Policy 5.28 - Leave Without Pay


Leave without pay may be granted to a full-time or regular part-time employee when that employee has to be absent from work and has no accumulated or advanced leave credits.

Leave without pay for educational leave or military leave purposes is covered in those policies.

Employees who are absent without approved leave may be subject to disciplinary action up to and including dismissal.  When an employee is absent without approved leave, the immediate supervisor is responsible for determining whether leave without pay is appropriate or whether the time may be charged to the appropriate leave account.  Leave without pay may be used in these situations to cover the status of an employee who has failed to come to work but has not requested and received approval to take sick or annual leave.

Short-Term Leave

Generally, leave without pay is for a period of less than one-half the workdays in the month.  The employee must have approval from the supervisor, and written notification must be provided to the Payroll Office as to the number of days the employee is to be removed from the payroll.  The employee continues to earn all benefits for which he/she is eligible.

Extended Leave

Extended leave without pay (leave of absence) is leave in excess of one-half the workdays in the month.  A leave of absence normally does not exceed six months but may be extended based on individual circumstances with the approval of the college president.  The employee should request such leave in writing to the president through the supervisor(s).  If the request is approved, a written agreement is prepared by the supervisor for signature by the employee.  This agreement contains the beginning and ending dates of the leave-without-pay period, a statement that the employee is obligated to return to work, and a statement that the college will reinstate the employee if all conditions of the agreement are met and funds to support the position are available.  Other conditions of the leave may be required as appropriate for inclusion in the agreement.  Failure to report to work at the expiration of a leave of absence, unless an extension has been granted, may be considered a resignation.

Eligibility to accumulate leave ceases on the date that extended leave without pay begins.  Full-time employees on extended leave without pay may continue coverage under the state’s health insurance program by paying the full premium cost, including the state’s share of the premium.  Under certain circumstances, retirement service credit may be earned during extended leave without pay.  Credit for retirement service during periods of extended leave is subject to guidelines of the Retirement System.

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