ALMANAC
BETWEEN ISSUES September 17, 2001
Military
Leave Guidelines
Excerpts from
Policy No. 611, Military Leave
The University grants
up to five (5) years of time off without pay for faculty and regular staff
members (including staff covered by collective bargaining agreements*)
who are called to or volunteer for active military duty in accordance
with Federal guidelines. The employee is eligible to use any unused paid
time off during the military leave. Also, the employee may use the ten
(10) paid work days per fiscal year granted for annual military training
or duty, provided that this time has not been used during the current
fiscal year.
The employee's University
department is committed to return the faculty or staff member to active
University status in the same or comparable position, pay grade and salary
within the department at the end of the military leave if the employee
meets the following conditions:
- The employee is
employed in a faculty or regular staff position and would not have been
subject to position discontinuation if employment had not been interrupted
by military service.
- The employee presents
to his/her supervisor, department head or other University designee,
a certificate of discharge or release from active duty under honorable
conditions.
- The employee notifies
the University in writing of his/her intent to return to work within
90 days of discharge from active duty or within one year of discharge
if hospitalized after discharge.
During the military
leave without pay, there is no accrual of sick or paid time off days.
Time while on leave is counted as service credit in determining eligibility
for those benefits that are dependent upon length of service. Faculty
and staff members can arrange to continue their University medical/dental
and life benefits while on leave by contacting the Penn Benefits Center
(1-888-736-6236) prior to departure. Faculty and staff who return from
military leave and are reemployed with the University are reinstated into
their previous health plan, if available, with full coverage.
If you have questions
about the Military Leave Policy, call the Division of Human Resources,
Staff and Labor Relations at 215-898-6093 or refer to the policy online.
* University staff
members who are covered by collective bargaining agreements should refer
to the appropriate contract article for leaves without pay.
Steps
to Follow for Faculty or Regular Staff Members Called To or Volunteering
for Active Military Duty:
- Provide supervisor
or department head with a copy of the military orders and determine
last day of work.
- Discuss with supervisor
or department head whether any paid time off or annual military training
leave will be used during the military leave.
- Give your supervisor
or department head an address to which any essential mail should be
forwarded.
- Contact the Penn
Benefits Center at 1-888-736-6236 to discuss University benefits continuation.
- Contact Division
of Human Resources, Staff and Labor Relations, at 215-898-6093 for any
questions about the Military Leave Policy.
- Notify, in writing,
your supervisor, department head or other designated University official
of your intent to return to work within 90 days of honorable discharge
from active military service or within one year from active military
service if hospitalized after discharge. You should include in this
correspondence a copy of your certification of discharge or release.
Steps to
Follow for Supervisors or Department Heads if Faculty or Regular Staff
Members Give Notice of Being Called To or Volunteering for Active Military
Duty:
- Obtain a copy
of the military orders.
- Notify the faculty
or regular staff member that they are eligible for military leave up
to five years and determine the last day of work.
- Discuss with the
faculty or staff member whether any paid time off or annual military
training leave will be used during the military leave. Determine and
communicate to individual the last day in pay status.
- Advise individual
to contact the Penn Benefits Center (1-888-736-6236) to discuss benefits
continuation.
- Get an address
from the faculty or staff member where s/he wants any essential mail
sent. Ensure that the appropriate changes are made to the faculty or
staff member's record in the Personnel Payroll System (e.g., address,
employment status, reason for leave, effective date of leave).
- If a temporary
replacement is needed for a regular staff member on military leave,
contact the Division of Human Resources, Recruitment and Staffing, at
215-898-1303 or the respective school/center contact to discuss hiring
procedures. Arrangements for faculty members are handled by the Provost's
Staff Conference.
Contact Division
of Human Resources, Staff and Labor Relations, at 215-898-6093 for any
questions about the Military Leave Policy.
--Division
of Human Resources
Posted 9/17/01 (Modified 9/21/01)
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