Leave Administration Handbook The Research Foundation for SUNY Contents Contents Introduction ......................................................................................................................................... 5 Overview ............................................................................................................................................ 5 General Requirements .......................................................................................................................... 5 Types of Leave .................................................................................................................................... 5 PTO Accruals ...................................................................................................................................... 7 Accrual Rates and Carry Over ............................................................................................................. 7 Charging PTO .................................................................................................................................. 7 Recording PTO ................................................................................................................................ 8 Multiple Locations Guidelines .............................................................................................................. 8 Monitoring ....................................................................................................................................... 8 Extraordinary Circumstances .............................................................................................................. 8 Paid Time Off: Holiday ....................................................................................................................... 8 Paid Time Off: Vacation ................................................................................................................... 10 Paid Time Off: Personal ................................................................................................................... 11 Paid Time Off: Sick ......................................................................................................................... 11 Paid Time Off and Employment Actions .................................................................................................. 14 Transfers and Separation from Employment......................................................................................... 14 Break-in-Service ............................................................................................................................. 16 SUNY Service ............................................................................................................................ 16 Changes in Status .......................................................................................................................... 16 Exempt Status Guidelines .................................................................................................................... 17 Exempt Status and Salary Reductions............................................................................................. 17 Exempt Part-time Status and Charging Accruals ............................................................................... 18 Exempt Status and FMLA ............................................................................................................. 18 Requirements for Employees Working in New York City (NYC) .................................................................... 18 NYC Temporary Schedule Change .................................................................................................... 18 NYC – Workplace Accommodations: Cooperative Dialogue .................................................................... 19 Leave .............................................................................................................................................. 20 Duration of Leave ........................................................................................................................... 20 Jury Duty ...................................................................................................................................... 20 Page | 2 RETURN TO CONTENTS Court Appearances ......................................................................................................................... 20 Cancer Screening Leave .................................................................................................................. 21 Voting Time Leave .......................................................................................................................... 21 Blood Donation Leave ..................................................................................................................... 21 Bone Marrow Donation Leave ........................................................................................................... 22 Crime Victims Leave ....................................................................................................................... 22 Volunteer Emergency Responder Leave ............................................................................................. 22 Leave of Absence: Child Care ........................................................................................................... 23 Leave of Absence: Personal ............................................................................................................. 23 Leave for Service in the Uniformed Services ........................................................................................ 23 Definitions (Leave for Services in Uniformed Services) ........................................................................... 25 Leave for Spouses of Service Members .............................................................................................. 26 Family and Medical Leave Act (FMLA).................................................................................................... 26 Eligibility ....................................................................................................................................... 26 Duration of Leave ........................................................................................................................... 28 Reinstatement ............................................................................................................................... 28 Reasons Leave May Be Taken .......................................................................................................... 28 Employee Options for Taking Leave ................................................................................................... 29 Status of Exempt Employees on Reduced Work Schedule ...................................................................... 29 Income Replacement During Leave .................................................................................................... 29 Notifying Employees About FMLA ...................................................................................................... 30 Requesting Leave ........................................................................................................................... 30 Designation of FMLA Leave .............................................................................................................. 31 Approving Leave Requests ............................................................................................................... 32 FMLA Records ............................................................................................................................... 32 Continuation of Benefits ................................................................................................................... 32 Definitions (FMLA) .......................................................................................................................... 34 Income Replacement: Disability ............................................................................................................ 36 Eligibility ....................................................................................................................................... 36 Disability and Use of PTO ................................................................................................................ 37 Disability and FMLA ........................................................................................................................ 37 Disability and PFL ........................................................................................................................... 37 Page | 3 RETURN TO CONTENTS Income Replacement: Workers’ Compensation ........................................................................................ 37 Eligibility ....................................................................................................................................... 37 Coordinating PTO Sick and Workers' Compensation Benefits .................................................................. 37 PTO Sick Credit ............................................................................................................................. 38 Charging accruals while receiving income replacement benefits ............................................................... 38 New