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Southeast Missouri State University

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 Payroll Department.

This operating procedure describes the various types of leaves afforded to University staff and outlines the provisions for each leave.

Holidays

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

Annual Equivalent

0 through 4th 14.34 hours per month 6.62 hours per pay period 21.50 days
5th through 14th 17.67 hours per month 8.16 hours per pay period 26.50 days
15th year and over 21.00 hours per month 9.70 hours per pay period 31.50 days

PTO Accrual Schedule for Part-Time Staff (based on FTE)

Years of Service

Salaried Staff Paid Monthly

Biweekly Paid Staff

Annual Equivalent

0 through 4th 6.67 hours per month 3.08 hours per pay period 10 days
5th through 14th 10.00 hours per month 4.62 hours per pay period 15 days
15th year and over 13.34 hours per month 6.16 hours per pay period 20 days
  • 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 leave upfront.

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 plan document.

Funeral Leave

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.

Military Leave

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.

Jury Duty

  1. 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 occurs.
  2. 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.

Election Days

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

  1. Definitions
    • 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 unpaid leave.
    • 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.
  2. 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 practicable.
    • 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; AND
      • in the case of intermittent leave, the dates and durations of treatments to be given; AND
      • 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 control.

Non-Medical and Non-Family Leave Without Pay

  1. 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.
  2. 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.
  3. 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 executive.
    • 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.
  4. 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 Resources.

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