Time Off Policy and Procedure

Temporary Changes to OA Time Off:

Vacation
Maximum Accrual

Officers of administration may temporarily accrue vacation leave beyond the current maximum.

A temporary change was implemented in June 2020 to allow for a maximum vacation accrual of 340 hours. A step-down approach to ending the temporary change to the vacation accrual maximum begins this October to allow more time to use this important benefit:

  • October 1, 2022 - accrual maximum changes to 300 hours.
  • October 1, 2023 - accrual maximum returns to the regular maximum allowance of 260 hours.

Any accrued vacation that exceeds these limits on the established deadlines will be automatically removed from vacation balances.

View Updated Vacation Procedure

Bereavement
Temporary Unearned Sick Leave Option

Unearned sick leave is temporarily available to OAs who need time off for bereavement and have exhausted their sick leave accrual balance. The following provisions apply: 

This is a temporary option that will end when the University implements Paid Leave Oregon in September 2023.  

  • The requested time off must meet bereavement qualifications outlined in Section IV(C) of the OA Time Off Procedures.
  • Except for the provision regarding an OA’s own illness, the OA must otherwise meet the qualifications for unearned sick leave advance as outlined in Section IV(G) of the OA Time Off Procedures.
  • If both of the above requirements are met, the OA can use available unearned sick leave advance as calculated by HR for up to 5 days (40 hours) of their bereavement leave.

To exercise this option, work with your unit’s payroll administrator and contact the Employee Leaves Coordinator at hrleaves@uoregon.edu to verify eligibility and calculate unearned sick leave advance. 

Introduction:

Clear, understandable procedures covering vacation, sick, and other leaves are critical for recruitment, retention, and the fair treatment of our OA employees.  UO has a variety of strong, employee- and family-friendly policies relating to time away from the workplace.

This policy and procedure consolidates already-existing leave policies and simplifies some of the language associated with these policies.  The procedure outlines the various forms of leave an OA is entitled to, including holidays, vacation time, sick time, parental leave, and other leaves with and without pay.  The procedure establishes eligibility requirements and provides links to information regarding legally protected leave rights such as the Family Medical Leave Act (FMLA). 

Key Elements:

  • Removes six (6) month wait period for new hires to utilize earned vacation time.
  • Adjusts sick time accrual for less than 1.0 FTE OAs to comply with new sick leave law.
  • Maintains benefits associated with current leave practices and policies.
  • Consolidates guidance and resources regarding jury duty, military leave, FMLA, etc.

*NOTE - This policy and procedure do not yet reflect the work of a university-wide working group examining the feasibility of implementing a sick leave donation bank.  The bank would replace the current practice of advancing unearned sick leave.  OAs are participating in this working group which has not yet finalized its report.  Further changes to this procedure may be necessary depending on the working group’s report.

 

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