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Home > Administrative Offices > Finance and Administration > Human Resources & Employee Development >Commonly Used Forms >Leave Form Information

Human Resources & Employee Development

On- Line Leave Request Form Found on E-Time

The on-line leave request form must be submitted and approved by your supervisor before you take leave. Unplanned occurrences of sick leave are an exception. In those instances you will need to record sick hours taken directly on the timecard upon returning to work. If you are a time clock user, you will report the hours of sick leave taken to your supervisor to reconcile your timecard prior to the pay period end date. Issues of concern should be reported to your director or department head.

The hard copy request leave form may be used in place of the on-line leave request form and be retained in the department as a record of leave requested should the department wish. Any disputes involving leave will be determined by what is on the on-line timecard and what is on the hard copy leave form in order to reach a resolution.

The information below reflects our procedures on the use of leave. For a complete explanation of leave procedures please see Section 802.00:

SECTION 802.03
Sick Leave.

The University has established a sick leave policy allowing salary continuation for all regular employees who are incapacitated by illness or injury. Supervisors should impress upon their employees that sick leave is a privilege, not an inherent right to additional time off the job. Abuse of this privilege will be considered a serious offense and could be considered just grounds for termination of employment. Employees should notify their supervisors immediately if they are unable to report to work due to illness. Those failing to "call in" might have the absence charged against annual leave or considered as leave without pay, depending upon their supervisor's recommendation. Employees who have failed to call in or show up for work for three days may be considered to have abandoned their position and will be terminated for job abandonment. See Section 802.00 for additional information.

1. Sick Leave With Pay

Sick leave with pay may be granted to employees who are absent due to an illness or health related issue which affects the staff member or any member of the employee's immediate family, provided that sick leave is available. This includes absences due to personal illness or injury, illness or injury of a family member, calls from schools or day care providers to pick up a sick child, doctor's office visits for routine health care, and any other legitimate illness or health care issue which affects an employee or the employee's immediate family. If an employee elects to use available annual leave in lieu of sick leave for such absences, the request should be honored.

a. For all regular employees of the University System of Georgia, sick leave shall be accumulated at the rate of one working day per calendar month of service. All regular employees working one-half time or more will accumulate sick leave in an equivalent ratio to their percentage of time employed. Sick leave for all employees shall be cumulative with no maximum limitation. Monthly accruals will be made at the close of business on the last working day of the month. Employees are not allowed to take accruals in advance.

b. Sick leave may be granted at the discretion of the institution and upon approval by the supervisor of an employee's absence for any of the following reasons:

1. Illness or injury of the employee.
2. Medical and dental treatment or consultation.
3. Quarantine due to a contagious illness in the employee's household.
4. Illness, injury, or death in the employee's immediate family requiring the employee's presence.

Immediate family for the purposes of sick leave  is defined as the employee’s spouse, parents, grandparents, children, brothers, sisters, in-laws and members of the employee’s household. Sick leave can be used for up to three days for death in the immediate family. Additional use of sick leave for this purpose is at the discretion of the supervisor.

c. Sick leave claimed for a continuous period in excess of five days, will require a physician's statement in order for further sick leave with pay to be taken. This statement may include : dates of illness; the date upon which the employee will be able to return to work; what percentage of time he/she will be able to work and whether or not any  restrictions are imposed on the employee’s daily activities pertaining to his /her work. A physician's statement may also be required for shorter absences at the discretion of the employee's supervisor.

SECTION 802.04
Miscellaneous Leave.

1. Educational Leave Without Pay.

Institutions may grant educational leave without pay to full-time employees for periods not to exceed one year at a time for the purpose of encouraging professional development. Such approved leave shall allow the employee the right to elect to continue his or her group insurance benefits with institutional participation.

2. Military Leave With Pay.
Regular employees shall be entitled to leave with pay while engaged in the performance of any ordered military duty, to include schools conducted by the Armed Forces of the United States, and while going to and from such duty. To be considered, such duty must be in the service of the State or of the United States and must not exceed a total of thirty days in any one calendar year.

Maximum pay shall be limited to eighteen days per calendar year and shall not exceed eighteen work days in any one continuous period unless the Governor declares an emergency and orders an employee to active duty as a member of the National Guard.

A copy of military order(s) to active duty service shall be required in such cases.

3. Military Leave Without Pay.

a. Military leave without pay shall be granted when a regular employee enlists, or is ordered to active duty service with any branch of the Armed Forces of the United States for the initial period of such service. Upon completion of active service, such employee shall be restored to his or her former position upon request, or, at the discretion of the institution in which he or she is employed, to one of similar status with all privileges of accumulated seniority, salary increases, etc., provided:

1. His or her discharge is under conditions other than dishonorable.
2. He or she requests reinstatement within ninety (90) days after his or her discharge or separation from active duty.

b. If, as a result of military service, a person is not physically or mentally qualified to perform the duties of his or her former position or one of like status, his or her institution shall offer him or her employment in a position at a level which his or her physical or mental condition will permit him or her to perform at the established rate of compensation for that position.

4. Maternity Leave.
Disability due to pregnancy shall be considered as any other disability and appropriate sick leave provisions of these policies shall apply. This provision is also covered under the Family and Medical Leave Act. See Section 802.05 for additional information.

5. Court Duty.
Court duty leave with pay shall be granted regular employees for the purpose of serving on a jury or as a witness. Such leave shall be granted upon presentation of official orders from the appropriate court.

6. Voting.
Employees of the University System are encouraged to exercise their constitutional right to vote in all federal, state and local elections. When an employee's normal working hours coincide with voting hours, the employee shall be granted leave as stipulated by his or her immediate supervisor, for the purpose of voting.

7. Selective Service and Military Physical Examinations.
Any regular employee required by Federal law to take a Selective Service or military physical examination shall be paid for any time lost to take such an examination.

8. Personal Leave.
At his or her discretion, the President of an institution may approve personal leave of absence without pay for periods not to exceed one year. Such approved personal leaves shall allow the employee the right to elect to continue his or her group insurance benefits; however, the institution will not contribute to the cost.

9. Leave for Organ and Marrow Donation.
Each employee who serves as an organ donor for the purpose of transplantation shall receive a leave of absence, with pay, of thirty days. Each employee who serves as a bone marrow donor for the purpose of transplantation shall receive a leave of absence, with pay of seven days. Leave taken under this provision shall not be charged against or deducted from an employee's accrued annual or sick leave. Such leave shall be included as service in computing any retirement or pension benefits. This provision shall apply only to an employee who actually donates an organ or marrow and who presents to the appropriate supervisor a statement from a licensed medical practitioner or hospital administrator that the employee is making an organ or marrow donation.

10. Blood Donations (Effective 7/07)

An employee of a USG institution is allowed a leave of absence, without loss of pay, of not more than eight hours in each calendar for the purpose of donating blood. this absence shall be computed at two hours per donation, up to four times per year. Any employee who donates blood platelets or granulocytes through the plasmapheresis process shall be allowed a leave of absence, without loss of pay, of not more than 16 hours in each calendar year, which shall be computed at four hours per donation, up to four times per year.

11. Breast-feeding (Effective 7/07)

A USG institution may provide reasonable unpaid break time each day to an employee who needs to express breast milk for her infant child. The institution should make reasonable effort to provide a place so that this can be done in privacy A mother may breast-feed her baby in any location where she and the baby are otherwise authorized to be.

12. Other Leave.
In the event of inclement weather or any emergency which requires absence of employees, the President of the University may declare the institution closed. Such absence may be considered leave with or without pay as determined by the President.

SECTION 802.05

Family Leave.

Any regular employee who has been employed on a half-time or greater basis by Valdosta State University for at least twelve months is eligible for twelve weeks of family leave during a twelve month period commencing on the date the family leave begins. Family leave shall be unpaid leave; however, if an employee is eligible to use accumulated sick and/or annual leave, the employee may do so after obtaining permission from his/her supervisor. Family leave must be approved at the departmental level, with the Department of Human Resources being advised of all relevant facts. For information on how to process Family Leave using the On-line E-time system contact Human Resources. See http://www.usg.edu/employment/benefits/fmla/ for additional information and required forms. The University reserves the right to designate an employee’s leave as leave under the Family Medical Leave Act.

Family Medical Leave will be administered to run concurrently with the university sponsored annual and sick leave. At Valdosta State University, employees may use their individually accrued paid leave, be in leave without pay status, maintain reduced work schedules, or be absent from work intermittently. As appropriate, all of the above will count toward the 12 weeks of an employee’s FMLA entitlement.

A. Eligibility Requirements.
Family leave shall be granted to an eligible employee in the event of:

1. the birth and care of the child of the employee;
2. the placement of a child with the employee for adoption or foster care;
3. a serious health condition of the employee's child, spouse, parent, or spouse's parent, necessitating the employee's presence; or
4. a serious health condition of the employee which renders him/her unable to perform required job duties. Employees on approved family leave shall be responsible for group insurance premium payments as is required of other individuals on unpaid leave status.