Time Away From Work

HR handbook time FULLBoth paid and unpaid time off may be granted to eligible employees according to the following leave guidelines.

Vacation Time

Vacation time off with pay is available to eligible employees to provide opportunities for rest, relaxation and personal pursuits. Employees in the following employment classification(s) are eligible to earn and use vacation time as described in the Vacation Policy: Regular full-time, non-faculty employees and regular part-time, non-faculty employees. (Temporary and student employees are not eligible for vacation benefits.)

  1. Vacation time may be earned but not taken until after the Introductory Period.
  2. Vacation days as earned may be taken at any time of the year only with supervisor approval, after taking into account appropriate department staffing needs. Employees in departments providing direct student service usually cannot take vacation for a period of time immediately before and after the start of the semester.
  3. Although normally taken in full-week units, vacation also may be taken in whole day units.
  4. Vacation earned in one fiscal year must be taken by the end of the next fiscal year (June 30) or the time will be lost. The supervisor cannot approve an extension.
  5. A single vacation period will not normally be approved for more than two weeks. In unusual circumstances, if appropriate staffing levels can be maintained, the supervisor may approve a single vacation period longer than two weeks.
  6. If a University-observed holiday to which the employee is entitled falls during the vacation period, the vacation will be extended by the number of holidays.
  7. If, during a vacation period, the employee becomes ill and is hospitalized, the remainder of the vacation will be rescheduled.
    If, during a vacation period, the employee becomes ill but is not hospitalized, the time off will remain classified as vacation and will not be reclassified as sick.
  8. Employees who terminate their employment after the introductory period will be paid for all earned and unused vacation provided, however, that their final time or absence report has been received in the Human Resources Department.
  9. Full-time regular employees are eligible to receive holiday pay for such observed holidays which fall within his/her scheduled work year.

Vacation Schedule

If you are a Local 153 Union member, please refer to the Union Agreement.

  1. Full-time faculty on a 12-month appointment receives a one-month vacation.
  2. Supervisors will inform all part-time employees of their earned vacation. This information will be developed using the formula developed by the Human Resources Department.

Full-time, Non exempt Non-union

Years of Continuous Service As Of June 30

Maximum Vacation

Rate Earned Per Month

12-month schedule

1 through 4

10 days

1 day

 

5 through 7

15 days

1.5 days

 

8 or more

20 days

2 days

11-month schedule

1 through 4

9 days

1 day

 

5 through 7

14 days

1.5 days

 

8 or more

18 days

2 days

10-month schedule

1 through 4

8 days

1 day

 

5 through 7

12 days

1.5 days

 

8 or more

16 days

2 days

9-month schedule

1 through 4

7 days

1 day

 

5 through 7

11 days

1.5 days

 

8 or more

14 days

2 days

Note: Union employees – refer to the Agreement between Fairleigh Dickinson University and Office & Professional Employees Union, Local 153

Full-time, Exempt Employees Maximum Vacation Rate Earned Per Month
12-month schedule 20 days 2 days
11-month schedule 18 days 2 days
10-month schedule 16 days 2 days
9-month schedule 14 days 2 days

Part-time regular hourly paid employees:

In order to arrive at vacation entitlement for part-time hourly paid employees, multiply the number of weekly scheduled work hours x 52 weeks. Divide the answer by 260. (workdays in a year) This gives the number of hours for one day. Then use the same schedule outlined above for full-time 12-month non-union employees, and for unit employees, use the schedule outlined in the Union Agreement.

Example: Employee works 20 hours per week x 52 weeks =1040 hours

1040 hours divided by 260 workdays in one year = 4 hours per day

The employee in this example has a 4-hour workday. According to the schedule, this employee will earn 10 days vacation at 4 hours per day or 40 hours vacation for the fiscal year.

Sick and Personal Days

Full-time employees earn one day of sick/personal time for each five weeks of service during the first year of employment up to these maximums:

12-month schedule 10 days (3 personal/7 sick)
11-month schedule 9 days (3 personal/6 sick)
10-month schedule 8 days (3 personal/5sick)
9-month schedule 7 days (3 personal/4 sick)

Part-time employees earn sick/personal time based on their weekly work schedule and the length of their work year. Use the table below to calculate the annual maximum sick/personal hours and the rate at which they are earned.

Months Worked Per Fiscal Year Annual Maximum Time Earned Per Week
12-month schedule (52 work weeks) Weekly hours x 2 Annual maximum hours divided by 52
11-month schedule (48 work weeks) Weekly hours x 2 x .916 Annual maximum hours divided by 48
10-month schedule (44 work weeks) Weekly hours x 2 x .833 Annual maximum hours divided by 44
9-month schedule (39 work weeks) Weekly hours x 2 x .75 Annual maximum hours divided by 39

Personal days, unless due to an emergency, must be pre-approved by the supervisor. An employee cannot substitute sick days for additional personal days.  For example, full time employees are allotted a maximum of 3 personal days per fiscal year.  If an employee indicates on their time records that they took a total of 4 personal days in a fiscal year, the employee will be docked for the 1 additional day. Note: Union employees please refer to Local 153 contract.

On June 30, earned and unused sick/personal days are credited to the employee's "bank," to be used as sick time only.

There is no maximum on the number of banked hours that an employee can accumulate.

Leaves of Absence

Employees on leaves of absence shall not be entitled to any holiday pay, nor shall they accrue vacation benefits for aggregate leaves of absence during the vacation year in excess of two months.

Administrative Leave

For the purposes of professional growth and development, employees who have served in full-time exempt positions for at least six consecutive years, and whose performance for the past two years has met or exceeded expectations, may apply for a short-term or long-term administrative leave with pay. Those who qualify and are interested should check with their supervisor.

Personal Leave

Depending upon department staffing level, it may be possible for supervisors to approve an unpaid personal leave of absence, for good cause, accepted by the University for a period up to three months.

Jury Leave

Should you be called for jury duty, you will receive your base pay, less any money you may receive from the court. Payment is based on regularly scheduled hours. A voucher or pay receipt from jury duty must be submitted to your supervisor to determine the money owed.

Court Appearance

Employees who are served with a summons or court order to appear as a material witness, and who furnish the necessary evidence, will be given time off with pay for the time they appear as a witness, provided they are neither the plaintiff nor the defendant.

Bereavement Leave

Upon the death of an immediate family member, an employee will receive a paid compassionate leave of absence of five-work day's duration. Additional unpaid days may be taken with the approval of the supervisor. Part-time employees will receive a pro rata allowance.

Members of the immediate family shall include:

  1. Spouse;
  2. Grandparent/grandchild;
  3. Child including step or foster child; or
  4. Parent, parent-in-law, brother/sister, brother-in-law or sister-in-law

Military Leave

Reemployment Rights for Veterans and Reservists

A leave of absence will be granted to employees who need to leave their jobs to serve in the United States Armed Forces. Employees will be permitted to serve a total of five years on active duty without loss of reemployment rights. The University complies with the federal Uniformed Services Employment and Reemployment Rights Act of 1994 ("USERRA").

Annual Military Training

Employees who, as members of the Reserve Forces of the United States or National Guard, are required to participate in annual training will receive a military leave of absence for a period of up to fifteen days per calendar year, upon submittal of the orders to their supervisor. During this leave, the University will pay the difference between regular salary and military pay. Evidence of the amount paid by the government must be given to the Human Resources Department. This leave is in addition to earned vacation.

Four-day Work Week

The University observes a four-day workweek for eight weeks each summer for some classes of employees. During the four-day workweek, eligible full-time employees who are normally scheduled to work 35 hours will work 28 hours over four days and receive full salary. Part-time eligible employees work a shortened workweek on a prorated basis and are paid their full salary.

Unacceptable Activities While on Leave of Absence

If you accept any employment or go into business while on a leave of absence from Fairleigh Dickinson University, you will be considered to have voluntarily resigned from employment with the University as of the day on which you began your leave of absence.

Insurance Premium Payment During Leaves of Absence

During your approved leave of absence you are required to continue to pay your insurance premiums. If you are not receiving payment from the University, you must remit your check every month to the Human Resources Department. Failure to do so will result in loss of benefits.