Academic Personnel

Leave Without Pay – Librarians

Librarians may be granted unpaid leave or “leave of absence without pay” for an employee’s absence. Leave of absence without pay may be allowed for time that a librarian is absent for any of the following reasons:

  • Illness, disability, or injury (see also Disability Leave of Absence)
  • Parental leave
  • Educational leave (e.g. going back to school)
  • Military leave
  • Leave for government service in public interest
  • Maternity and infant care leave (see the Family and Medical Leave and Family Care Leave web pages)
  • Other reasons acceptable to the employing department

Use of Leave of Absence Without Pay

Accrued paid leave must be used before going on leave of absence without pay, unless the leave is a disability or parental leave of absence, or is a leave covered by the Family & Medical Leave Act (FMLA). If the approved leave of absence without pay is for personal reasons (e.g., extended vacation), all appropriate paid leave balances must be exhausted prior to going on leave of absence without pay.

Leave of absence without pay should not exceed 12 months in duration except that military leave or disability leave may extend longer.

Generally, librarians returning from an authorized leave of absence are employed in the same job or in another job in the same class, geographical area and organizational unit. Such return to employment, however, must not be in conflict with rules relating to layoff or other terms of the Librarian employment program.

Should the librarian’s job be eliminated while the employee is on approved leave, at the time the employee is available to return to active status, if there is no other comparable vacancy in the unit, the employee will be terminated under the provisions for Layoff – Reduction In Force.

Librarians are not to be charged leave without pay for a partial day absence when part of the day has been worked.

Effect of Leave of Absence Without Pay on Holidays, Leave Accrual, and Benefits

Holidays
Librarians must be employed and in pay status the last regularly scheduled work day prior to a holiday in order to qualify for the holiday pay. Librarians on leave of absence without pay for the workday immediately preceding a holiday do not qualify for holiday pay, and the holiday is charged as leave of absence without pay.

Leave of absence without pay in excess of ten (10) working days, including holidays
Annual leave and sick leave hours are NOT accrued during any calendar month in which a librarian’s leave of absence without pay exceeds ten (10) working days, including holidays.

Also, the annual leave accrual month is extended by one month when the leave of absence without pay exceeds ten (10) working days, including holidays, in a calendar month.

Benefits
During an approved medical or disability leave of absence without pay that is covered by the FMLA, the UW’s portion of the employee’s basic insurance benefits will be continued. Employees are still responsible for maintaining the employee portion of their medical insurance premiums, if any, while covered by the FMLA. Also, any optional insurance benefits the employee may have are not covered by the FMLA.

During an approved medical or disability leave of absence without pay that is not covered by the FMLA, a librarian must be in pay status for at least eight (8) hours per month to continue employer-paid insurance benefits. If the librarian is on leave of absence without pay for the entire month, eligibility for insurance benefits will be lost unless the employee arranges to self pay.

Librarians on leave of absence without pay for personal reasons must arrange to self-pay their insurance premiums if they will be on leave of absence without pay for an entire calendar month.

Requesting Leave Without Pay

Contact your unit administrator for guidance about the leave request process.

Employees who have been notified that their job has been eliminated while on leave of absence without pay and that they have been laid off, should review information about benefits retention during a leave of absence without pay. Librarians whose leave of absence without pay may extend beyond one month should contact the Integrated Service Center (ISC) to discuss continuation of insurance coverage which may otherwise lapse.

Employees on leave of absence without pay who have payroll deductions taken from their check to pay loans or insurance and will be on leave of absence without pay for more than a month will need to make arrangements through the ISC to pay those obligations directly.

Employees who are on unpaid leave for more than one (1) full calendar month must either return their parking permit to Parking Services or make arrangements with Parking Services to pay for the permit for the period of time on unpaid leave. Employees that do not return the permit, or do not make arrangements in advance, will be charged the monthly parking fee incurred during the absence when they return to pay status.