employees who have completed nine months or more of continuous service, as of July 1, are entitled to two paid floating holidays during the following year. Floating holidays cannot be accumulated to carry over into the next year and are immediately cancelled when a notice of termination has been submitted.

Current and prior year holiday schedules can be found at the top of the Forms and Information section of the Office of Human Resources website. 

Sick Leave 

As a full-time employee of Saint Joseph 's University, you are eligible for twelve (12) paid sick days per year of continuous service beginning on the June 1st following your hire date. During your first partial year of employment, you are eligible for one sick day per month beginning on the first of the month following your hire date.

Effective 6/1/2005, all current full-time administrative employees and faculty will have no less than thirty (30) days accumulated in their sick bank. Thus, all current full-time administrative employees and faculty will have the greater of thirty (30) paid sick days or the number of days accumulated thus far based on the eligibility outlined above (number of full years of continuous service as of June 1, 2005 times 12 days up to 90 days). All full-time administrative employees and faculty hired after 6/1/2005 will accrue sick time based on the eligibility outlined above. Staff employees will maintain their current sick time balances and will continue to accrue sick time as stated above.

Earned sick time that has not been used may be accumulated to a maximum of ninety (90) days.

If your leave qualifies under the University's Family and Medical Leave Policy, any time taken under the Sick Leave Policy will also be designated by the University as Family and Medical Care Leave and all provisions of the University's Family and Medical Leave Policy shall apply.

Your own illness, as well as appointments with health care providers, constitute legitimate uses of your sick time. A physician's note may be required as deemed necessary by your manager to support the use of your sick time. For other approved use of sick time, please see the University's Parental and Family Care Leave Policy below.

If you are faced with your own serious illness and must be absent from work beyond the number of days in your accumulated sick bank, you may be eligible for benefits under the University's Short-term Disability Policy and/or Long-term Disability Policy (see below).

A faculty member returning from a leave may return to teaching or, if not applicable and/or practicable, may be assigned alternative work duties for the balance of the semester as recommended by the Dean and approved by the Provost.

Life Insurance, short-term disability benefits, and Long-term Disability Insurance will be continued during periods of sick leave.

Accumulated Sick Leave is not paid out upon termination of your employment.

Up to three months of time absent from work under this Sick Leave Policy will be credited for calculating service at the University for vacation and tuition benefits. Time off beyond twelve weeks will not be credited.

 

Short-Term Disability

The University provides short-term disability pay for full-time employees in the event that your non-work related illness/injury requires an absence of more than your accrued sick leave. This benefit is available on the first of the month following 90 days of employment and is paid by the University. Upon approval of the disability claim, the University will provide remuneration to eligible employees at the rate of sixty percent (60%) of regular earnings until the ninetieth (90th) calendar day of disability.

In order to qualify for short-term disability benefits, you must submit a short-term disability application form, which includes a physician's report, to the Office of Human Resources.  Approval of the short-term disability benefit does not guarantee approval of a long-term disability claim.

While absent from work on short-term disability benefits, you are required to notify your manager of your leave status and keep your manager updated on your status every two (2) weeks.

Life Insurance, short-term disability benefits, and Long Term Disability Insurance will be continued during periods of short-term disability.

Should you have vacation benefits available and prefer to use those benefits, which are paid at 100%, rather than the short-term disability benefits, which are paid at 60%, you may do so under limited circumstances and subject to review by your manager and the Vice President for Human Resources.


Long-Term Disability

The University maintains a group Long-term Disability Insurance Plan for full-time employees. This benefit is available on the first of the month following 90 days of employment and the premium is paid by the University. Upon approval of the disability claim, the policy provides a monthly benefit of 60 percent of basic monthly earnings up to the maximum monthly benefit, less other income benefits as stated in the Policy.

In the event of long-term disability, the University will continue its contribution to your health insurance and long term care insurance plan (if applicable) for up to one year, provided you maintain your contribution, if any, to the total premium. In certain circumstances, there may be a waiver of premium for life insurance during long term disability.


Parental and Family Care Leave

As a full-time employee of Saint Joseph 's University, you are permitted to convert up to thirty (30) days from your Sick Leave bank in any one fiscal year (June 1-May 31) to care for your newborn, newly adopted, or newly placed foster child (Parental Leave) or to care for your ill child, spouse or parent (Family Care Leave).

If your leave qualifies under the University's Family and Medical Leave Policy , any time taken under the Parental and Family Care Leave Policy will also be designated by the University as Family and Medical Care Leave and all provisions of the University's Family and Medical Leave Policy shall apply.

When the need for your leave is foreseeable, such as the birth or adoption of a child, or planned medical treatment, you must provide reasonable prior notice, and make efforts to schedule leave so as not to disrupt University operations. In cases of illness, you will be required to report periodically on your leave status and intention to return to work. If leave is not foreseeable, notice should be provided as soon as possible, usually no more than two days from when your leave commenced.

In the case of Parental Leave, the converted sick time (up to thirty (30) days) must be taken within twelve (12) months of the birth, adoption, or placement of the child.

A faculty member returning from a leave may return to teaching or, if not applicable and/or practicable, may be assigned alternative work duties for the balance of the semester as recommended by the Dean and approved by the Provost.

 

Bereavement Leave

It is the policy of the University to compensate employees for time lost from work for up to three days while arranging for or attending the funeral of a member of their immediate family, defined as:  parent, spouse, child, brother, sister, grandparent, step-parent, step child, step-brother or sister, or parent-in-law.

Bereavement counseling is available at no cost through the Employee Assistance Program.

 

Mission/Community Service Leave

Purpose: The purpose of this policy is to allow employees (staff, administrators and faculty) to participate voluntarily in University sponsored retreats/ reflections, community service experiences or approved mission-related service activities that occur during regularly scheduled workdays. Consistent with the vision of a Jesuit University, Saint Joseph's University encourages its employees to acquaint themselves with the University's mission, to live out its mission of leadership in the service of others, and to reflect on questions of value and meaning as well as to build community within the University.

Eligibility:
In order to be eligible for Mission/Community-Service Leave, employees must have completed their 90-day introductory period and work in a full-time position or a standard part-time position (minimum of 15 hours/week, 52 weeks/year).

Scope of Mission/Community Service Leave:
The University recognizes three types of voluntary activities under this leave policy:

  1. University Sponsored or Endorsed Spiritual Retreats, Days of Reflection, or Pilgrimages- defined as retreats or trips sponsored, endorsed or conducted by the Office of Mission or the Office of Campus Ministry.
  2. Mission/Community-Service Related Service Activities, defined as community service activities, programs or trips, sponsored, endorsed or conducted by the Office of Mission, the Office of Campus Ministry, or the Faith and Justice Institute.
  3. This would include "Immersion Trips" sponsored by the Faith and Justice Institute and /or the Office of Mission.

Mission/Community Service Leave Benefit:
Eligible staff and administrators can take a maximum of three (3) working days per calendar year or up to nine (9) days in any rolling three-year period under this benefit. (Eligible leave amount is prorated for part-time employees.) Employees can also add their vacation time and/or floating holiday(s) to the Mission/Community Service Leave Benefit, or take time without pay, all subject to the approval of their department chair or manager.

Faculty are also invited to participate in Mission/Community Service activities, but because scheduled classes cannot be easily rescheduled, we ask that faculty schedule these activities on days when they are not teaching or that they arrange, with the approval of their department chair, academically appropriate coverage of the classes that are missed for these purposes. No more than three teaching days per academic year should be used for these purposes.

Additionally, subject to supervisor approval, employees may participate in one Immersion Trip every five years with the understanding that the time taken for the trip will be not be counted against the employee's Mission/Community Leave or against that employee's vacation or floating holiday time.

Similarly, faculty are invited to participate in such trips either when they are not teaching or if they arrange, with the approval of the department chair, academically appropriate coverage of the classes that are missed for these purposes. Normally, no more than three teaching days per academic year should be used for these purposes.

Approval Process:
Staff and administrator Mission/Community Service Leave requires written approval from the employee's supervisor, the Office of Mission, and the Office of Human Resources.

Faculty Mission/Community Service Leave requires written approval from the faculty member's departmental chair, the Office of Mission and the appropriate dean.

Mission/Community/Service Leave Request forms can be obtained in the Office of Human Resources or in the Office of Mission or online here.

All requests for Mission/Community Service Leave will be reviewed with careful consideration of both the needs of the department and the development of the employee.


Leave for Military Service

Employees who are ordered to active duty in the United States armed forces will be given a leave of absence without pay. For a period of One Hundred and Eighty (180) days or until such time as the employee’s family health coverage (including medical, dental and vision) is paid by the Government; whichever is earlier, employees will be entitled to the same health benefit coverage(s) as they were prior to being ordered to active duty. During the above-mentioned period, Saint Joseph’s University will continue to contribute its’ portion of the total cost for the health coverage that it was paying at the time of the leave. If during the 180-day period the employee’s military service continues past a new open enrollment, wherein increased premiums are incurred, Saint Joseph’s University will contribute the same portion and amounts to which it contributes to other University employees with the same coverage. During open enrollment, the employee is entitled to participate in open enrollment in the same manner as any other employee of the University. During the employee’s leave, s/he may opt to continue to pay their portion of the health premium(s) by mailing Saint Joseph’s University a check for the appropriate amount(s) or upon their return to work make other payment arrangements. Veterans will be reinstated in accordance with applicable law at the time of their return.


Leave for Reserve Duty

Employees who are called for reserve training as a member of the armed forces or a National Guard reserve unit, will be granted a leave of absence without pay. Vacation time may be used to fulfill this duty.

 

Jury and Witness Duty

If you are summoned for jury duty, the University encourages your participation.  As soon as you receive any summons, present a copy to your department head.  You will continue to receive your regular pay for any regularly scheduled work hours (up to a maximum of four weeks) during which you serve as a juror.  In addition, you may keep the jury stipend pay received for any time served.

 

Leave of Absence

Requests for a leave of absence without pay (for reasons other than Family and Medical Leave) must be made to the department head and approved by the appropriate vice president. If granted, arrangements may be made through the Office of Human Resources for uninterrupted coverage of existing health benefits. Other benefits are not available during a leave of absence.

 

Leaves and Credited Service

If an employee is on sick leave, unpaid leave of absence or workers’ compensation for more than three months, the amount of time off over three months will not be credited for calculating service at the University for vacation and tuition benefits.