The following individuals are eligible for enrollment in the UC’s group insurance benefits:
Duplicate enrollment/coverage in any UC group insurance plan is prohibited.
Professional status employees are eligible for group insurance benefits at date of hire.
Limited appointments are eligible for group insurance plans at date of hire if appointed more than 17.5 hours a week.
A limited appointment will become eligible for full benefits the first day of the month following the attainment of 1,000 hours on pay status in a rolling twelve (12) month period, thereafter an average of 17.5 hrs/wk must be worked in order to maintain BELI 1 eligibility.
Benefits available based on employee status are as follows:
|Employment Status||Employment Term||Benefits Eligibility||Code (“BELI”)|
|Professional||20+ hours weekly; End date not to exceed 4 years
After attainment of 1,000 hours on pay status, an average of 17.5 hrs/wk is
required to maintain BELI 1
|Contract Employee||20+ hours weekly;Indefinite end date
After attainment of 1,000 hours on pay status, an average of 17.5 hrs/wk is required to maintain BELI 1
|Limited Appointment||Attainment of 1,000 hours on pay status in a rolling twelve (12) month period, thereafter 17.5 hrs/wk average||Full package;
|Limited Appointment||40 hrs/wk for 3+ mos. thereafter, 17.5 hrs/wk with an end date of less than a year||Any medical plan;
Core/Supplemental life insurance plan;
|Limited Appointment||17.5 hrs/wk||“CORE” medical plan;
“CORE” Life insurance;
Regular status professional employees on indefinite partial year appointments are eligible for full benefits during their term of active employment if they work at least 20 hours per week. They may elect to continue their benefits by paying the premium costs during the period where they are not actively working.
The following family members are not eligible for enrollment:
Eligible family members are defined as follows:
Natural or Adopted Child or Grandchild of Same-sex Domestic Partner UnmarriedTo 26XAt least 50% by employee/partner;
Claimed as tax dependent
|Eligible if following criteria apply ….|
|Family Member||Enrollment Date||Marital Status||Age||Living with ASUCLA/UC Employee||Supported by ASUCLA/UC Employee|
|Adult Dependent Relative */**||No longer eligible to enroll
|Incapable under CA law to marry employee||18+||X||Related to employee;
Claimed as tax dependent
|Domestic Partner */***||Unmarried;
Each other’s sole domestic partner in a long-term, committed relationship & intend to remain so indefinitely
Capable of consenting to the relationship
Live together and intend to do so indefinitely
|Not related to each other;
|Natural or Adopted Child||Unmarried||To 26|
|Stepchild; Grandchild or Grand Stepchild||Unmarried||To 26||X||At least 50%;
Claimed as tax dependent
|Legal Ward||Before 1/1/95;
|Legal Ward||1/1/95 or after||Unmarried||To 18||X||At least 50%;
Claimed as tax dependent
|Other Child **||Before 9/1/94;
|Unmarried||To 26||X||At least 50%;
Claimed as tax dependent
|Disabled Child||Continuously covered||Unmarried||26+;
Approved by carrier before age 23 & periodically thereafter
|At least 50%;
Claimed as tax dependent
* Only one adult family member per employee may be enrolled.
** Eligible for Medical, Dental, Vision only
*** Domestic Partnership registered with the State of California; otherwise the above requirements apply.
ASUCLA offers these University of California (“UC”) group insurance benefits according to benefit eligibility:
* See “Other Plan Summaries”, next section
** See “Late/Automatic Enrollment”, next section
*** Employee shares costs and is eligible for Tax Savings on Insurance Premiums (“TIP”), see next section
Detailed summaries of medical, dental, vision and other group insurance plans are available through:
|Customer Service:||“UC NET”
on the World Wide Web:
|ASUCLA’s HR Division Area Manager:|
Employees may enroll themselves and eligible dependents in any of the above plans during the Period of Initial Eligibility for enrollment (“PIE”) without completing a “Statement of Health” form.
The PIE ends 31 days following date of hire. If the 31st day of employment falls on a weekend or holiday, the PIE ends on the next regular business day.
Employees may only enroll in Legal Insurance during the PIE.
Enrollment in any of the plans, whether ASUCLA paid or employee co-paid, is optional.
Employees who do not wish to enroll in any medical, dental or vision plan must specifically request to “opt out” by signing a statement that:
This must be done prior to the end of the PIE to avoid automatic enrollment in “CORE” medical benefits.
TIP is a tax savings program that allows employees to have their medical premium expenses deducted from their gross earnings on a pre-tax basis. Employees who enroll or transfer to an “Employee Co-Paid” medical plan are automatically enrolled in TIP unless they elect to cancel it. The cancellation must be made at enrollment or transfer.
Employees who do not complete enrollment within the PIE are automatically enrolled in:
Provisions exist for late enrollment in medical, and the optional life and disability insurance plans.
Enrollment changes between HMO Medical Plans can be made on a monthly basis only when a physician leaves the plan.
Other enrollments, cancellations and re-enrollments may be made during the next annual Open Enrollment period, so long as the requested changes are available at the time.
Employees may apply for changes prior to the next annual Open Enrollment period due to any of these qualifying events:
|Family Status Changes:||
|Employment Status Changes:||
In these cases, a PIE begins on the date the qualifying event occurred.
Applicants for enrollments, cancellations and re-enrollments may be submitted at any time. Some changes may require completion of the “Statement of Health” form and a physical examination at the employee’s expense. Acceptance is not guaranteed.
Through the University of California Retirement System (“UCRS”), ASUCLA provides a variety of retirement savings plans to eligible professional employees including:
• University of California Retirement Plan (“UCRP”, a defined benefit plan)
• Pension Choice
• Savings Choice
• Safe Harbor
For more information on all retirement plans please see Your Complete Guide to Your UC Retirement Benefits
Reemployment may effect distribution of retirement income payments through UCRP.
To comply with IRS regulations, retirees must be separated prior to returning to work to a UCRP eligible position:
Plus 5, Take 5 and VERIP 3 retirees are permitted to return to part-time work (at less than 50% time) prior to the required separation period with no impact on payments.
Payments continue when a retiree returns to a Non-UCRP eligible position following the required separation periods.
DepCare allows employees to pay for eligible dependent care expenses on a pretax, salary reduction basis.
Eligible dependents include:
The amount you specify is taken in monthly installments from your paycheck, before federal, Social Security (FICA) and most state taxes are calculated. You may use the money for eligible expenses you incur during the plan year (from Jan. 1 through Dec. 31) and the grace period (through March 15 of the following year).
You pay your dependent care expenses as usual, then submit claim forms and receipts to WageWorks, the company that administers the FSA for UC. WageWorks will send you a reimbursement for the amount of the claim, or for the amount remaining in your DepCare FSA, if less. You need to submit all claims by April 15 of the following year.
For more detailed information including conditions and restrictions that may apply, contact ASUCLA HR.
If you are eligible for any level of UC benefits, you may participate and both you and your dependents are covered. The exception is if you’re enrolled in the UC Health Savings Plan; because that plan includes its own Health Savings Account, participants may not enroll in the Health FSA.
• You may contribute a minimum of $180 per year
• up to $2,750 per plan year, or
• up to $5,500 per plan year if both employee and spouse are UC employees
You decide each year how much you want to contribute to your Health Flexible Spending Account (Health FSA). The amount you specify is taken in monthly installments from your paycheck, before federal, Social Security (FICA) and most state taxes are calculated.
You have until Dec. 31 to incur expenses for reimbursement in your account and you may carry over up to $500 in unused funds from one year to the next. If you don’t re-enroll, the carryover is limited to one year. You need to file claims by April 15 of the following year. Because your FSA contributions reduce your taxable income, participation will lower your taxes.
Employees may be granted the following leaves of absence with pay:
In accordance with applicable laws/regulations, ASUCLA provides up to 2 hours of time off with pay to allow employees sufficient time for voting. Voting leave is not considered time worked for purposes of computing overtime pay for nonexempt employees.
In determining the amount of time approved for voting privileges, both operating needs and those of the employee will be considered.
On receiving a summons for jury service, employees must immediately notify their supervisor and ASUCLA’s HR Division Area Manager.
Employees are provided up to 10 days of pay for jury duty per year:
ASUCLA’s HR Division Area Manager provides employees with documentation that advises the court that ASUCLA pays for up to 10 days of jury service per year.
An employee who serves on jury duty on a holiday observed by ASUCLA is eligible for holiday pay but does not receive an alternate day off.
Exempt employees are expected to do what they reasonably can to maintain continuity of operations while on jury duty such as keeping in contact with supervisors and/or working on nights/weekends as needed.
Required attendance at administrative or legal proceedings involving ASUCLA including service as a paid expert witness on ASUCLA’s behalf is considered time worked.
An exempt employee will receive their usual pay if subpoenaed or otherwise compelled to be a witness in an administrative or legal proceeding not involving ASUCLA.
A nonexempt employee will receive their pay for actual time spent on witness duty and related travel if subpoenaed or otherwise compelled to be a witness in an administrative or legal proceeding not involving ASUCLA. Pay during witness duty will not exceed the pay for the employee’s normal workday and the normal workweek.
An employee will not receive paid witness leave to attend a trial which the employee:
In these circumstances, an employee must use available vacation or take leave without pay.
Employees are required to report to work as soon as possible after they are released from witness duty unless there are less than 2 hours remaining in their scheduled workday upon returning to their workplace, in which case they should report to work on their next scheduled workday.
The Executive Director, upon recommendation of a Director or Division Area Manager may approve in general, 80 hours (non-exempt) or 10 workdays (exempt) paid leave per calendar year for professional development subject to scheduling, staffing and budget considerations.
Professional development activities may include but are not limited to: opportunities for on-the-job training, cross training, coaching, internships, attendance at courses, workshops, seminars, conferences, institutes, lectures, meetings and participation in professional and technical associations.
To facilitate an employee’s participation in professional development activities, flexible work options such as alternate work schedules, a period of paid or unpaid leave, or temporary or part-time work assignments may be considered.
An employee must meet the following requirements to be eligible for Professional Development Activities:
In the event of the death of a family member of an employee and/or a person residing in the employee’s home, the employee may take up to 10 days of accrued sick leave.
In the event of the death of an individual who is not an employee’s family or household member, the employee may take up to 5 days of accrued sick leave.
A non-exempt employee may be granted leave with pay, for up to 2 hours to donate blood and an additional 2 hours for donation of blood platelets during regularly scheduled hours of work. Time taken to donate blood is not considered time worked for purposes of computing overtime pay.
Military leaves require as much advance notice to the supervisor as is feasible.
Employee’s who have completed 12 months of continuous service immediately prior to the commencement of the leave are entitled to receive pay for the first 30 days of the leave at the regular rate of pay. The aggregate may not exceed 30 calendar days of pay in any one fiscal year.
An employee who is not eligible for military leave with pay may choose to use accrued vacation or compensatory time or the military leave is without pay.
If the period of military leave is less than 31 days, the employee must return to work on the next regularly scheduled workday after the military leave ends.
Leave may be granted for inactive duty, such as weekly/monthly meetings or weekend drills. As much advance notice to the supervisor as is feasible is required.
Leave may be granted when an employee is ordered to full-time active military duty for training for a period not to exceed 180 calendar days, including time spent traveling to and from such duty.
Leave may be granted when an employee enlists; is ordered into active-duty service of any length; is ordered into active-duty training in excess of 180 days; or is ordered into active Federal military duty as a member of the National Guard or Naval Militia.
Leave shall be granted for a period not to exceed 5 years. In addition, leave shall be granted for a period up to 6 months from the date of release from duty.
Leave may be granted when an employee who is a member of the National Guard is called to active duty by proclamation of the Governor during a state of emergency. (Extended Military Leave applies when called to active Federal military duty at the request of the President of the United States.)
An employee is entitled to receive pay for the first 30 days of the leave at the regular rate of pay in any one fiscal year, in addition to paid Temporary, Extended and Physical Examination Leaves, regardless of the length of service prior to commencement of the leave.
Leave may be granted when an employee who as a volunteer of the Civil Air Patrol is directed and authorized to respond to an emergency operational mission of the California Wing of the Civil Air Patrol. Provided that an employee has been employed by ASUCLA for ninety (90) days immediately preceding the commencement of the leave, such leave will be granted for a period not to exceed ten (10) days per year.
Leave may be granted when an employee is required to take a pre-induction or pre-enlistment physical examination to fulfill a commitment under a Selective Service or comparable law, or during a period of war or comparable national emergency.
An employee is entitled to receive pay at the regular rate for time required to take such physical examinations.
Time off for other physical examinations in connection with military service may be charged to accrued sick/vacation leave or compensatory time or shall be without pay.
Administrative leaves with pay for a specified duration as a result of curtailed operations due to natural occurrences or other emergencies may be granted. To be eligible, an employee must be scheduled to work on the day(s) of the emergency and the employee must coordinate leave requests with their Supervisor and the Coordinator at the location handling emergency response requests and issues.
An employee with special skills (i.e. medical personnel, scientific and technical personnel, environmental health and safety personnel) who is a member of a University sponsored response team organized on a university-wide or local basis to assist with relief efforts associated with a state-declared or federally- declared disaster may be granted administrative leave with pay for the duration of the assignment.
An employee who wishes to participate in emergency response efforts with agencies that have requested assistance (i.e. FEMA, the Red Cross) may be granted administrative leave with pay for a period of time determined in accordance with local procedures depending upon the particular circumstances of the emergency.
Employees may be granted the following leaves of absence without pay:
An employee in a professional position may be granted a Personal Leave of Absence without pay for up to 6 months. Personal Leaves may be granted for reasons such as:
Only non-probationary employees with a performance rating of 4 or better are eligible to request personal leaves for education and professional development reasons.
In granting Personal Leaves, the best interests of ASUCLA as well as the interests of the employee shall be considered.
Accrued vacation and compensatory time shall be used prior to a leave without pay unless otherwise requested by the employee and approved by the department head.
An employee may choose to use any accrued sick leave during a leave granted due to his/her serious health condition; or up to 30 days accrued sick leave to attend to the serious health condition of the employee’s siblings, grandparents, grandchildren, in-laws or other related persons residing in the employee’s household. (See Family & Medical Leave for child, spouse, and parent)
The Executive Director, upon recommendation of a Director or Division Area Manager, may approve the extension of a Personal Leave for a total leave of not more than 12 months.
An employee who is the parent or guardian of a child who has been suspended from school may take unpaid time off to attend a portion of the school day to appear at the school in connection with that suspension. The employee must provide reasonable notice and may use accrued vacation or compensatory time off for this purpose.
An employee who is a parent, guardian or grandparent with custody of a child in grades Kindergarten through 12, or a child attending a licensed day care facility, may take up to 40 hours off per calendar year (but no more than 8 hours in any one month) for the purpose of participating in activities of the school or licensed day care facility. The employee must use accrued vacation or compensatory time off for this purpose. If the employee has no accrued leave, the employee may request unpaid leave.
An employee who is a victim of domestic violence or sexual assault may take unpaid time off from work to obtain relief, including, but not limited to, obtaining a temporary restraining order, a restraining order or other court assistance to help ensure their health, safety, or welfare or that of their child.
An employee also may take leave to:
Employees should provide reasonable advance notice. Employees may elect to substitute accrued vacation, sick leave and/or compensatory time off for leave without pay.
An employee who is a victim of a crime, or who is a family member of a victim may take unpaid time off to appear as a witness in court in compliance with a subpoena or other court order to attend judicial proceedings related to the crime.
Employees may elect to substitute accrued vacation, sick leave and/or accrued time off for leave without pay.
An employee who reveals a problem of illiteracy may take unpaid time off to enroll and participate in an adult literacy education program. The employee must give reasonable notice and may use accrued vacation and/or compensatory time off.
An employee who wishes to voluntarily enter and participate in an alcohol or drug rehabilitation program shall be reasonably accommodated, provided that a rehabilitation leave does not impose undue hardship on ASUCLA. The employee must give reasonable notice and may use accrued vacation, sick leave and/or compensatory time off.
In accordance with State and Federal law, Family & Medical Leave may be provided:
Leave granted for such bonding purposes must be concluded within 12 months following the child’s birth or placement with the employee.
The basic minimum duration of any Parental Bonding Leave is two (2) weeks and must conclude within one year of the birth or placement for adoption or foster care.
An employee is entitled to up to 12 workweeks of Family & Medical Leave during a calendar year, provided that:
For employees granted military leave, all hours that would have been worked had the employee not been ordered to military duty are included for the purpose of calculating the 1,250 hours of actual work.
An employee who is granted Family & Medical Leave of less than 12 workweeks is not required to re- qualify for subsequent Family & Medical Leaves granted for the same qualifying reason and in the same calendar year pursuant to this Policy.
Furloughs and Campus closures of one week or longer that occur during an employee’s Family & Medical Leave are not counted toward the 12 workweek limit.
Continuation of Family & Medical Leave
An employee may be eligible to continue a Family & Medical Leave that is in progress on December 31 without re-qualifying for the leave in the new calendar year if the continuation is needed for the same condition or reason.
Any leave that is continued into a new calendar year will count against the employee’s entitlement to 12 workweeks of leave for that calendar year.
When continuation of a Family & Medical Leave is requested for a new condition or reason, the employee will be required to re-qualify for the Leave, subject to the maximum 12 workweeks allowed in a calendar year.
Supplemental Family & Medical Leave
If the need for a Family & Medical Leave that is in progress continues beyond 12 workweeks, a regular status employee shall be entitled to an additional 12 workweeks of Supplemental Leave, subject to the following:
Whenever possible, an employee shall provide at least 30 days advance notice for an expected birth, placement of an adopted or foster care child, or planned medical treatment. If 30 days is not practical — for example, because of a medical emergency — notice shall be given as soon as practical.
Failure to comply with applicable notice requirements may result in the postponement or withdrawal of the Family & Medical Leave.
Family & Medical Leave is unpaid leave, except under the following circumstances:
Leave to care for a son or daughter who is a covered service member, the son or daughter may be of any age. (See Personal Leave for siblings, grandparent, grandchild, in-laws or other related persons residing in the employee’s household)
Supplemental and/or Extended Sick Leave may be used during a Family & Medical Leave granted to an employee who is receiving temporary disability payments under the Workers’ Compensation Act (see “Work Incurred Disability Leave”).
When medically necessary, an employee may take Family & Medical Leave on a reduced work schedule or intermittent basis. The employee may be required to transfer temporarily to an alternative position if it better accommodates the required work schedule.
An employee disabled from working because of pregnancy, childbirth or related medical conditions such as prenatal or postnatal care; doctor-ordered bed rest; gestational diabetes; pregnancy-induced hypertension; preclampsia; postpartum depression; loss or recovery from childbirth or end of pregnancy; is eligible for and, upon request of the employee, shall be granted a leave of absence for up to 4 months, or the working days in one-third of a year or 17 1⁄2 weeks, depending on the period of disability.
If the period of disability continues beyond 4 months, a Personal Leave may be granted.
Pregnancy Disability Leave would run concurrent with the 12 workweek entitlement to the Family & Medical Leave.
Upon termination of a Pregnancy Disability Leave that runs concurrently with the Federal Family & Medical Leave, an employee, if eligible, is also entitled to up to 12 workweeks of State Family & Medical Leave for any covered reason except pregnancy or related medical conditions.
As an alternative to or in addition to Pregnancy Disability Leave, ASUCLA shall temporarily transfer a pregnant employee to a less strenuous or hazardous position upon the request of the employee and with the advice of the employee’s health care provider, if the transfer can be reasonably accommodated.
A temporary transfer includes a temporary modification of the employee’s own position to make it less strenuous or hazardous.
A temporary transfer to a less strenuous or hazardous position shall not be counted toward an employee’s entitlement of up to 4 months of Pregnancy Disability Leave.
The aggregate of Pregnancy Disability Leave, Family & Medical Leave, and Supplemental Family & Medical Leave shall not exceed 7 months during the leave year except as required by law.
Pregnancy Disability Leave may consist of leave without pay and/or paid leave such as accrued sick leave, accrued vacation leave and compensatory time. An employee shall not be required to exhaust accrued vacation prior to a Pregnancy Disability Leave.
Reduced Work Schedule
When medically necessary, an employee may take family and medical leave and/or pregnancy disability leave on a reduced work schedule or on an intermittent basis.
This may require the employee on a reduced work schedule or intermittent leave to temporarily transfer to an alternative position if the alternative position better accommodates the required work schedule.
Leave bank deductions shall be made for any hours or partial hours taken by an exempt employee who elects or is required to substitute paid leave for unpaid Pregnancy Disability and/or Family & Medical Leave taken on an intermittent basis or reduced schedule.
An exempt employee who elects or is required to take unpaid Pregnancy Disability and/or Family & Medical Leave shall not be paid for any hours or partial hours taken on an intermittent basis or reduced schedule.
An eligible employee may take Military Caregiver Leave to care for a family member who is a current member of the regular Armed Forces including a member of the Reserves; a member of the National Guard; or a member of the Armed Forces, the National Guard or the Reserves who is on the temporary disability retired list undergoing medical treatment, recuperation or therapy for an injury or illness incurred or aggravated by the covered service member in the line of duty on active duty in the Armed Forces that may render the service member medically unfit to perform the duties of his or her office, grade, rank or rating or a veteran of the Armed Forces including the National Guard and Reserves, provided that the veteran’s injury or illness was incurred or aggravated in the line of active duty and that the medical treatment, recuperation or therapy that the veteran is receiving for that injury or illness is occurring within five (5) years of the date the veteran left the Armed Forces.
The employee must be a spouse, domestic partner, parent, son, daughter or next of kin of the covered service member to be eligible for this type of leave.
Next of kin is either the nearest blood relative of the covered service member other than the covered service member’s spouse, domestic partner, parent, son or daughter or the person who the covered service member has designated in writing as his or her nearest blood relative for purposes of Military Caregiver Leave.
An eligible employee is entitled to up to 26 workweeks of Military Caregiver Leave during a single 12 month leave period. For purposes of this type of Family & Medical Leave only, a single 12-month leave period is the period beginning the first day an employee takes leave to care for the covered service member and ends 12 months after that date.
Leave is applied on a per-covered service member, per-injury basis. Eligible employees may take more than one period of 26 workweeks of leave if the leave is to care for a different covered service member or to care for the same service member with a subsequent serious injury or illness except that no more than 26 workweeks of leave may be taken within any single 12-month period.
Furloughs and Campus closures of one week or longer that occur during an employee’s Military Caregiver Leave are not counted toward the 26 workweek limit.
If an eligible employee does not use all of his or her 26 workweeks of leave entitlement to care for a covered service member during this single 12-month leave period, the remaining part of the 26 workweek entitlement to care for the covered service member for that serious injury or illness is forfeited.
Reduced Work Schedule or Intermittent Leave
This leave may be taken on an intermittent or reduced schedule basis. If the employee’s need for intermittent or reduced schedule leave is foreseeable based on planned medical treatment, the employee should consult with their supervisor and make a reasonable effort to schedule the treatment so as to minimize the disruption to ASUCLA’s operations. In addition, ASUCLA may require the employee to transfer temporarily to an alternative position for which the employee is qualified that better accommodates recurring periods of leave than the employee’s regular position.
An eligible employee who is the spouse, domestic partner, son, daughter or parent of a member of a regular component of the Armed Forces who is deployed to or returning from a foreign country due to service with the Armed Forces, a member of the Army National Guard of the United States, Army Reserve, Navy Reserve, Air National Guard of the United States, Air Force Reserve and Coast Guard Reserve or a retired member of the regular Armed Forces or Reserves and is on active duty or call to active duty status may take Qualifying Exigency Leave to attend to any “qualifying exigency” when the covered military member is on active military duty or has been notified of an impending call or order to active military duty to the Armed Forces.
A Qualifying Exigency is defined as any one of the following, provided that the activity relates to the covered military member’s active duty or call to active duty status:
Qualifying Exigency Leave may be taken on an intermittent or reduced schedule basis.
An eligible employee whose spouse or domestic partner has been deployed as a member of the Armed Forces of the United States, the National Guard, or Reserves during a period of military conflict may take up to 10 days of unpaid leave while their spouse or domestic partner is on leave from a period of war declared by the United States Congress or a period of deployment for which a member of a reserve component is ordered to active duty as defined in Military & Veterans code Section 395.10.
To be eligible, the employee must
Employees may use accrued vacation or compensatory time for spousal military leave.
ASUCLA may elect to curtail its operations on a location-by-location basis for periods of specific duration, including but not limited to periods of time for energy/cost savings; transitional, seasonal, or holiday periods or the occurrence of emergency situations that adversely affect normal operations.
An employee may elect to substitute accrued vacation and/or accrued compensatory time off for leave without pay. For the purpose of curtailment leave, employees with insufficient vacation accrual balances may use up to three (3) days of vacation credits prior to their actual accrual.
An employee who also performs emergency duty as a volunteer firefighter, reserve peace officer, and emergency rescue personnel generally may take time off to perform emergency duty when required.
An employee who is a volunteer firefighter may take up to a total of 14 days unpaid leave per calendar year to engage in fire or law enforcement training.
Employees may elect to substitute accrued vacation and/or accrued compensatory time off for leave without pay.
Any employee who wishes to volunteer to aid with emergency response efforts or relief work on their own initiative may use accrued vacation leave or leave without pay.
An employee may take unpaid leave to serve as an election officer on Election Day.
The employee may use accrued vacation or compensatory time off for this purpose.
An employee who wishes to donate bone marrow to another person may use up to 5 calendar days in any one year period of accrued vacation, sick leave and/or accrued compensatory time off or leave without pay.
An employee who wishes to donate organs for transplant may use up to 30 calendar days in any one year period of accrued vacation, sick leave and/or accrued compensatory time off or leave without pay.
Employees who require time off due to a work-incurred injury or illness may be eligible for a Work- Incurred Disability Leave of Absence. This leave may be either paid or unpaid.
Additionally, employees who are injured while at work may be eligible to receive temporary payments through ASUCLA’s Workers’ Compensation Insurance amounting to:
An employee may lose eligibility for Workers’ Compensation payments if s/he declines a light duty assignment.
When employees are also eligible for Family & Medical Leave, the leaves would run concurrent with the 12 workweek leave entitlement.
Employees may choose to use accrued sick leave, vacation leave, or compensatory time to continue pay during the 3 day waiting period:
Thereafter, employees may choose to supplement temporary Workers’ Compensation payments with accrued sick leave, vacation leave, or compensatory time to their full regular rate of pay.
An employee shall not be required to exhaust accrued sick and vacation prior to a Work-Incurred Disability Leave.
When an employee who has chosen to supplement temporary Workers’ Compensation payments with accrued sick leave, vacation leave, or compensatory time has exhausted accruals, s/he would be eligible for Extended Sick Leave benefits if:
Employees who have not opted to supplement temporary Workers’ Compensation payments with accrued sick leave are not eligible for Extended Sick Leave.
Extended Sick Leave provides:
Total Extended Sick Leave payment shall not exceed 26 weeks for any one injury or illness.
If the employee returns to part-time employment, the earnings plus any Workers’ Compensation payment — if less than 80% of basic pay rate plus shift differential — shall be supplemented to 80% by Extended Sick Leave payments, provided the employee continues to be medically authorized for Workers’ Compensation temporary disability.
Extended Sick Leave constitutes an advance against permanent disability payments under Workers’ Compensation Insurance.
An eligible employee who does not have sufficient accrued sick leave to cover the 3 calendar days’ waiting period for receiving Workers’ Compensation payments shall receive Extended Sick Leave payment to cover any part of the waiting period not covered by sick leave. Payment shall be made only after determination that the injury or illness is compensable under Workers’ Compensation.
After Extended Sick Leave has been exhausted, an employee may request a leave without pay.
An employee on Work-Incurred Disability Leave without pay and receiving temporary Workers’ Compensation payments accrues sick leave and vacation on the same basis as if regularly employed, but accrued sick leave is credited to the employee only upon return to work.
Leave of Absence records are to be maintained for 3 years by ASUCLA’s Human Resources Division.
Employees may be required to provide certification verifying the need for any leave of absence requested. Failure to provide requested certification may result in dismissal.
The following lists those leaves for which certification is required:
Employees must submit to ASUCLA’s HR Division Area Manager a copy of the court’s subpoena for jury service and at the conclusion of jury service, the court’s report verifying actual dates served.
An employee summoned to appear as a witness in any administrative or judicial proceeding should bring a copy of the subpoena or order to their Supervisor and the HR Division Area Manager upon receipt.
To propose a Professional Development Leave, a written plan addressing the following issues must be submitted:
Employees must submit appropriate documentation verifying they have been called to perform military service.
Employees who have been called to active military duty during the Enduring Freedom Campaign should consult with the HR Division Area Manager.
Employees may be required to provide a copy of the covered military member’s active duty orders and certification of the reasons for requesting Qualified Exigency leave, the beginning and end dates of the qualifying exigency and other relevant information.
Employees must submit written documentation (i.e. the official notice) certifying that their spouse or domestic partner will be on leave from deployment during the time requested for spousal military leave.
Employees must submit to their supervisors a written statement that explains the need for personal leave, and attach appropriate documentation that verifies the need.
At ASUCLA’s discretion, the employee may be required to provide documentation from the school or licensed day care facility as proof that the employee participated in the activity on a specific date and at a specific time.
For unscheduled absences, an employee may be required to provide a copy (if available to the employee within a reasonable amount of time) of:
Records regarding an employee’s absence from work for this purpose will be kept confidential.
The employee must provide a copy of the notice of the proceeding. Documentation may come from the court or government agency setting the hearing, the district attorney or prosecuting attorney’s office, or the victim/witness office that is advocating on behalf of the victim.
Records regarding an employee’s absence from work for this purpose will be kept confidential.
An employee may be required to submit medical documentation supporting the request for bone marrow or organ donation leave and/or return to work.
Family & Medical Leave
Pregnancy Disability Leave
Work-Incurred Disability Leave
Military Caregiver Leave
Leaves granted for pregnancy disability, personal or family illness or disability, work-incurred disability or military caregiver requires written confirmation of the condition/illness from the employee’s health care provider, the health care provider of the employee’s family member, and/or proof of the family relationship at the commencement of the leave.
In addition, for purposes of Military Caregiver Leave employees or the covered service member may be required to provide information establishing:
Under Federal regulations, a “health care provider” is defined as: a doctor of medicine or osteopathy, podiatrist, dentist, chiropractor, clinical psychologist, optometrist, nurse practitioner, or nurse-midwife who is authorized to practice by the State involved and performing within the scope of their practice as defined by State law, or a Christian Science practitioner.
If the leave requested is for the employee’s own serious health condition, a medical certification from the employee’s health care provider stating that the employee is able to return to work and fulfill the essential functions of their position is required at the conclusion of the leave. Failure to provide the medical release will result in the denial of reinstatement.
An employee who is returning from an intermittent Family & Medical Leave will not be required to obtain a return-to-work medical certification. However, ASUCLA may seek re-certification of the underlying condition, illness or injury once the leave period specified on the medical certification has expired or prior to that time if:
An employee who has been granted a leave of absence will be reinstated to the same position, or at ASUCLA’s discretion, an equivalent position with equivalent employment benefits, pay, and other terms and conditions of employment provided that the employee returns to work immediately following termination of the leave or up to six months from the date of release from military duty for an extended military leave.
If the employee would have been laid off or released had the employee remained on pay status during the period of leave, the employee will be afforded the same considerations afforded to other employees scheduled for temporary or indefinite layoff or termination.
The date of reinstatement is determined when the leave is granted unless an extension is granted and a new reinstatement date is determined. An employee is not entitled to reinstatement if their appointment end date occurs before their scheduled return date.
Health plan coverages (medical, dental, and optical) will continue as if on pay status for a period of up to 12 workweeks in a 12 month period.
An employee on an approved Pregnancy Disability Leave that runs concurrently with the Federal Family & Medical Leave shall not be entitled to an additional 12 workweeks of paid health plan coverage.
Health plan coverages (medical, dental, and optical) will continue during Military Caregiver Leave as if on pay status for a period of up to 26 workweeks in a 12 month period.
Employees while receiving Short-Term Disability Insurance Benefits will receive ASUCLA’s contribution for Medical Coverage for up to 6 months provided their employment is maintained.
Medical benefits continue.
When paid coverages end, most group insurances may be continued for up to 2 years by reimbursing ASUCLA the full costs of the group benefits premiums. If an employee fails to pay these premiums within 30 days of the due date, coverages will be canceled.
Supplemental Life Insurance coverage may continue for up to two years while on leave.
If totally disabled for at least six months while enrolled in Supplemental Life, continued coverage without premium payment may be granted.
Supplemental Life Insurance coverage may also continue at group rates for up to six months if an application for UCRP disability income is pending and if a premium waiver request has been filed.
Automobile and Homeowner/Renter Insurance coverage may continue to the end of the contract year by paying premiums directly to the insurance company.
Continuation is not available for:
However, if ASUCLA determines that the leave qualifies as a professional development leave and the leave has been requested in advance, eligibility to continue your Supplemental Disability coverage for up to two years on a lump sum, direct-pay basis may be granted.
Employees on military leave may continue legal insurance for up to six months at their own expense.
An employee will be liable for payment of plan premiums paid by ASUCLA during any unpaid portion of a leave if the employee does not return to work at the conclusion of an approved leave.
An employee is considered to have returned to work if s/he works for at least 30 calendar days beginning with the scheduled return date.
ASUCLA may recover its share of plan premiums by taking deductions (to the extent permitted by law) from:
ASUCLA may initiate legal action to recover its share of plan premiums.
An employee will not be liable for the premiums if the failure to return to work is due to:
Employees who have continued health coverages and who are relocating should contact ASUCLA’s HR Division Area Manager about out-of-area benefits and related conditions.
Contributions to UCRP and the accrual of service credit are discontinued during leave without pay.
Employees granted military leave shall receive length-of-service credits related to employment that would have been granted had they not been absent from work, provided they return to work at the conclusion of the military leave.
Up to an additional six months of service credit will be provided if the period of military service was due to active duty service of any length or active duty training in excess of 180 days, or National Guard or Naval Militia active duty ordered by the federal government. Notification in writing of the intent to return to work within six months of the end of uniformed service is required.
Employees planning to retire within 4 years of taking leave of absence should see ASUCLA’s HR Division Area Manager concerning how retirement benefit amounts may be affected by leave of absence.
Employees remain eligible for any UCRP benefits for which they were eligible prior to a leave of absence.
When an employee returns to work following leave without pay:
UCRP and “CAP” withdrawals are not permitted during leave without pay.
Contributions stop with the last pay check towards:
Employees granted military leave may be entitled to make up contributions to the Defined Contribution Plan (“DCP”) and/or the Tax Deferred 403B Plan as if they had been actively employed during their military leave. In general, these contributions must be made up during a period up to the lesser of five (5) years or three times the qualified military leave period.
Employees on leave without pay who have outstanding 403B loans must make payment arrangements through ASUCLA’s HR Division Area Manager.
Eligible DepCare expenses incurred through March 15th of the following calendar year may be reimbursed, unless participation in the plan is canceled. Claim forms must be received by June 15th of the following calendar year, or funds balances are forfeited.
Eligible HCRA expenses incurred through March 15th of the following calendar year may be reimbursed, unless participation in the plan is canceled. Claim forms must be received by June 15th of the following calendar year, or funds balances are forfeited.
Contact ASUCLA’s HR Division Area Manager concerning other retirement savings plans and retirement benefits regulations.
A continuing full-time employee who is on approved leave without pay will receive pay for any holidays which occur during the first 20 calendar days of leave.
A full-time professional employee who is on approved leave of absence receives vacation accrual for any
hours paid in a month.
A full-time professional employee who is on approved leave of absence receives full sick accrual for the
month provided the employee is on pay status at least one-half the working hours of the month.
Previous coverages/contributions resume automatically.
Coverages resume as follows:
|Leave Without Pay Period||Resume
prior to Leave w/o Pay
May elect any plans
for which eligible
|Less than 120 days||X|
|Full-time:||8 hours per month|
|Part-time:||Accrual is in proportion to hours worked|
There is no maximum accrual of sick leave. Unused sick accruals are converted to retirement service credit at retirement.
Whenever possible, an employee shall request advance supervisory approval for sick time off for the following reasons:
Family members include the employee’s spouse, domestic partner, children (including children of the employee’s domestic partner), parents, siblings, grandparents, grandchildren, in-laws, step-relatives, or relatives by adoption. If an employee was raised by persons other than their biological parents, and/or an employee is raising a child who is not their biological child, these individuals are also included.
Advance requests for sick time off shall be in writing to the employee’s supervisor. When advance written request for sick time off is not possible, an employee is expected to provide as much advance notice of absence as possible (see “Attendance”).
In granting requests for sick time off to attend personal or family member health related appointments, supervisors will consider operating needs and employees’ preferences.
Sick accruals may not be used directly preceding, during or following approved vacation time off, except in accordance with Leave of Absence policies/procedures.
The schedules below show how full-time employees accrue vacation hours. Part-time staff accrue vacation in proportion to hours worked.
|Years of Service||Hours Accrued
|1st through 9th||10||15||240||280|
|10th through 14th||12||18||288||336|
|15th through 19th||14||21||336||392|
|20th and above||16||24||384||448|
|Years of Service||Hours Accrued
|1st through 4th||12||18||288||336|
|5th through 9th||14||21||336||392|
|10th and above||16||24||384||448|
Hired as a SAM or DAM before 7/1/96
|Years of Service||Hours Accrued
|1st through 4th||10||15||240||280|
|5th through 9th||12||18||288||336|
|10th through 14th||14||21||336||392|
|15th and above||16||24||384||448|
When the maximum accrual is reached, additional vacation hours are not accrued unless approved by the Executive Director.
Payout of unused vacation accruals shall occur only upon separation from employment with ASUCLA.
Whenever possible, employees must submit written requests for vacation time off to their supervisors, in advance. In granting requests for vacation time off, supervisors will consider operating needs and employees’ preferences.
ASUCLA provides regular status professional employees with holiday pay on the following 13 holidays:
Holiday pay is at an employee’s regular rate of pay.
An employee must be regularly scheduled to work on the day on which the holiday falls to be eligible for holiday pay.
Non-exempt employees who work on any of the above holidays will receive:
This is determined by the department supervisor based on operating needs.
Part-time employees receive holiday pay proportionally to their regular work schedule.
Special or Religious Holiday
An employee may take time off to observe a special or religious holiday if the Supervisor determines that the time off does not cause undue hardship to the department. Employees may use accrued vacation and/or compensatory time off or they may take unpaid leave.
Professional employees who perform outstanding performance that is beyond the requirements of their positions may receive:
|For individual excellence:||For group excellence:|
|$100 or $250
in the form of a check
in the form of a check shared equally by group members
Professional employees are eligible to receive multiple “Spot” awards.
Professional employees who have contributed to ASUCLA’s mission through their participation in a major
project and/or demonstration of exceptional commitment and leadership may receive:
A professional employee who meets the above criteria and who exemplifies achievement of performance excellence may receive ASUCLA’s “Employee of the Year”award:
“Exceptional Performance” awards are given once annually. Recipients are honored at an event that is attended by professional and student staff of ASUCLA.
Regular professional employees of ASUCLA Services & Enterprises are eligible for performance recognition awards/bonuses, except those who are eligible to participate in ASUCLA’s Incentive Bonus Plan. Exceptions may be granted by the Executive Director.
ASUCLA encourages regular status professional employees to increase their job knowledge and work competencies by providing the following benefits for continued education and training:
These benefits are subject to the availability of funds, and to the terms and conditions of the University.
An employee must obtain approval signatures for ASUCLA paid education/training benefits from his/her supervisor and the Human Resources Division prior to registering.
Requests to attend any education/training that would require a change to the regular work schedule also require approval of the employee’s Division Director.
UCLA Staff Development Courses:
Enrollment is through UCLA LMS (Learning Management System).
ASUCLA Executive Director:
ASUCLA employees and dependents who are experiencing difficulties in their personal or professional lives may obtain free, short-term professional help on a confidential basis through the Staff & Faculty Service Center.
Personal counseling is available for:
The Staff & Faculty Service Center is located at:
In addition, the Center can assist supervisors and departments on such things as team building and in response to trauma in the work place. Interested ASUCLA departments should contact ASUCLA’s Human Resources Division for more information.
Professional and Limited Appointment employees of ASUCLA are eligible to receive a 20% discount on designated items, regular and sale price, in the UCLA Stores, however Employee Discounts are not stackable during One Day Sale events.
ASUCLA Retirees are eligible for a lifetime discount.
To receive this discount, employees must present their staff I.D. card at the time of purchase.
This discount privilege applies only to purchases you make for:
You may not apply your employee discount to:
Violations of Employee Discount policy/procedure may result in immediate dismissal.
Employees who work in the Food Service Division are eligible for an Employee Meal Allowance on any day they work 2 or more hours.
The daily meal allowance is worth up to 50% of the cost of a meal, up to a retail value of $10.00. Employees pay the full amount of any meal cost above $10.00.
|If your meal costs ….||The meal allowance is ….||You pay ….
Complete information about this program is provided to Food Service Division employees at time of hire.
Violations of Food Service Employee Meal Program policy/procedure will result in immediate dismissal.
ASUCLA employees are welcome to purchase the following campus memberships and enjoy a wide variety of campus privileges and discounts:
ASUCLA employees are eligible to join the University of California Credit Union, located on Ackerman Union’s “A” level. Membership offers a full scope of financial services including: