Administrative and professional employees are paid once a month, on the last working day of the month.

Non-exempt and union employees are paid twice a month, on the 10th and the 25th, or the last working day before those dates.

Checks are picked up at Cardinal Station by a designated person in each department and then distributed within the department. An employee who does not expect to be on campus on a payday should make arrangements to have his/her pay check returned to the Payroll Office for pickup at a later date.

The pay stub provides information on gross pay, taxes, deductions and net pay. Calendar year-to-date totals are also listed. Annual and sick leave balances are displayed. An explanation of the items found on the pay stub may be found in the Appendix.

An employee's salary is designated on the letter of appointment. Normally, salary increases are determined each year based on budgetary considerations. Should an increase be approved by the Board of Trustees it is usually effective at the beginning of the academic year. The academic year at CUA begins on September 1 and ends on August 31.

Leave is defined as authorized absence from work and is granted for various reasons.  Most types of leaves are paid leaves; however, unpaid leave time may be granted under some circumstances. 

6.7.4.1 Compensatory Time

CUA has no policy that allows employees to accrue compensatory time.

Introduction

The University recognizes the importance of balancing work responsibilities with family and other interests.  Employees are granted annual leave, which accrues at various rates depending on employment category and/or length of service.  The University’s annual leave year covers the same period as the University’s fiscal year. In the event of a fiscal year of less than 12 months, the amount of annual leave will be pro-rated. While it is important for employees to make full use of the vacation time to which they are entitled, it is also important for managers to be able to schedule work assignments and coverage during employee absence.  To ensure that such planning is possible, employees are expected to request authorization to use annual leave in writing at least ten days in advance whenever possible.  Managers are expected to approve requests for vacation provided that it does not interfere with the workload of the department.

Employees may request annual leave to provide care for a family member who is ill.  The University encourages managers to make every effort to approve requests for vacation leave for this purpose on short notice.  An employee requesting annual leave on short notice must notify his or her supervisor during the first hour of the work day except in extreme emergencies, and must keep the supervisor advised as to the probable date of his or her return to work.

Regular part-time employees in benefits-eligible positions receive pro-rated vacation. Employees are not eligible to use annual leave until the successful completion the initial evaluation (probationary) period.

6.7.4.2.1 Exempt Employees

Exempt employees (as defined in §6.3.1 of the Staff Handbook) earn 21 days of annual leave (vacation) each leave year.  Annual leave is accrued at the rate of 1¾ days per month. Exempt employees who are hired after the beginning of a leave year will receive pro-rated vacation accrued at the rate of 1 ¾ days per month.

The University encourages employees to use their vacation leave during the year in which it is accrued. If an exempt employee has accrued vacation left at the end of the vacation year, he or she can carry over up to a maximum of 7 days to the next vacation year.  Any days remaining in excess of the maximum allowable carryover days will be forfeited and not carried over to subsequent years. All leave reports must have been submitted to Payroll in order for an exempt to carry over vacation leave to the next year.

Each year’s full allotment of vacation is available to exempt employees on the first day of the vacation year even though it has not been accrued.  If an employee uses vacation in excess of his or her accrued balance and then leaves the University, the employee must reimburse the University for the unearned vacation days.  The reimbursement will be effected through payroll deduction from the employee’s final paycheck. If an exempt employee terminates employment at the University for any reason, any accrued, unused vacation leave will be forfeited.

6.7.4.2.2 Non-exempt Employees

Regular, full-time, non-exempt employees (as defined in §6.3.2 of the Staff Handbook) who are not covered by a collective bargaining agreement accrue annual leave (vacation) according to the following schedule: 

Accrued leave is credited each pay period.  Non-exempt employees hired on the first day of a pay period will be credited with one-half day’s leave at the end of the pay period.  For non-exempt employees hired after the first day of a pay period, leave accrual will begin on the first day of the next pay period.

The University encourages employees to use their vacation during the leave year in which it is earned.  However, if a non-exempt employee has accrued vacation remaining at the end of the vacation year, he or she may carry over a designated number of days into the next vacation year.  Non-exempt employees hired before January 1, 1994 may carry over a maximum of 30 days of accrued leave to the next vacation year.  Non-exempt employees hired on or after January 1, 1994 will be permitted to carry over a maximum of 21 days of accrued leave to the next vacation year.  

If a non-exempt employee with at least six months of service has accrued vacation leave remaining at the time of termination of employment, he or she will be reimbursed for a maximum of 30 days (if hired before 1/1/1994) or a maximum of 21 days (if hired on or after 1/1/1994). Employees who terminate employment with less than six months of service are not eligible to be reimbursed for any accrued leave remaining at the time of termination.

Aregular employee with at least one full year of service at the University may request approval to use up to 16 weeks of accrued sick leave to care for a spouse, child, parent or sibling who has a serious health condition.  For purposes of this policy, a serious health condition is a physical or mental illness, injury or impairment that involves one of the following:

• Inpatient care in a hospital, hospice, or residential health care facility;
• Continuing treatment or supervision at home by a health care provider  or other competent individual.

An employee who wishes to request sick leave for the serious illness of a family member should request such leave in writing to his or her supervisor.  The supervisor, in conjunction with the Director of Human Resources or his or her designee, will determine if the request meets the required criteria.  Before the use of sick leave for the serious illness of a family member will be approved, the employee must submit documentation from the family member’s health care provider certifying that the family member has a serious health condition.  That documentation must be submitted to the employee’s supervisor or directly to Human Resources.  If the documentation is submitted to the supervisor, he or she will be responsible for forwarding the documentation to Human Resources. Human Resources will notify the employee in writing about whether the request will be granted.   

An employee who has been granted sick leave for the serious illness of a family member is responsible for complying with all other provisions of this policy.

Regular, full-time employees accrue one day of sick leave for each calendar month worked, up to a maximum accumulation of 90 days.  Regular, part-time employees accrue sick leave on a pro-rated basis with the maximum accumulation pro-rated on the same basis. Sick leave may not be used until successful completion of an employee’s initial evaluation (formerly “probationary”) period.

When an employee needs to request sick leave, he or she must notify the supervisor within the first hour of the working day except in extreme emergencies.  The employee must keep his or her supervisor advised as to the probable date of return to work.

If an employee is on extended sick leave, the University may require the employee to submit a doctor’s certificate explaining the need for absence from work and indicating the anticipated date of return to work.  The University may not authorize sick leave pay until the required medical documentation is submitted.

Employees on extended sick leave without pay are responsible for maintaining contact with their supervisors and for keeping their supervisors apprised of their anticipated date of return to work.  When the employee is well enough to return to work and is released by the physician, the University will make every effort to restore the employee to the position which he or she held prior to the extended leave or to a comparable position.  If an employee does not return to work when released by his or her physician, or does not indicate the date that he or she will return, the employee will be considered to have resigned from employment at the University.  For employees who have worked at the University for more than a year and who meet the other criteria, the provisions of the Family and Medical Leave Act (FMLA) may apply.  Refer to §6.7.4 for additional information of FMLA.

An employee may apply to his or her supervisor for an advance of up to five days of sick leave if the employee has not accrued sufficient sick leave to cover the anticipated absence.  The request must be in writing and requires approval by the supervisor, the cognizant dean or director and the cognizant Vice President.   If an employee’s employment terminates before the advanced sick leave is earned, the employee will be expected to reimburse the University.

If an employee terminates employment at the University and is reinstated within 90 days of the effective date of termination, the employee’s accrued sick leave balance at the time of termination will be restored.  However, the restored sick leave may not be used during the first three months of reemployment, consistent with the restriction from using sick leave during the initial evaluation period.

6.7.4.4 Pregnancy Leave

Pregnancy, childbirth or related medical conditions are considered to be temporary disabilities. An employee may apply accumulated sick leave and annual leave to the period when absence is required and, to the extent that these may be lacking, may request a leave of absence without pay. Approval of such requests is coordinated by the Director of Human Resources, subject to the discretion of the University and in consideration of the advice of the attending physician. For employees with more than one year of continuous employment at CUA the provisions of the Family and Medical Leave Policy may apply.

Every effort will be made to restore an employee returning from an extended pregnancy/maternity leave to her former position or one that is comparable in status and pay.

If an employee on pregnancy leave does not return to work when released by her physician or does not indicate the approximate date of return, she will be considered to have resigned.

Introduction

A regular full or part-time employee who has been employed continuously by the University for at least one year immediately preceding the request for leave is entitled under District of Columbia law to up to sixteen (16) weeks in any twenty four (24)-month period, in any of the following instances:

• the birth, adoption, or the placement of a child for foster care; or
• the placement of a child for whom the employee assumes permanent parental responsibilities; or
• the care of a family member of the employee who has a serious health condition.

Such employees are also entitled to up to 16 work weeks of unpaid medical leave during any 24-month period for the following:

• the period of time that an employee's own serious health condition prevents the performance of the functions of his/her position.

Federal law permits eligible employees to take up to 12 work weeks of leave during any 12-month period for one or more of the following:

• the birth of a child, or
• the placement of an adoptive or foster child with the employee, or care for the employee's spouse, child, or parent with a serious health condition, or
• the employee's own serious health condition which makes the employee unable to perform the functions of the position.

Therefore, an employee might be entitled to more leave than the D.C.-mandated 16 work weeks in a 24-month period depending on his or her circumstances. Further leave may be approved when the employee has a disability as defined by the Americans with Disabilities Act (ADA), and meets the other statutory requirements for accommodation under the ADA.  An otherwise qualified individual with a disability is entitled to more than 12 (16) weeks of unpaid leave as a reasonable accommodation if the additional leave would not impose an undue hardship on the operation of the employer's business.  To evaluate whether additional leave would impose an undue hardship, the employer may consider the impact on its operations caused by the employee's initial 12 (16) week absence, along with the undue hardship factors specified in the ADA.

The leave period begins on the first work day of the employee's first qualifying leave within the past 12- or 24-month period, as applicable.  Employees with special questions about calculation of leave are directed to the Office of Human Resources.

A "serious health condition" means a physical or mental illness, injury or impairment that involves (a) inpatient care in a hospital, hospice, or residential health care facility, or (b) continuing treatment or supervision at home by a health care provider or other competent individual.

Leave may be taken intermittently under certain circumstances. It shall not be taken for a birth, adoption or placement unless the employee and the Director of Human Resources agree. It may be taken for a serious health condition of the employee's family member or the employee him/herself, when medically necessary and with the approval of the Director of Human Resources.

The term "family member" for purposes of this policy includes a person to whom the employee is related by blood, legal custody or marriage, a child placed with an employee for whom the employee permanently assumes and discharges parental responsibility, or other persons as defined by law. Entitlement to leave attendant to birth, adoption or placement expires 12 months after the birth, adoption or placement of a child with the employee.

An employee who does not return to work after an approved family or medical leave shall be considered to have resigned.

6.7.4.5.1 Procedures for requesting family or

medical leave: certification process

An employee seeking unpaid family or medical leave should request such leave in writing to their supervisor who will forward it to the Director of Human Resources for review. The request should include the following documentation:

• In the case of family leave for birth, adoption or placement of a child with an employee, the employee should provide appropriate legal documentation to substantiate the request.
• In the case of family leave for the care of a family member, the employee must include the written certification of a licensed health care provider, stating the date on which the serious health condition commenced, the probable duration of the condition, and the appropriate medical facts entitling the employee to take leave. The certification must also include the amount of time the employee is needed to care for the family member.
• For medical leave for the employee, the employee must include the written certification of a licensed health care provider, stating the date on which the serious health condition commenced, the probable duration of the condition, and the appropriate medical facts entitling the employee to take leave. The certification must also include a statement that the employee is unable to perform the functions of the employee's job.

Family leave for the care of a family member or medical leave for an employee may be taken intermittently when medically necessary.

The Director of Human Resources will inform the dean or department director and the cognizant vice president of any approved leaves.

6.7.4.5.2 Resolution of certification disputes

The University's Director of Human Resources may require a second opinion, at University expense, of a health care provider approved by the University. If the second opinion differs from the original certification, the employee may be required to obtain the opinion of a third health care provider mutually agreed upon by the University and the employee. The University shall pay the cost of the opinion of the third health care provider, whose opinion shall be final and binding. This provider may not be retained on a regular basis by the University or the employee or otherwise bear a close relationship to the University or the employee.

The University may require that the employee obtain subsequent certification on a reasonable basis. The University shall keep any medical information obtained from a certification report confidential, and will use such information only to make decisions regarding the employee's family or medical leave.

6.7.4.5.3 Relationship to other kinds of leave

Accumulated annual leave may be counted against the 12 (or 16) weeks of allowable family or medical leave.

Accumulated sick leave may be counted against the 12 (or 16) weeks of allowable medical leave.

If two family members are employees of the University in the same school, department or office, they are entitled to an aggregate of not more than 12 work weeks of medical or family leave for any 12-month period (or 16 weeks for any 24-month period), not more than 12 weeks of which may be simultaneous if the leave is family leave for the birth or adoption of a child or the care of a sick parent. If the leave is requested for the care of a child or of the other spouse with a serious health condition, each spouse is entitled to 12 weeks of leave.

Federal family and medical leave and District of Columbia family and medical leave run concurrently and cannot be used consecutively if leave is covered under both laws.

6.7.4.5.4 Notice required by employees seeking leave

If the necessity for family leave is foreseeable based on an expected birth or placement of a child with an employee, the employee shall provide his supervisor with reasonable notice in writing of the birth or placement. If the necessity for family leave is foreseeable based on planned medical treatment or supervision, the employee shall provide his supervisor with reasonable prior written notice and shall make a reasonable effort to schedule the leave so as not to unduly disrupt the operations of the University. For these purposes, the employee should provide at least thirty (30) days' notice.

6.7.4.5.5 Employment protection

Position protection. Upon return from family or medical leave, the employee shall be restored to the position of employment previously held by the employee or to an equivalent position with equivalent benefits, pay, seniority, and other terms and conditions of employment.

Benefits protection. An employee does not lose benefits accrued at the time of the approved family or medical leave. An employee will continue to be eligible to participate in health insurance on the same basis as if the leave were not taken. The University's contribution to health insurance will continue during the approved leave period so long as the employee contribution continues. In other respects, the leave will be treated as an approved leave of absence without pay: the University will not make any contribution to pension or life insurance for any employee participating in those benefits, but participating employees may continue to make contributions.

An employee who does not return to work after the leave period will be considered to have resigned.

This policy shall be administered by the Director of Human Resources.

6.7.4.6 Bereavement Leave

When there is a death in the immediate family of an employee, a leave of absence with pay may be granted for as many as five (5) working days. The "immediate family" is defined as a spouse, child, including adopted and step child, parent, parent-in-law, sibling or legal guardian.

One day of leave with pay may be granted to allow an employee to attend the funeral of a close friend or relative.

6.7.4.7 Court Leave

Appearance in court as a witness in an official capacity as a University employee is not classified as leave and does not affect the compensation or benefits of the employee. Similarly, leave will be authorized without loss of compensation or benefits for appearance in court as a witness on behalf of the government of the United States, the District of Columbia, or the states, or their political subdivisions. Leave for appearance on one's own behalf or as a witness for a private party must be charged to vacation or leave without pay.

Full and part-time employees will be granted leave with pay to serve on jury duty, except for service on a grand jury, in which case special arrangements must be made.

6.7.4.8 Leave for Military Training

Employees who are members of the National Guard or Reserve Corps are eligible annually for up to ten (10) working days' leave with pay for military training purposes. If military payments are less than the employee's wages or salary for the period, the University will reimburse the employee for the difference upon presentation of the military pay vouchers. If military payments equal or exceed the employee's salary or wages, the employee will not receive University funds for the period served.

Employees on approved leave for military training for up to ten (10) days continue to accrue annual and sick leave at the normal rate.

6.7.4.9 Leave for Personal Wedding

One day of paid leave may be given to regular employees on their wedding day.

Employees on approved leave for military training for up to ten (10) days continue to accrue annual and sick leave at the normal rate.

6.7.4.10 Leave of Absence Without Pay

A leave of absence without pay may be granted to a regular full-time or part-time employee.

A leave of absence without pay for one month may be authorized by the cognizant dean or director in consultation with the supervisor. A leave for a longer period must be approved by the cognizant vice president and the Executive Vice President and should state an expected return date.

If the employee does not return to work on the agreed upon date, he/she will be considered to have resigned.

When a leave of absence is granted for more than one month, the employee should confer promptly with the Payroll Office to make special arrangements for insurance and retirement payments.

An employee on leave of absence without pay does not accrue sick or annual leave and is not paid for University holidays. Previously accrued sick leave will not be affected.

6.7.4.11 Leave of Absence for Members of the Military

Regular full- and part-time University employees whose military obligations interrupt or interfere with their employment have certain job protection provided by the Uniform Services Employment and Reemployment Rights Act of 1994. The Act protects members of National Guard units, reservists, inductees and enlistees into the Armed Forces who volunteer for or are ordered to active duty for the Federal government.

Employees called to active duty must notify the Office of Human Resources in writing of their departure and provide a copy of official military orders when they become available.

For faculty and staff employees, active duty will be treated as leave of absence without pay.   Such leave may not exceed five years in duration. During the approved unpaid leave of absence, an employee called to active duty may continue to have health insurance, long-term disability insurance and life insurance if he or she pays the full cost of the benefit.  While the employee is on an unpaid leave, the University will not contribute to the premiums. If an employee called to active duty wishes to continue his or her health insurance, life insurance or long-term disability insurance, the employee must make payment arrangements with the Office of Human Resources at the start of his or her leave of absence. Likewise, employees returning from active military duty are entitled to available benefits upon reemployment.  

If an employee called to active duty during a national emergency has a spouse or dependent child who is eligible for tuition assistance and meets the requirements of the CUA policy on tuition assistance, that benefit will remain in effect while the employee is on active military duty. All provisions of the tuition assistance policy will apply.

Upon reemployment following a call up to active duty, employees who are participants in the University’s retirement plan at the time they are called for active duty, will be considered as not having a break in service for purposes of the retirement plan.  There will be no requirement to requalify for participation in the retirement plan upon reemployment.   In addition, upon reemployment, the University will make any plan contributions that it would have made if the employee had not been on a leave of absence for active military service.  However, the University will contribute no interest or earnings to the employee’s retirement account.  Plan participants returning to employment are also provided an opportunity under federal law to make certain retroactive voluntary contributions that they could have made had they not been on military leave, and the University will match such contributions consistent with the retirement plan.

Vacation for professional employees will be reduced pro rata to reflect the leave of absence.

Reemployment Rights and Responsibilities

Regular employees called to active duty who are released from active duty with an honorable discharge are entitled to be restored to their former positions or to positions of like seniority, status and pay on the same terms and conditions as if their employment had not been interrupted.

Employees called to active duty who, upon release, have a service-related disability, making them no longer qualified, with reasonable accommodations, to perform the duties of the position and for whom job restructuring is not feasible, who, nevertheless, are qualified with reasonable accommodations for an alternative position, will be offered the alternative position. If an employee called to active duty requests reemployment in an alternative position, he or she must be employed in a position that provides seniority, status and pay, as similar as possible to the former position.

Employees ordered to active duty for more than ninety (90) days must apply for reemployment within ninety (90) days of their release from active duty. Employees ordered to active duty for ninety (90) days or less must apply for reemployment within thirty-one (31) days of their release from active duty.

Revised 10/1/2001

6.7.4.12 Leave During Emergency Closing

or Inclement Weather

The purpose of a delayed opening is to allow employees to report safely in a reasonable time period without penalty to salary or vacation time which would otherwise need to be taken.

Leave is not charged for time lost because of official delayed openings or emergency closings nor is extra compensation provided for work during such periods.

When there is an official announcement of delayed opening due to inclement weather, or an emergency closing, the lost time should be appropriately recorded.

Supervisors are encouraged to be liberal in approving annual leave for time not authorized for an inclement weather or other emergency closing.

Employees who are on annual or sick leave or leave without pay are not affected by time lost because of a delayed opening or an emergency closing. In this case, employees should report time under the appropriate leave category, i.e., vacation, absence without pay or sick leave, and may not deduct hours authorized for delayed opening.