Paid Time Off

Holiday

It is the policy of Loyola University Chicago (LUC or University) to provide up to thirteen (13) paid holidays each year for full time regular employees.

Purpose

To provide paid time off for all regular full-time employees (.80 FTE or greater), to enable them to participate in non-work-related holiday activities. 

Applicability

This policy applies to Staff of Loyola University Chicago who are regular status, full time Staff (.80 FTE or greater).

• Staff who are paid monthly are not covered by this policy. 
• New Year's Day
• Martin Luther King Jr. Day
• Good Friday
• Memorial Day
• Juneteenth
• Independence Day
• Labor Day
• Thanksgiving Day
• Day after Thanksgiving (Thanksgiving Holiday)
• Christmas Eve
• Christmas Day
• University Assigned Holiday (December 31)
• Floating Holiday (selected by the employee, unless assigned by University)

Information/Guidelines

Loyola University Chicago observes the following holidays: 

Pay and Holiday Calendar

• All regular, Non-Exempt full time Staff who are required to work on a holiday, as designated on the annual Holiday schedule, will receive Holiday Premium pay at one and-one-half times their current rate for all hours worked on the holiday. Regular part-time Staff may be given a holiday off without pay; but if they work on the holiday and are paid by the hour, they will receive Holiday Premium pay at one and-one-half times their current rate for all hours worked on the holiday.
• Any regular, full-time Staff who are required to work on a holiday may, subject to Supervisory approval, take an alternate day off within 90 days prior to or after the regularly scheduled holiday. If staffing requirements prevent scheduling an alternate day off, the employee will be paid for the day at the normal hourly rate or at the appropriate percentage of weekly salary. Regular, full-time Staff who take the holiday off will be paid for the day only if they work at least four (4) hours during the last scheduled workday before the holiday and four (4) hours during the first scheduled workday after the holiday or is otherwise entitled to be paid for these two (2) days (e.g., Vacation, Sick, Personal/Family Friendly pay). Full-time Staff are eligible for paid holidays immediately after hire with the exception of the Floating Holiday which requires the completion of 30 days of employment.
• Holidays must be taken in full day increments, based on an employee’s regularly scheduled work day.
• Unused holidays will not be paid out upon termination of employment.
• Unused Floating Holiday must be used prior to the last day of work and will not be paid out.

Responsibility

• Department: Every Supervisor is responsible for reviewing and documenting holiday time used by Exempt and Non-Exempt Staff in Kronos, which authorizes Payroll Services payment of holiday time in accordance with this Policy.
• Human Resources: Human Resources has the responsibility for interpreting and administering the Holiday Policy and has the authority to make exceptions.  

Vacation

It is the policy of Loyola University Chicago to provide vacation time to Staff   according to the employee's classification and length of continuous years of University service since the most recent date of regular employment. Part-time employees accrue vacation time on a pro-rated basis.

Purpose

Annually, employees need time away from the workplace. LUC encourages Staff to take time away from work to rest, relax, and recharge. In doing so, Staff return to work refreshed and can continue to provide excellent service to University Students, Faculty, Staff, Visitors, and Guests.

Applicability

This policy applies to University Staff who are regular status, full and part-time, scheduled to work at least 20 hours per week (FTE .50 and above). If you are a 9, 10, or 11-month Exempt Staff member on the monthly payroll, you do not accrue vacation time. Staff employees who are paid monthly and Vice President level Staff and above are not covered by this policy. Work schedule and time off for monthly paid Staff is determined with their Department Head.

Information

A. Eligibility and Accrual

Vacation time is accrued bi-weekly according to the following schedule:

Full-Time Staff (1.0 FTE):

Employee Group	Years of Service
	Less than 10 Years	10 Years	20 Years
Administrative Directors and Above	Four (4) weeks	Four (4) weeks	Five (5) weeks
All Other Staff below the Administrative Director level	Three (3) weeks	Four (4) weeks	Five (5) weeks

Part Time Staff (Less than 1.0 FTE): 

FTE Status			Years of Service
Hours/Week worked	37.5 hour work week	40.0 hour work week	Less than 10 Years	10 Years	20 Years
30 hours/week or more	0.80 up to 0.99	0.80 up to 0.99	12 days	16 days	20 days
24 hours/week or less than 30	0.64 up to 0.79	0.60 up to 0.79	Eight (8) days	10 days	15 days
20 hours/week or less than 24	0.53 up to 0.63	0.50 up to 0.59	Seven (7) days	Seven (7) days	10 days

Vacation time accruals are updated each bi-weekly pay period. The maximum vacation accrual for regular full-time and part-time employees is one (1) times the annual vacation accrual.

B. Scheduling of Vacation
Newly hired employees begin accruing vacation time immediately. As of December 23, 2018, employees are eligible to use vacation time after they have completed 90 calendar days of employment. Vacation time may be scheduled during any time throughout the year, based on the operational needs of the Department. Requests for vacation and scheduling must be approved by the Department Supervisor. If a holiday falls within a full-time employee’s paid vacation time, the day will be paid as holiday pay.

C. Pay in Lieu of Vacation
Employees are encouraged to take their vacation. Therefore, pay in lieu of vacation is normally not granted. An exception may be approved when an employee is requested to forego vacation to complete essential work. Exceptions to policy require the approval of the Vice President of Human Resources.

D. Change of Status, Company Transfers, Paid/Unpaid Leave of Absence or Termination of Employment
When employees change their status from full-time to part-time (below .80 FTE), they will receive a payout of all accrued vacation time to avoid reaching limits on maximum vacation accruals. When employees decrease their scheduled work hours below 20 hours/week (benefit-eligible status) they will receive a payout of all accrued vacation time. When an employee changes to Long Term Disability (LTD) status, they will receive a payout of all accrued vacation time. Employees will not accrue vacation time while on a paid or unpaid leave of absence or during periods when short-term disability benefits are received. All unused vacation time accruals will be paid out to the employee upon termination of employment. Vacation time cannot be used for the last day worked.

Responsibility

• Employee: It is the responsibility of the employee to make all requests for vacation to the Supervisor in a timely manner as set by department procedure. 
• Department: Every Supervisor is responsible for scheduling, documenting, and approving vacation time used by Exempt and Non-Exempt Staff in Kronos, which authorizes the Payroll Department’s payment of vacation time in accordance with this policy.
• Human Resources: Human Resources has the responsibility for interpreting and administering the vacation policy and has the authority to make exceptions. 

Sick Days

Policy

The University provides paid sick leave allotment for regular full-time and part-time Staff   who are scheduled to work at least 20 hours per week (FTE .50). The University also provides paid sick leave allotment for part-time, hourly Staff who work less than 20 hours per week, including temporary, seasonal, active casual hourly Staff, and hourly paid student workers.

Purpose 

The University recognizes that, at times, employees may be unable to work due to their own private illness or injury, or the illness, injury, or medical appointment of a family member. During such instances, sick time may be used by eligible employees. 

Applicability

• This policy applies to regular employees of Loyola University Chicago who are scheduled to work at least twenty (20) hours per week (FTE .50).
• This policy applies to part-time hourly Staff that are less than .50 FTE.
• This policy applies to temporary, seasonal & active casual hourly Staff.
• This policy applies to hourly paid student workers.
• Staff employees who are paid monthly are not covered by this policy.

Information/Guidelines 

A. Accruals
Sick leave is accrued based on an employee’s regularly scheduled hours of work and  may be carried over from year to year, up to a maximum of 30 days, or in the case of part-time hourly Staff (working less than .50 FTE), temporary, seasonal & active casual hourly Staff, and hourly paid student workers, 20 hours can be carried over year-to-year, up to a maximum of 60 hours in their “bank” in a given year. For regular full-time and part-time Staff employees who are scheduled to work at least 20 hours per week, paid sick leave is accrued bi-weekly based on an employee’s FTE (full-time equivalent) according to the following schedule:

• Accruals begin from an employee’s date of hire.
• Employees below the Administrative Director level are eligible to use sick leave after they have completed their first ninety (90) days of employment.
• If you are hired into a position classified as an Administrative Director or above, or HSC Librarian, you will receive five (5) sick days in your sick leave bank upon hire. Like all other regular full-time employees, Administrative Directors and above, or HSC Librarians, are eligible to use sick leave after they have completed their first ninety (90) days of employment.
• If you are a 9-, 10-, or 11-month Exempt Staff member paid monthly, leave tracking will be handled internally within your Department. You earn ten (10) sick days per year, with a maximum accrual balance of thirty (30) days.
• Employees whose sick leave current accrual balance is greater than thirty (30) days as of December 31, 2008, will retain their balance, and will not accrue sick leave until their sick leave balance is less than the thirty (30) day maximum. Note: This provision does not apply to employees in a position classified as an Administrator Director or above and HSC Librarian.

FTE Lake Shore or Water Campuses	FTE Health Sciences Campus	Days Accrued Per Year	Maximum Days
1.0	1.0	10 days	30 days
0.80 up to .99	0.80 up to 0.99	7 days	30 days
0.64 up to .79	0.60 up to 0.79	6 days	30 days
0.53 up to .63	0.50 up to 0.59	5 days	30 days

For part-time hourly Staff (working less than 50/.53 FTE), temporary, seasonal & active casual hourly Staff, and hourly paid student workers, paid sick leave is accrued bi-weekly at the rate of one (1) hour of paid sick leave for every 40 hours worked: 

Lake Shore, Water Tower, and Health Sciences Campuses	Hours Accrued Per Year	Maximum Hours
Part-time Hourly Staff Less Than .50/.53 FTE	40	60
Temporary, Seasonal, & Active Casual Hourly Staff	40	60
Hourly Paid Student Workers	40	60

• Employees whose sick leave balance accrues to 60 hours, will retain their balance and will not accrue sick leave until their sick leave balance is less than the 60 hour maximum.

B. Applicable Use of Accrued Sick Time

Expanded definition as of July 1, 2017:

• Employee’s illness or injury, or to receive medical care, treatment, diagnosis, or preventative medical care
• Illness or injury of a family member (see below --> Family (Defined))
• To care for a family member receiving medical care, treatment, diagnosis, or preventative medical care
• If the employee or family member is the victim of domestic violence or a sex offense
• If the employee’s place of business is closed by order of a public official due to a public health emergency
• If the employee needs to care for a child(ren) whose school or place of care has been closed by order of a public official due to a public health emergency

Family (Defined)

Expanded definition as of July 1, 2017:

Defined as:

• The employee's child(ren) (biological, adopted, step or foster, or a child(ren) to whom the employee stands in loco parentis, legal guardian, or ward)
• Spouse or domestic partner
• Spouse or domestic partner’s parent, sibling, parent (including biological, foster, adoptive or legal guardian, step, or a person who stood in loco parentis when the employee was a minor), stepparent, parent-in-law, grandchild(ren), grandparent
• Any other person related by blood or whose close association with the employee is the equivalent of a family relationship

Employees may NOT use more than half of their yearly sick leave accruals for the care of family members (Five (5) days or two point five (2.5) days in the cases of employee groups who earn up to a maximum of 40 hours per year). Excessive absenteeism, or patterns of calling off, may result in disciplinary action.

Any sick leave beyond three consecutive work days will be considered an extended medical leave of absence. If you are eligible, you may receive short-term disability benefits during a medical leave of absence. Refer to the Short-Term Disability (STD) policy.

C. Notification and Attendance
All employees with scheduled work hours are expected to notify their Manager or designee of each absent day at least one (1) hour prior to their start time. Depending on operational needs, Departments may establish notification requirements for up to three (3) hours prior to start time. 

• Managers will communicate the appropriate time periods and methods of notification to employees.
• Payment of sick leave hours may be denied if notification is not received by the specified time.

In cases of absence due to a serious illness or health condition in excess of three (3) consecutive days, the employee must contact MetLife to report their absence. MetLife will notify LUC’s Human Resources Division, and Human Resources will then notify the employee’s Managers.  

D. Extended Absences
Employees who are absent for more than three (3) consecutive days for reasons other than scheduled vacation are required to contact MetLife. In evaluating the payment of sick leave or short-term disability benefits, Managers and employees should refer to the GENERAL LEAVE OF ABSENCE AND FAMILY/MEDICAL LEAVE ACT POLICY.

• New Hires are not eligible for an extended paid leave of absence during their first six months of employment.

Unpaid absences of more than five (5) consecutive workdays for these newly hired employees constitutes a voluntary resignation from employment unless the employee provides medical certification that they may return to work after no more ten (10) days of absence.

E. Change of Status, Paid or Unpaid Leave of Absence or Termination of Employment
When employees change status from full-time to part-time, they will retain their accrued paid sick time provided the time is below the maximum accrual as designated in the accrual section of this policy for regular part-time employees.  

Note:

• Employees will not accrue sick leave while on a paid or unpaid leave of absence.
• Accrued paid sick time is not paid out to employees at termination of employment or at retirement.

Responsibility

• Employee: It is the responsibility of the employee to notify their Supervisor in a timely manner when an illness occurs as set by Department procedure and to contact MetLife to report your serious illness if out more than three (3) days.
• Department: Every Supervisor is responsible for scheduling and documenting sick time used by Exempt and Non-Exempt employees by authorizing Payroll Services payment of sick leave in accordance with this Policy.
• Human Resources: LUC Human Resources has the responsibility for interpreting and administering the Sick Leave Policy, and the authority to make exceptions.   

Personal/Family Friendly Days

Each year Loyola University Chicago will provide four (4) Personal or Family Friendly Days for all full-time Lake Shore, Water Tower and Health Sciences Staff, and two (2) Personal or Family Friendly Days for all part-time Lake Shore, Water Tower and Health Sciences Staff who are scheduled to work 20 or more hours per week.

Purpose

To provide time away from work to attend to private business, emergency situations or family needs.

Applicability

This policy applies to regular employees of Loyola University Chicago who are scheduled to work at least twenty (20) hours per week, and are primarily located at the Lake Shore, Water Tower, or Health Sciences campuses. Staff employees who are paid monthly are not covered by this policy.

Information/Guidelines

• Personal/Family Friendly days will be awarded to eligible Staff effective with the first (1^ST) payroll period for each calendar year.
• Unused Personal/Family Friendly days will not carry forward and will be forfeited if unused by the end of the calendar year.
• Pay and Holiday calendar
• Personal/Family Friendly days may not be used within the first 90 days of employment.
• Personal/Family Friendly days will not be paid out at termination.

Eligibility

Full-Time Staff (1.0 FTE):
Full-time Staff will receive four (4) Personal/Family Friendly days each year. Personal/Family Friendly days will be prorated for new full-time Staff hired on or after January 1, according to the following schedule:

Hire Period	# of Days
January 1 thru March 31	3 days
April 1 thru June 30	2 days
After July 1	None*

*Full time Staff hired on or after July 1 will not be eligible for Personal/Family Friendly days for that year.

Exempt Staff may use only Personal/Family Friendly days in full day increments.

Non-Exempt Staff may use Personal/Family Friendly days in less than full day increments if desired.

Part-Time Staff  (<1.0 FTE):
Part-time Staff scheduled to work at least twenty (20) or more hours per week will receive two (2) Personal/Family Friendly days each year.

Personal/Family Friendly days will be prorated for new part-time Staff hired on or after January 1, according to the following schedule:

Hire Period	# of Days
January 1 thru June 30	One (1) day
After July 1	None*

*Part time Staff hired on or after July 1 will not be eligible for Personal/Family Friendly days for that year. Part time Staff may use Personal/Family Friendly days in less than full day increments if desired.

Scheduling

• Personal/Family Friendly days should be scheduled in advance whenever possible. Personal/Family Friendly days can be taken at the employee’s convenience subject to Supervisory approval. When considering a request for time off, the Supervisor’s primary consideration should be the operational needs of the Department which must be balanced with the employee’s emergent private/family needs.
• It is the employee’s responsibility to schedule Personal/Family Friendly days for use no later than the end of the calendar year, unused time will not carry forward and will be forfeited.
• Pay & Holiday Calendar

Changes in Status or Termination of Employment

• Personal/Family Friendly allotments for the year will be adjusted based on the posted schedule above when an employee’s change in status results in an increase in FTE from Part-Time to Full-Time (1.0 FTE).
• Personal/Family Friendly allotments for the year will not be adjusted when an employees’ change in status results in a decrease in FTE from Full-Time to Part-Time unless that change in status results in a decrease of hours below 20 per week. Unused Personal/Family Friendly allotments will then be forfeited.
• Employees who terminate employment will not be paid for any remaining Personal/Family Friendly days. Personal/Family Friendly days may be used during the last two (2) weeks of employment.

Responsibility

• Employee: To schedule Personal/Family Friendly days in advance with the Supervisor whenever possible.
• Department Supervisor: Every Supervisor is responsible for scheduling and documenting Personal/Family Friendly time used by Exempt and
  Non-Exempt employees by authorizing Payroll Services payment of Personal/Family Friendly days in accordance with this policy.
• Human Resources: LUC Human Resources has the responsibility for interpreting and administering the Personal/Family Friendly Days policy and the authority to make exceptions. 

Leaves of Absence Family and Medical Leave Act (FMLA)/General

A leave of absence may be granted to maintain continuity of service when extenuating circumstances require an employee's absence from work. A Staff employee with six (6) or more months of service is eligible for a general leave of absence in up to three (3)-month increments. The maximum amount of leave is equal to an employee's length of employment or two (2) years, whichever is less.

The Family and Medical Leave Act (FMLA) allows employees who have worked 12 months (not necessarily consecutive) with LUC and at least 1,250 hours in the 12 months preceding the leave to take up to 12 weeks of leave for medical and family reasons. 

• For further information, consult Human Resources, your Supervisor or the General Leave of Absence and Family/Medical Leave Act Policy.
• For benefit continuation information, please email benefits@luc.edu. 

Bereavement Leave

LUC values the dignity and sanctity of human life. To that end, after employment for 30 calendar days, regular full- and part-time employees (hired for at least 20 hours per week) are eligible for bereavement leave. An employee may take up to three (3) consecutive workdays off with pay, to make funeral arrangements and attend services in the event of the death of their spouse, legally domiciled adult, parent, parent-in-law, grandparent, grandchild(ren), child(ren), sibling, or other blood relative living in the household. One (1) day off with pay is granted in case of the death of any other relative.

In addition, effective January 1, 2023, Illinois enacted the Family Bereavement Leave Act. In accordance and consistent with the Illinois Family Bereavement Leave Act (FBLA), 820 ILCS 154/1 et seq., employees who are eligible for leave under the
Family and Medical Leave Act (FMLA) are also eligible under the FBLA to take up to a maximum of two (2) weeks (10 working days) of unpaid bereavement leave to:
         (a)  attend the funeral or alternative to a funeral of a covered family member;
         (b)  make arrangements necessitated by the death of the covered family member;
         (c)  grieve the death of the covered family member;
         (d)  be absent from work to:

(i) a miscarriage,
(ii) an assisted reproduction, technology procedure
(as defined in the FBLA),
(iii) a failed adoption match or an adoption that is not finalized
because it is contested by another party,
(iv) a failed surrogacy agreement,
(v) a diagnosis that negatively impacts pregnancy or fertility, or
(vi) a stillbirth.

In alignment with FBLA, the term "Child" means an employee's offspring who is a biological, adopted, or foster child(ren), a non-biological child(ren), a legal ward, or a child(ren) of a person standing in loco parentis.

The term “covered family member” includes an employee’s child(ren) (offspring who are biological, adopted, or foster child(ren), or a legal ward), non-biological child(ren), spouse, domestic partner, sibling, parent, parent-in-law, grandchild(ren), grandparent, or non-biological parent. 

The FBLA does not create a right to take unpaid leave exceeding or in addition to the leave time permitted by the FMLA. The bereavement leave must be completed within 60 days after the date on which the employee receives notice of the death of the covered family member or the occurrence of the pregnancy-related or adoption-related event. In the event of the death of more than one (1) covered family member in a 12-month period, an employee is entitled to up to six (6) total weeks of bereavement leave during the 12-month period. The Illinois bereavement leave requirement does not allow an employee to take unpaid leave that exceeds the unpaid leave time allowed under, or in addition to the unpaid leave time permitted by the federal Family and Medical Leave Act. 

Revised: 2/21/24, 2/29/24

Jury Duty Leave

LUC emphasizes an employee's civic duty and responsibility to serve on a jury. After employment for 30 calendar days, regular full- and part-time employees (hired for at least 20 hours per week) are eligible for Jury Duty Leave. Regular Non-Exempt employees summoned for jury duty will receive straight time pay; Exempt status employees receive their normal pay. After jury service is completed, the jury paycheck stub should be brought to the Supervisor to verify the days served. Jury service pay may be retained by the employee. 

Military Service

Regular, full-time employees may be granted military leave, without pay, for up to five (5) years to perform military service and training in the Armed Forces of the United States. This includes summer camps and reserve duty. Returning employees will be reinstated (if physically and mentally able) in their former position (or in one of similar duties, status and pay) if application is made within applicable guidelines. 

Absence Under Emergency Conditions

If an emergency condition (e.g., severe weather) is declared but Loyola remains open, any employee unable to report for work may be paid for this absence by using accumulated holiday, vacation, or personal time; otherwise, the absence is excused but unpaid.

• If LUC or a section of the University closes due to an emergency condition (e.g., severe weather), the first (1^st) day (or less) of absence will be paid. After the first (1^st) day, an employee may use accumulated holiday, vacation, or personal time for pay.

Revised: 8/26/19, 11/26/19, 10/5/20, 10/7/20, 12/27/22, 3/14/23, 4/11/23, 4/18/23, 2/29/24