Leaves and Absences from Work: Introduction
Policies and Procedures Manual Section 13
Western Michigan University employees may be absent from work for a variety of reasons with or without pay. It is the employee's responsibility to notify his/her supervisor, or the supervisor's designee, of an impending absence. Absences may be paid as sick leave or annual leave when the provisions for sick or annual leave are met. All absences not covered by a specific paid absence policy automatically become unpaid absences.
Reporting absences
If an employee knows in advance that the employee will need to use paid sick leave, the employee must provide their supervisor with advance notice seven days before the day the paid sick leave is to begin.
Where seven-day advance notice is not possible and in the event of an unexpected absence, employees are required to notify their supervisor, or the supervisor’s designee, no later than two hours after the beginning of the scheduled workday.
The University may not require an employee to search for or secure a replacement worker to use sick leave.
Excused absences
Excused absences are absences covered by paid sick leave or otherwise approved by the staff member’s supervisor. The absence may be paid as sick or annual leave.
The University reserves the right to request a physician’s statement, or placement paperwork in the case of adoption or foster care, or other relevant documentation certifying any absence for which sick leave pay is requested for more than three (3) consecutive days.
Supervisors must consult with Human Resources before requesting relevant documentation to ensure compliance with all applicable state and federal laws and regulations.
The University is responsible for paying the out-of-pocket expenses employees incur in obtaining documentation under this policy, including costs charged by health care providers if an employee does not have health insurance.
If requested, documentation must be submitted to Human Resources within fifteen (15) days.
Annual leave pay is granted only with supervisory consent and, except in emergencies, requires prior notice to the supervisor. In unusual circumstances, the supervisor may approve leave without pay if the employee does not have accrued leave in his/her account.
Unexcused absences
An unexcused absence is an absence that is not covered by paid sick leave nor approved by the supervisor. No pay is received for any unexcused absence and unexcused absence may lead to discipline (See rules of conduct.)
Extended absences
Any employee who will be absent from work for a full pay period or longer must immediately notify the appropriate supervisor (absent extenuating circumstances) and request paid sick leave or permission for said absence. The employee should also contact Human Resources to discuss potential leave of absence options.
Absences without pay, covering a full pay period or more, must be covered by an approved leave of absence.
In the event an employee remains unable to return to work at the conclusion of 12 consecutive months off the payroll, following any available family and medical leave of absence, then his/her employment is terminated. Continuation of employment during the 12-month period requires approved leave status.
Discipline for excessive absences
Excessive unexcused absences may result in disciplinary action. Disciplinary action is covered by the University rules of conduct.
Annual leave
Non-bargaining, benefits-eligible employees are covered by the University's annual leave provisions.
Sick leave
Non-bargaining, benefits-eligible employees are covered by the University's sick leave provisions. Under certain circumstances, employees may also be eligible for a family and medical leave of absence.