Employee leave balances are available for viewing on the Southeast Portal through the My Southeast Self-Service section of the Employee tab. Available leave balances are updated at the time payrolls are completed in the
This operating procedure describes the various types of leaves afforded to University
staff and outlines the provisions for each leave.
The following holidays are normally observed by the University. All regular and term
employees except those engaged in continuous operation, such as Public Safety, shall
be excused from duty when such holidays are observed:
- New Year's Day
- Dr. Martin Luther King, Jr. Day
- Memorial Day
- Independence Day
- Thanksgiving Day
- The Day After Thanksgiving
- The Day Before Christmas
- Christmas Day
- The Day Before New Year's Day
- Labor Day
- A Day to be Selected by the University
Hourly paid employees required to work on a holiday (1-11 above) because it is designated
part of their work week shall be compensated, in addition to their normal day's pay,
at one and one-half times their regular rate for the hours worked. Personnel employed
on a nine- or ten-month basis will not be compensated for holidays occurring when
they are not actively employed.
Paid Time Off (PTO) System
PTO Accrual Schedule for Full-Time Staff
Years of Service
Salaried Staff Paid Monthly
Biweekly Paid Staff
|0 through 4th
||14.34 hours per month
||6.62 hours per pay period
|5th through 14th
||17.67 hours per month
||8.16 hours per pay period
|15th year and over
||21.00 hours per month
||9.70 hours per pay period
PTO Accrual Schedule for Part-Time Staff (based on FTE)
Years of Service
Salaried Staff Paid Monthly
Biweekly Paid Staff
|0 through 4th
||6.67 hours per month
||3.08 hours per pay period
|5th through 14th
||10.00 hours per month
||4.62 hours per pay period
|15th year and over
||13.34 hours per month
||6.16 hours per pay period
- Part-time staff hours will be prorated based on percentage of assignment
- Balances rollover from year to year
- Maximum accrual: 340 hours
- Termination payout maximum: 240 hours
Paid Sick Leave Accrual System
Effective July 1, 2012
Unverified Sick Leave
The unverified sick leave accrual rate for the first three (3) years of employment is 2.67
hours per month (4 days annually). After three (3) years of continuous service, the unverified
sick leave accrual rate is 5.34 hours per month (8 days maximum).
Verified Sick Leave
Regular full-time staff and faculty will receive 96 hours (12 days) of verified sick
Hours accrued in excess of maximum annual accrual will rollover into verified sick
leave bank. The maximum hours banked in verified sick leave is 1040. Verified sick
leave qualifies for up to six (6) months of additional service credit under MOSERS.
Part-time staff and faculty unverified and verified hours will be prorated based on
percentage of assignment.
Short Term Disability Benefit
Upon completion of the probationary period, extended illnesses of employees may be
covered by the University’s Short Term Disability program. The maximum weekly benefit
is 60% of current weekly earnings. Employees off work for 30 consecutive days (elimination
period) may be eligible for short term disability. Employees may use any accrued leave
to cover the 30 day elimination period. The maximum benefit period is 22 weeks. Specific
provisions of the University’s Short Term Disability program are outlined in the official
Absence will be granted with pay, not to exceed three (3) working days to make arrangements
for and attend the funeral services of a spouse, father, mother, mother-in-law, father-in-law,
brother, sister, child, grandparent, or grandchild of staff member or spouse, or members
of the family who reside within the staff member's household. Additional working days,
not to exceed two (2) may be granted where circumstances require travel out of the
surrounding area or it is demonstrated that an earlier return would cause a hardship
for the employee.
An employee who is a member of the National Guard or any of the reserve components
of the Armed Forces of the United States is entitled to a leave of absence, with pay,
for the period during which the employee is ordered to military duty or training,
not to exceed fifteen working days in any one federal fiscal year. Compensation for
military leave will not be deducted from vacation or sick leave time. A copy of official
orders from the appropriate military authority must be attached to the Bi-Weekly Timesheet
and Time Report for hourly employees or the Monthly Leave Report for salaried employees
as other leave before any payment of salary covering the leave will be made.
- Any staff member who is called for jury duty must report the call to his/her immediate
supervisor by submitting a copy of the certification from the Court Clerk. The certification
must be attached to the Bi-Weekly Timesheet and Time Report for hourly employees or
the Monthly Leave Report for salaried employees for the month in which the jury duty
- The staff member will be entitled to retain all the compensation received for such
jury service, and no deduction will be made in the regular compensation for the reasonable
time absent from duty on account of responding for such jury service.
Missouri law requires that employers allow employees to have a period of three consecutive
hours between the time of opening and the time of closing the polls for the purpose
of voting. Employees who do not have a three hour period before or after work time
will be allowed to come in one hour later or leave one hour early on election days.
Prudent judgment should be used when requesting this leave. A written request must
be made to the employee's supervisor at least one day prior to the election.
Family and Medical Leave
- Eligible Employee: An employee who has been employed for at least 12 months and who
has worked at least 1,250 hours during the twelve months before the period of anticipated
- Son or Daughter: the biological, adopted, or foster child, a stepchild, legal ward,
or a child of a person standing in loco parentis. These terms will be broadly construed
to ensure that an employee who actually has day-to-day responsibility for caring for
a child is entitled to leave even if the employee does not have a biological or legal
relationship to that child. The terms include not only children under the age of 18,
but also children above that age who are incapable of self-care because of mental
or physical disability.
- Serious Health Conditions: An illness, injury, impairment, or physical or mental condition
involving either inpatient care or continuing treatment by a health care provider.
- Conditions for Which Family or Medical Leave May Be Granted:
- An eligible employee is entitled to twelve designated workweeks (paid and/or unpaid)
of leave during any twelve-month period for three reasons:
- birth or placement for adoption or foster care of a child.
- serious health condition of a spouse, child, or parent (serious health conditions
include illness, injury, impairment, or physical or mental condition involving either
inpatient care or continuing treatment by a health care provider).
- employee's own serious health condition.
- Leave may be taken for birth or placement of a child only within twelve months of
that birth or placement.
- For the birth or adoption of a child, leave may be taken on an intermittent or reduced
basis only upon the approval of the supervisor.
- For leave for a serious health condition, leave may be taken intermittently or on
a reduced basis at the discretion of the employee.
NOTE: If the employee's need for intermittent leave is foreseeable based upon planned
medical treatment, the employee may be required to transfer temporarily to an alternative
position, with equivalent pay and benefits, that better accommodates recurring periods
of leave than the employee's regular position.
- Employees are required to first use available paid leaves (including vacation and
unverified and verified sick leave, if applicable),as determined by their amount of
leave available and the reasons for the need to use the leave, for any part or all
of the twelve-week leave. If the employee has sufficient paid leave available to cover
the twelve-week leave requirement, the employee is not entitled to an additional twelve-week
unpaid leave period.
- In the case of leave for birth or placement of a child, the employee must provide
thirty days advance notice before the date the leave would begin. If the employee
is unable to provide thirty days' notice, he or she must provide such notice as is
- In the case of leave for a serious medical condition, if the leave is foreseeable
based upon planned medical treatment, employees are required to make a reasonable
effort to schedule treatment so as not to disrupt unduly the operations of their department,
and employees are required to provide thirty days advance notice or such notice as
is practicable if the treatment is in less than 30 days.
- In instances when spouses are employed by the University and leave is taken for care
of a newly arrived child or a sick parent, their aggregate leave is limited to twelve
weeks. If the leave is requested because of the illness of a child or of the other
spouse, each spouse is entitled to twelve weeks of leave.
- Procedure to Request Leave: a written request for leave must be provided to the supervisor
at least thirty days (except as noted above) in advance of the intended period of
leave. The written request must contain the following information:
- date on which the serious health condition began; OR a statement that the employee
is needed to care for spouse, parent, or child (along with an estimate of the time
required), OR a statement that the employee is unable to perform his or her functions;
- in the case of intermittent leave, the dates and durations of treatments to be given;
- if for a serious health condition, the probable duration of the condition.
- Second opinions: The University, at its expense, may require that a second opinion
be obtained. In the event that the second opinion is in conflict with the first, at
the University's expense, a third opinion may be required. The third opinion is binding.
- Recertification: The University may require recertification on a reasonable basis.
- Employment and Benefits Protection: An employee who completes a period of leave will
return to either the same position or to another position equivalent in pay, benefits,
and other terms and conditions of employment.
- employer-provided health benefits continue during the period of leave.
- the University may recover health coverage premiums paid for an employee who fails
to return from leave, except if the reason for non-return to work is the continuation,
recurrence, onset of a serious health condition, or for other reasons beyond the employee's
Non-Medical and Non-Family Leave Without Pay
- Employees, except in emergency situations, are required to make their request for
non-medical and non-family leave without pay at least thirty days before the intended
date of leave. Emergency requests, however, must be made before the intended period
of leave without pay begins.
- All requests for leave without pay must be in writing and contain the reason for the
requested leave and the dates of the expected leave period.
- Approval of requests for leave without pay will be obtained as follows:
- The request must be given to the supervisor for approval or non-approval to the request
and will forward the request to the next level supervisor until it reaches the division
- If the division executive approves the request:
- Human Resources will process the leave without pay as instructed and will advise Benefits
and Payroll of the action.
- The Benefits Office will contact the employee to make any necessary benefit arrangements
as outlined in the Plan Document.
- At the time the employee returns to active work status, the department will complete
a PAF re-initiating the employee's active status and will forward the PAF to Human