“Insurance Benefits”

Policy Supersedes Effective
#601 7/1/98
1/1/2001
5/1/2002
5/15/2003
8/1/2003
5/1/2004
8/1/2005
8/1/2006
7/1/2008
7/1/2011
5/1/2015

Eligibility

The following individuals are eligible for enrollment in the UC’s group insurance benefits:

  • Professional status employees
  • Limited Appointments
  • Annuitants
  • Family members of an ASUCLA/UC employee/limited appointment
  • Family members of an ASUCLA/UC annuitant

Duplicate enrollment/coverage in any UC group insurance plan is prohibited.

Professional Employees

Professional status employees are eligible for group insurance benefits at date of hire.

Limited Appointments

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;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
Full package;
All options
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;
All options
1
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;
“AD&D”>
3
Limited Appointment 17.5 hrs/wk “CORE” medical plan;
“CORE” Life insurance;
“AD&D”
4

Partial Year Appointments

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.

Eligible Family Members

The following family members are not eligible for enrollment:

  • In-laws.
  • Former spouses.
  • Legally separated spouses.
  • Employees’ children’s spouses.
  • Employees’ grandchildren’s spouses.

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
Spouse* Married
Adult Dependent Relative */** No longer eligible to enroll
Effective 1/1/2004
Incapable under CA law to marry employee 18+ X Related to employee;
Claimed as tax dependent
Same-sex Domestic Partner */*** Unmarried;
Each other’s sole domestic partner in a long-term, committed relationship & intend to remain so indefinitely
18+;
Capable of consenting to the relationship
X
Live together and intend to do so indefinitely
Not related to each other;
Financially interdependent
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;
Continuously covered
Unmarried To 18
Legal Ward 1/1/95 or after Unmarried To 18 X At least 50%;
Claimed as tax dependent
Other Child ** Before 9/1/94;
Continuously covered
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
X
if stepchild
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.

 

For more detailed information including conditions and restrictions that may apply,
contact ASUCLA’s HR Division Area Manager

Group Insurance Plans/Options

ASUCLA offers these University of California (“UC”) group insurance benefits according to benefit eligibility:

coverage-type

* See “Other Plan Summaries”, next page

** See “Late/Automatic Enrollment”, next page

*** Employee shares costs and is eligible for Tax Savings on Insurance Premiums (“TIP”), see next page

Other Plan Summaries

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:
800/888-8267 http://ucnet.universityofcalifornia.edu/ 310/825-7055

Enrollment

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.

Opting Out of Health Insurance Benefits

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:

  • The employee already has coverage or
  • The employee’s religious beliefs prohibit using the plan’s services

This must be done prior to the end of the PIE to avoid automatic enrollment in “CORE” medical benefits.

Tax Savings on Insurance Premiums (“TIP”)

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.

“Late”/Automatic Enrollment

Employees who do not complete enrollment within the PIE are automatically enrolled in:

  • “CORE” medical benefits with single party coverage
  • Delta Dental
  • Vision Services Plan
  • Liberty Mutual’s Short-Term Disability Insurance Plan
  • Prudential’s Basic Life Insurance Plan

Provisions exist for late enrollment in medical, and the optional life and disability insurance plans.

For more detailed information including conditions and restrictions that may apply, contact ASUCLA’s HR Division Area Manager.

Benefits Changes

Medical, TIP, Dental and Vision

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:
  • Marriage
  • Divorce
  • Birth or adoption of a child
  • Acquisition of a stepchild, legal ward, same-sex domestic partner, same-sex domestic partner’s children or grandchildren, other child, disabled child.
  • Death of an eligible family member
Employment Status Changes:
  • 20% or more increase/decrease of work schedule
  • Spouse’s loss/gain of employment

In these cases, a PIE begins on the date the qualifying event occurred.

Disability and Life Insurance

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.

For more detailed information including conditions and restrictions that may apply, contact ASUCLA’s HR Division Area Manager.

“Retirement Benefits”

Policy Supersedes Effective
#606 4/1/98
1/1/2001
5/1/2002
5/15/2003
5/1/2004
8/1/2005
8/1/2006
7/1/2007
7/1/2008
5/1/2009
7/1/2010
7/1/2011
7/1/2012
7/1/2014

Through the University of California Retirement System (“UCRS”), ASUCLA provides 4 retirement savings plans to eligible professional employees:

  • University of California Retirement Plan (“UCRP”, a defined benefit plan)
  • Defined Contribution Plan (“DCP”, a defined contribution plan)
  • 403B
  • 457
eligibility

Reemployment Following Retirement

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:

retirement

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.

For more detailed information including conditions and restrictions that may apply, contact ASUCLA’s HR Division Area Manager.

“Dependent Care Assistance Program (DepCare)”

Policy Supersedes Effective
#611 4/1/98
1/1/2001
7/1/2008

DepCare allows employees to pay for eligible dependent care expenses on a pretax, salary reduction basis.

Eligible dependents include:

  • Children under age 13 living in the employee’s custody and claimed as dependents on the employee’s tax return.
  • A spouse incapable of providing self-care.
  • Anyone living with the employee and claimed as a dependent on the employee’s tax return who is
    incapable of providing self-care.
  • Anyone claimed on the employee’s tax return who is incapable of providing self-care, who receives care outside of the employee’s home, but who lives with the employee at least 8 hours daily.

For more detailed information including conditions and restrictions that may apply, contact ASUCLA’s HR Division Area Manager.

“Health Care Reimbursement Account”

Policy Supersedes Effective
#612 5/15/2003
7/1/2008
7/1/2013

The Health Care Reimbursement Account allows an employee to pay on a pretax, salary reduction basis for eligible health care expenses not covered by their medical, dental or vision plans.

Eligible employees include active employees who:

  • work at least 50% time for one year or more or 100% time for 3 months or more
  • work at least 43.75% time
  • has worked 1,000 hours in a 12 month period

You may contribute a minimum of $180 per year:

  • up to $2,500 per plan year, or
  • up to $5,000 per plan year if both employee and spouse are UC employees

For more detailed information including conditions and restrictions that may apply, contact ASUCLA’s HR Division Area Manager.

“Leave of Absence With Pay”

Policy Supersedes Effective
#616 4/1/98
5/1/2002
5/15/2003
8/1/2006
7/1/2008
7/1/2010

Employees may be granted the following leaves of absence with pay:

  • Voting Privileges
  • Jury Duty
  • Witness Duty
  • Professional Development
  • Bereavement
  • Blood Donation
  • Military
  • Administrative Leave for Emergencies

Voting Privileges

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.

  • Employees must be able to demonstrate they would otherwise have no time to vote in local, state, or national elections or primaries outside working hours.
  • Time off is to occur at the beginning or end of an 8 hour shift, whichever results in the least amount of time off.
  • Requires advance supervisory notification of at least 2 working days before the election for approval.

In determining the amount of time approved for voting privileges, both operating needs and those of the employee will be considered.

Jury Duty and Grand Jury Duty

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:

  • Employees who are serving on a trial that has extended beyond 10 days may use accrued vacation and/or compensatory time
  • Employees are required to report to work after being released from jury duty unless there are less than two hours remaining in their scheduled workday upon returning to their workplace

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.

Witness Duty

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:

  • Is a plaintiff
  • Is a defendant (unless proceeding involves ASUCLA)
  • Voluntarily appears as a witness
  • Is testifying for a fee as an expert witness in a proceeding that does not involve ASUCLA

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.

Professional Development

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:

  • Completion of the probationary period
  • Job performance that is rated 4 or above

Bereavement Pay

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.

Blood Donations

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

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.

Military Reserve Training Leave

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.

Temporary Military Leave

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.

Extended Military Leave

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.

Emergency National Guard Leave

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.

Civil Air Patrol 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.

Physical Examination Leave

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 Leave for Emergencies

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.

“Leave of Absence Without Pay”

Policy Supersedes Effective
#621 4/1/98
1/1/2001
5/1/2002
5/15/2003
7/1/2008
7/1/2010
7/1/2013

Employees may be granted the following leaves of absence without pay:

  • Personal Leave
  • Family & Medical Leave
  • Supplemental Family & Medical Leave
  • Pregnancy Disability Leave
  • Military Caregiver Leave
  • Military Leave for Spouses & Domestic Partners of Service Members
  • Curtailment Leave
  • Voluntary Civil Service Leave
  • Service as an Election Official
  • Leave for Bone Marrow or Organ Donation

Personal Leave

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:

  • Extended illness.
  • The need to provide care for family members.
  • When subpoenaed to appear in court for legal/administrative proceedings not involving ASUCLA.
  • Education and professional development which will directly increase job effectiveness.

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.

Additional Personal Leaves

School Suspensions

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.

School Activities

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.

Victims of Domestic Violence or Sexual Assault

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:

  • Seek medical attention for injuries caused by domestic violence or sexual assault
  • Obtain services from a domestic violence shelter, program or rape crisis center as a result of domestic violence or sexual assault
  • Obtain psychological counseling related to an experience of domestic violence or sexual assault
  • Participate in safety planning and take other actions to increase safety from future domestic violence including temporary or permanent relocation.

Employees should provide reasonable advance notice. Employees may elect to substitute accrued vacation, sick leave and/or compensatory time off for leave without pay.

Victims of Serious or Violent Felonies

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.

Literacy Leave

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.

Rehabilitation Leave

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.

Family & Medical Leave

In accordance with State and Federal law, Family & Medical Leave may be provided:

  • When an employee is unable to perform their job due to illness, injury, impairment or a physical or mental condition.
  • To attend to the serious health condition of the employee’s spouse, domestic partner, children who are under 18 years of age or incapable of self-care because of a mental or physical disability (including children of the employee’s domestic partner), and parents. Step relatives and relatives by adoption are included on the same basis as the above-listed blood relatives. If the employee was raised by persons other than their biological parents, these individuals are also included in this category. Likewise, if an employee is raising a child who is not their biological child, that child is included in this category.
  • To bond with the employee’s newborn, adopted or foster care child.

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.

General Provisions

An employee is entitled to up to 12 workweeks of Family & Medical Leave during a calendar year, provided that:

  • The employee has at least 12 cumulative months of service.
  • The employee has worked at least 1,250 actual hours during the 12 months immediately preceding the commencement date of the leave.

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:

  • If the leave year has less than 12 workweeks remaining, the Supplemental Leave shall be extended through the end of the leave year.
  • If the need for leave still exists at the end of the leave year, the employee, if eligible, shall be entitled to 12 workweeks of Family & Medical Leave in the new leave year.

Notice

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:

  • An employee may choose to use any accrued vacation and/or earned compensatory time during a leave granted due to his/her serious health condition. If an employee chooses to use compensatory time, such time cannot be counted against the employee’s entitlement of 12 workweeks of Family & Medical Leave.
  • Accrued vacation may be used during a leave granted to attend to the serious health condition of the employee’s spouse, domestic partner, children who are under 18 years of age or incapable of self- care because of a mental or physical disability (including children of the employee’s domestic partner), and parents. Step relatives and relatives by adoption are included on the same basis as the above-listed blood relatives. If the employee was raised by persons other than their biological parents, these individuals are also included in this category. Likewise, if an employee is raising a child who is not their biological child, that child is included in this category. If the employee is taking Military Caregiver Leave to care for a son or daughter who is a covered service member, the son or daughter may be of any age except that an employee shall be required to use at least 10% of accrued vacation prior to taking a Family & Medical Leave without pay due to family illness if the employee’s vacation accrual balance is at the maximum.
  • An employee may choose to use any accrued sick leave during a leave granted due to his/her serious health condition or to attend to the serious health condition of the employee’s spouse, domestic partner, children who are under 18 years of age or incapable of self-care because of a mental or physical disability (including children of the employee’s domestic partner), and parents. Step relatives and relatives by adoption are included on the same basis as the above-listed blood relatives. If the employee was raised by persons other than their biological parents, these individuals are also included in this category. Likewise, if an employee is raising a child who is not their biological child, that child is included in this category. If the employee is taking Military Caregiver

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.

Pregnancy Disability Leave

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.

Exempt Employees:

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.

Military Caregiver Leave

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.

Qualifying Exigency Leave

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.

Qualifying Exigency

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:

  • Short notice deployment to address issues that arise due to a covered military member being notified of an impending call to active duty seven (7) or fewer calendar days prior to the date of deployment
  • Military events and activities including official ceremonies
  • Childcare and school activities for a child of the covered military member who is either under the age of 18 or incapable of self-care
  • Financial and legal arrangements to address the covered military member’s absence or to act as the covered military member’s representative for purposes of obtaining, arranging or appealing military service benefits while the covered military member is on active duty or call to active duty status and for the ninety (90) days after the termination of the covered military member’s active duty status
  • Counseling provided by someone other than a health care provider for the employee, the covered military member or a child of the covered military member who is either under age 18 or incapable of self-care
  • Up to 5 days of leave to spend time with a covered military member for each instance they are on short-term, temporary rest and recuperation leave during deployment
  • Post-deployment activities to attend ceremonies sponsored by the military for a period of 90 days following termination of the covered military member’s active duty and to address issues that arise from the death of a covered military member while on active duty status
  • Additional activities related to the covered military member’s active duty or call to active duty status when ASUCLA and the employee agree that such activity qualifies as an exigency and agree to both the timing and duration of the leave

Qualifying Exigency Leave may be taken on an intermittent or reduced schedule basis.

Military Leave for Spouses & Domestic Partners of Service Members

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

  • Work an average of 20 or more hours a week
  • Provide notice of their intention to take leave within 2 business days of receiving official notice that their spouse or domestic partner will be on leave from deployment.

Employees may use accrued vacation or compensatory time for spousal military leave.

Curtailment 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.

Voluntary Civil Service Leave

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.

Service as an Election Official

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.

Leave for Bone Marrow or Organ Donation

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.

“Worked-Incurred Disability Leave”

Policy Supersedes Effective
#626 4/1/98 5/1/2002

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:

  • 2/3 of gross regular pay, up to a maximum weekly payment established by law.
  • These benefits begin following a waiting period of 3 calendar days.

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.

Work-Incurred Disability Leave with Pay

Use of Accrued Sick/Vacation Leave and Compensatory Time

Employees may choose to use accrued sick leave, vacation leave, or compensatory time to continue pay during the 3 day waiting period:

  • Any Workers’ Compensation payments received for the 3 day waiting period will be applied to restore previously used sick, vacation and compensatory time accruals.

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.

Extended Sick 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:

  • The employee remains disabled.
  • The employee continues to receive temporary Workers’ Compensation payments.

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:

    • An amount equal to the difference between the temporary payments and 80% of the employee’s basic pay rate.
    • Any shift differential which the employee would have received.

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.

Work-Incurred Disability Leave Without Pay

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 Administrative Guidelines”

Policy Supersedes Effective
#631 4/1/98
1/1/2001
5/1/2002
8/1/2005
8/1/2006
7/1/2007
7/1/2008
7/1/2010
7/1/2012
7/1/2014

Records & Certification

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:

Jury Duty and Grand Jury Duty

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.

Witness Duty

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.

Professional Development

To propose a Professional Development Leave, a written plan addressing the following issues must be submitted:

  • Description of the activity or activities to be undertaken by the employee during the leave period
  • Dates and period of time requested for the activity
  • Relation of activity to the employee’s current job responsibilities and the Association’s mission and goals
  • How the activity may assist the employee’s transition to future ASUCLA career opportunities
  • Quality of the particular activity including an assessment of the reputation/reliability of the institution/organization providing the activity
  • Statement of the relative importance of this activity
  • Impact on other employees’ workload

Military

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.

Qualifying Exigency Leave

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.

Military Leave for Spouses & Domestic Partners of Service Members

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.

Personal 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.

School Activities

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.

Victims of Domestic Violence or Sexual Assault

For unscheduled absences, an employee may be required to provide a copy (if available to the employee within a reasonable amount of time) of:

  • A police report indicating that they were a victim of domestic violence or sexual assault
  • A court order protecting or separating them from the perpetrator of an act of domestic violence or sexual assault, or other evidence from the court or prosecuting attorney that they appeared in court
  • Documentation from a medical professional, domestic violence advocate or advocate of victims of sexual assault, health care provider, or counselor that they were undergoing treatment for physical or mental injuries or abuse resulting in victimization from an act of domestic violence or sexual assault

Records regarding an employee’s absence from work for this purpose will be kept confidential.

Victims of Serious or Violent Felonies

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.

Leave for Bone Marrow or Organ Donation

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:

  • that the service member 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 duty on 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.
  • their relationship with the employee
    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 estimate of the leave needed to provide care.

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:

  • The circumstances have changed (e.g., the employee is absent more frequently than the certification indicated).
  • ASUCLA receives information casting doubt upon the stated reasons for the absence.

Reinstatement:

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.

Effects on Benefits

When Group Insurance Coverages End

benefits

Family & Medical Leave
Pregnancy Disability Leave

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.

Military Caregiver Leave

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.

Short-Term Disability Insurance Benefits

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.

Work-Incurred Disability Leave with Extended Sick Leave

Medical benefits continue.

Benefits Continuation Options

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:

  • ASUCLA Paid Disability
  • Employee Paid Disability

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:

  • Wages.
  • Vacation pay.
  • Other pay due the employee.

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:

  • The continuation, recurrence or onset of a serious health condition that would entitle the employee to additional Family & Medical Leave.
  • The elimination of the employee’s position as a result of a temporary or indefinite layoff.
  • The unexpected transfer of a spouse to a job located more than 75 miles from the employee’s work site.
  • The need for the employee to care for a relative other than an immediate family member who has a serious health condition.

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.

Retirement & Savings Plans

  • UC Retirement Plan (“UCRP”)

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:

  • Retirement contributions resume again.
  • Service credit for the period of time on leave without pay may, for a limited time, be established through ASUCLA’s HR Division Area Manager.

UCRP and “CAP” withdrawals are not permitted during leave without pay.

Contributions stop with the last pay check towards:

  • After Tax DCP
  • Tax Deferred 457
  • Tax Deferred 403B Plan
  • 403B Loans
  • Dependent Care Assistance Program (“DepCare”)
  • Health Care Reimbursement Account (“HCRA”)
  • Tax Savings on Insurance Premiums (“TIP”)

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.

  • For more information

Contact ASUCLA’s HR Division Area Manager concerning other retirement savings plans and retirement benefits regulations.

Other Benefits

  • Holidays

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.

  • Vacation Accrual

A full-time professional employee who is on approved leave of absence receives vacation accrual for any
hours paid in a month.

  • Sick Accrual

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.

Benefits on Return to Pay status

  • Health Coverages (if not lapsed)
  • ASUCLA Paid Disability
  • Legal Expense
  • Retirement and Savings Plans
  • Dependent Care Assistance Program (“DepCare”)
  • Health Care Reimbursement Account (“HCRA”)
  • TIP

Previous coverages/contributions resume automatically.

  • Health Coverages (if lapsed)
  • “AD&D”
  • Employee Paid Life
  • Dependent Life
  • Employee Paid Disability

Coverages resume as follows:

Leave Without Pay Period Resume
same plans/coverages
prior to Leave w/o Pay
New “PIE”:
May elect any plans
for which eligible
Less than 120 days X
120+ days X

“Sick Time”

Policy Supersedes Effective
#636 4/1/98
1/1/2001
5/1/2002
5/1/2004
7/1/2010

Eligibility

  • Professional employees.
  • Limited appointment employees working 20+ hours per week for 6 or more months.
  • There is no waiting period before accrued sick time may be used.

Accrual Rates

Full-time: 8 hours per month
Part-time: Accrual is in proportion to hours worked

Maximum Accrual

There is no maximum accrual of sick leave. Unused sick accruals are converted to retirement service credit at retirement.

Approval/Notice of Sick Time Off

Whenever possible, an employee shall request advance supervisory approval for sick time off for the following reasons:

  • Due to personal illness.
  • To attend medical, dental or other health related appointments.
  • To tend to the illness of a family member.
  • To take a family member to a medical, dental or other health related appointment.
  • For bereavement reasons (see #616: “Leave With Pay” – Bereavement).

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.

“Vacation”

Policy Supersedes Effective
#641 4/1/98
1/1/2001
8/1/2005
8/1/2015

Eligibility

  • All regular status professional employees.
  • Limited appointment employees working 20+ hours per week for 6 or more months.
  • Vacation time may not be used.when on Probationary Status.

Accrual Rates

The schedules below show how full-time employees accrue vacation hours. Part-time staff accrue vacation in proportion to hours worked.

  • All Employees except Directors and Above
Years of Service Hours Accrued
Monthly
Days Accrued
Annually
Maximum
Accural

(in hours)
Maximum
Accural

(Grace Period)
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
  • Directors and above
Years of Service Hours Accrued
Monthly
Days Accrued
Annually
Maximum
Accural

(in hours)
Maximum
Accural

(Grace Period)
1st through 4th 12 18 288 336
5th through 9th 14 21 336 392
10th and above 16 24 384 448
  • Grandfathered

Hired as a SAM or DAM before 7/1/96

Years of Service Hours Accrued
Monthly
Days Accrued
Annually
Maximum
Accural

(in hours)
Maximum
Accural

(Grace Period)
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

Maximum Accrual

When the maximum accrual is reached, additional vacation hours are not accrued unless approved by the Executive Director.

Payout of Vacation Accrual

Payout of unused vacation accruals shall occur only upon separation from employment with ASUCLA.

Approval for Vacation Time Off

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.

“Holidays”

Policy Supersedes Effective
#646 4/1/98
1/1/2001
5/1/2002
5/1/2004
7/1/2008
7/1/2010

ASUCLA provides regular status professional employees with holiday pay on the following 13 holidays:

  • New Year’s Day
  • Martin Luther King Day – third Monday in January
  • Presidents’ Day – third Monday in February
  • Cesar Chavez Day – last Friday in March
  • Memorial Day
  • Independence Day
  • Labor Day
  • Veterans Day
  • Thanksgiving & the day after
  • Christmas Eve (or announced equivalent)
  • Christmas
  • New Year’s Eve (or announced equivalent

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:

  • Their regular rate of pay for the hours worked, plus holiday pay; or,
  • A day off in the week in which the holiday falls, plus holiday pay.

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.

“Performance Recognition Awards”

Policy Supersedes Effective
#651 11/1/97
1/1/2001
5/1/2002
8/1/2005
5/1/2015

Spot Award$

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
$500
in the form of a check shared equally by group members

Professional employees are eligible to receive multiple “Spot” awards.

Exceptional Performance Award$

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:

  • $500 in the form of a check.

A professional employee who meets the above criteria and who exemplifies achievement of performance excellence may receive ASUCLA’s “Employee of the Year”award:

  • $1,500 in the form of a check.

“Exceptional Performance” awards are given once annually. Recipients are honored at an event that is attended by professional and student staff of ASUCLA.

Eligibility

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.

“Education & Training”

Policy Supersedes Effective
#656 4/1/98
1/1/2001
5/1/2002
8/1/2005
7/1/2011

ASUCLA encourages regular status professional employees to increase their job knowledge and work competencies by providing the following benefits for continued education and training:

UCLA Regular Session Classes:

  • 2/3 discount on regular session UCLA classes.
  • Applies to maximum of 3 courses or 9 units per quarter.

UCLA Extension & Summer Session:

  • 25% discount on most UCLA Extension classes.

UCLA Staff Development Courses:

  • 100% ASUCLA paid for job-related training courses.
  • Requires advance management/Human Resources approval.

Conferences/Seminars:

  • 100% ASUCLA paid for job-related conferences and seminars.
  • Requires advance management/Human Resources approval.

Professional Memberships/Subscriptions:

  • 100% ASUCLA paid for job-related memberships and subscriptions.
  • Requires advance management/Human Resources approval.

These benefits are subject to the availability of funds, and to the terms and conditions of the University.

Application for Benefits

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 Regular Session Classes:
“Employee Reduced Fee Enrollment Application Form”.
Enrollment forms are obtained at ASUCLA’s Human Resources Office.
UCLA Extension:
“UCLA Extension Enrollment Form”.
Enrollment forms are obtained at ASUCLA’s Human Resources Office.

UCLA Staff Development Courses:
Enrollment is through UCLA LMS (Learning Management System).

“Employee Assistance Program (EAP)”

Policy Supersedes Effective
#661 4/1/98 1/1/2001

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:

  • Marital and family problems.
  • Alcohol and drug abuse.
  • Emotional problems.
  • Financial problems.

The Staff & Faculty Service Center is located at:


10920 Wilshire Boulevard, Suite 380
Los Angeles, CA 90024-1457
For information or to schedule an appointment, call 310/794-0245.

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.

“Employee Discount”

Policy Supersedes Effective
#666 4/1/98
1/1/2001
5/1/2002
5/15/2003
5/1/2004
8/1/2005
8/1/2006

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:

  • Yourself.
  • Your spouse.
  • Dependents living in your household.
  • Gifts from you to anyone you personally know.

You may not apply your employee discount to:

  • Purchases you make for anyone not designated above from whom you will be reimbursed
  • Purchases you make using another person’s cash, check, credit or debit card.

Violations of Employee Discount policy/procedure may result in immediate dismissal.

“Food Service Employee Meal Program”

Policy Supersedes Effective
#671 none 1/1/2001

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 $5.00. Employees pay the full amount of any meal cost above $5.00.

If your meal costs…. The meal allowance is…. You pay….
$3.50 $1.75 $1.75
$5.00 $2.50 $2.50
$6.50 $2.50 $4.00

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.

“Recreational Discounts”

Policy Supersedes Effective
#676 4/1/98 5/1/2002

ASUCLA employees may obtain discount coupons to many Southern California attractions including:

  • Knott’s Berry Farm
  • Magic Mountain
  • Universal Studios
  • The San Diego Zoo
  • …. and more!

These discount coupons may be obtained at ASUCLA’s Human Resources Office.

Movie theater discount coupons are also available through UCLA’s Central Ticket Office, located near Pauley Pavilion.

“Campus Privileges & Discounts”

Policy Supersedes Effective
#681 none 4/1/98

ASUCLA employees are welcome to purchase the following campus memberships and enjoy a wide variety of campus privileges and discounts:

Athletic Privileges Card

  • Season football tickets and discounts on tickets for other sporting events.
  • Purchased at the James West Center Ticket Office.

Fine Arts Privileges Card

  • Discounts on tickets for any UCLA-produced fine arts event.
  • For more information, contact UCLA’s Central Ticket Office.

Recreation Card

  • Access to campus recreational and fitness activities, facilities and services.
  • Discounts on Summer Youth camps and programs.
  • Purchased at the John Wooden Center’s Administrative Office.

Library Card

  • Use of UCLA’s extensive library facilities.
  • Obtained at the University Research Library (URL) near ASUCLA’s North Campus Student Center.
  • Must present ASUCLA staff ID card and a valid California Driver’s License.
  • No charge.

“University Credit Union”

Policy Supersedes Effective
#686 none 4/1/98

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:

  • Checking
  • Savings
  • Low-cost loans
  • Credit cards