Employee Handbook - Leave Plans, continued
Employee Handbook - Leave plans, continued
Family and Medical Leave of absence
The Family and Medical Leave Act (FMLA) of 1993 provides opportunities for employees to take an unpaid leave of absence from work under certain conditions. Employees facing a situation where an FMLA leave may be applicable are urged to contact Human Resources. A Human Resources Representative will be happy to speak with your to explain how FMLA may affect your situation; all such conversations are confidential.
Employee Rights and Responsibilities under the Family and Medical Leave Act 
A family and medical leave of absence is an unpaid leave of absence. However, employees may elect (but are not required) to use any portion of their accrued paid annual leave or sick leave, as appropriate, during the FMLA leave; any remaining weeks will be unpaid.
When both spouses are employed by the University, they are limited to a combined total of twelve (12) weeks of FMLA leave during any rolling 12-month period for the birth/care of their child or placement of a child for adoption or foster care.
An employee wishing to apply for FMLA leave, or the employee's supervisor, should contact Human Resources to be advised of appropriate procedures.
When an employee is granted an approved FMLA leave and returns to work within leave provisions, the University will continue to pay its portion of the group health coverage charges during the leave. Employees will be billed for their share of any dependent's health coverage charges. Employees not returning to work for 30 calendar days from an approved FMLA leave are required to reimburse the University for health benefits paid during the leave, unless the employee fails to return because of continued illness or other circumstances beyond the employee's control. Life insurance may be continued at the employee's expense during any unpaid portion of the leave. The employee will be restored to the same job or an equivalent position upon return to work at the expiration of the leave.
Sick Leave—unpaid
Employees who have completed their first one hundred and twenty (120) days of employment may request an unpaid leave of absence for their own illness. Any sick leave of absence request must have a supporting doctor's statement attached. This must include the date you became unable to work and the expected date of return, if known. Leave for illness will not be approved for more than twelve (12) months from the last day an employee was paid.
Employees should contact Human Resources regarding continuation of benefits during an unpaid sick leave and to obtain a leave application. An unpaid sick leave must be approved by the appropriate vice president.
An employee granted an unpaid sick leave of absence is not guaranteed a job at the end of the leave. However, Human Resource Services will make every effort possible to help the employee find a job comparable to the one held prior to the leave. Two (2) weeks before a leave of absence expires, the employee must contact Human Resource Services. Employees who do obtain a position with WMU at the end of an unpaid sick leave will retain their seniority and benefits related to seniority. If the employee cannot find a new job within ninety (90) days after the leave expires, he/she may continue to seek a University position as an external applicant.
Personal leave of absence
Regular employees who have completed two (2) consecutive years of employment may request unpaid leave for personal reasons. This leave cannot be granted for less than one month or more than one year. Employees should contact Human Resources regarding continuation of benefits during an unpaid personal leave and to obtain a leave application. A personal leave must be approved by the appropriate vice president.
An employee granted an unpaid personal leave of absence is not guaranteed a job at the end of the leave. However, Human Resource Services will make every effort possible to help the employee find a job comparable to the one held prior to the leave. Two (2) weeks before a leave of absence expires, the employee must contact Human Resource Services. Employees who do obtain a position with WMU at the end of personal leave will retain their seniority and benefits related to seniority. If the employee cannot find a new job within ninety (90) days after the leave expires, he/she may continue to seek a University position as an external applicant.
Professional leave—paid (exempt or salaried staff only)
Paid professional development leave allows exempt staff members to improve their performance by providing time for research or other developmental activities. The employee must have completed four (4) years of service in the current position in order to apply. This leave may last no more than three (3) months. One (1) full year of service is required after the leave is over. A paid professional development leave must be approved by the appropriate vice president. Contact Human Resources for details on insurance coverage during a paid professional leave and for leave applications.
Professional leave—unpaid (exempt or salaried staff only)
Unpaid professional development leave is designed to encourage professional growth that will help employees make greater contributions in their jobs. Exempt employees who have completed two (2) years of full-time (or equivalent) service may apply. This leave may be granted for up to one (1) year. An extension of one additional year is possible upon request. Employees are expected to return for a reasonable amount of time after the leave ends.
Employees should contact Human Resources regarding continuation of benefits during an unpaid professional leave and to obtain a leave application. A professional leave must be approved by the appropriate vice president.
Employees returning to work from an approved unpaid professional leave of absence will be placed in the pay structure at the same level that would have been attained had they been on duty at the University continuously.
University convenience leave
University convenience leave is a special leave of absence, designed to avoid laying off employees at those times when their services are temporarily not needed. This leave is voluntary and must be mutually agreed to by the employee and WMU. A common arrangement is to take leave during the summer break between academic years. A University convenience leave must be approved by the appropriate vice president. Leave applications may be obtained from Human Resources.
During University convenience leave, Western continues to pay the employer portion of group insurances. WMU also continues all other benefits that are not payroll driven (e.g., tuition discount).
Jury duty and court-required service
Employees summoned to court service should give a copy of their summons to their supervisor for the absence to be approved.
Leave of absence with pay is granted to employees summoned for jury duty and to employees subpoenaed as a witness in a legal action involving Western Michigan University to which the employee is or is not a party. Employees may keep their court fees in addition to receiving their regular pay. Employees who wish to receive regular pay must give their supervisor or office coordinator a time record from the court and a completed Court Required Service or Jury Duty Certification form.
Regular, non-bargaining staff members who are subpoenaed for non-University business must use annual leave or no-pay leave for the time they are absent from work.
Bereavement leave
Up to five (5) days of paid bereavement leave is available to regular employees (including probationary employees) upon the death of an immediate family member.
Immediate family member
Immediate family member is defined as the:
- Employee's current spouse
- Employee's or employee's current spouse's:
- Children (including foster children and children under legal guardianship)
- Grandchildren
- Parents (including stepmothers and stepfathers)
- Grandparents
- Siblings (including stepsisters and stepbrothers)
Military leave
An unpaid leave of absence is available to regular employees for service in the United States Armed Services, whether the performance of duty is voluntary or involuntary. Upon termination of a military leave, an employee is entitled to reinstatement privileges, provided the employee meets reinstatement requirements. Details can be found in the Human Resources Policies and Procedures Manual. Questions should be directed to Human Resources.