Sick Days

  • Pro-rated based on months and hours worked for full-time and part-time employees
    • Example: Hired 3/1/19 will have 4 sick days to use until 6/30/19 then on 7/1/19 will have 12
  • Hours are based on number of hours your regular workday hours
    • Example: Workday is 4 hours your sick day is only for 4 hours a day 
  • 12 days per fiscal year (July – June)
  • Union Employees have a 90 day probationary period before eligible to use
  • Sick days do not carry over year to year
  • No cash value and will not be paid out upon separation from CU
  • Employees must notify their supervisors at least 1 hour prior to start of shift or as soon as possible however, based on
    • University needs some departments may require up to 3 hours prior to start of shift; check with immediate supervisors
  • Using more than 3 sick days consecutively requires you submit a doctors note indicating the days missed from work as well as the date you are cleared to return to work with or without detailed restrictions

Refer to Operations Manual 8.3.5

Special Personal Days

  • Special personal days are floating holidays provided by CU for employees to use in addition to the paid holidays observed during the fiscal year.
  • Pro-rated based on hire date for full-time and part-time employees
    • Full-time 37.5 hours weekly (6 days)
    • Part-time 30 hours but less than 37.5 hours weekly (4 days)
    • Part-time 17.5 hours but less than 30 hours weekly (0 days)
    • 10/11 Month Positions (4 days)
  • Special personal days do not carry over year to year
  • No cash value and will not be paid out upon separation from CU
  • Special Personal Days are ‘active’ working days
  • Employees are required to give supervisors/managers a 1 week notice when requesting special personal time
    • CU understands that this is not always possible due to the personal needs and/or emergencies.

Refer to Operations Manual 8.3.7

Holiday's Observed

New Year's Day January 1st
Memorial Day The Last Monday in May
Independence Day July 4th
Thanksgiving The 4th Thursday and Friday in November
Christmas 3 days adjacent to December 25 (To be announced annually)
  • Paid Holidays
  • Regular Full-time or Regular Part-time positions
  • Full-time Temporary positions are paid for holidays if falls on your regularly scheduled workday
    • Ex: Regularly scheduled to work on Thursdays, Thanksgiving is on a Thursday, you’d get paid for that holiday
  • All employees must be in an ‘active’ pay status the full working day preceding and the full workday following the holiday to be paid for that holiday
  • No cash value and will not be paid out upon separation from CU

Family Medical Leave Act - FMLA

  • Paid Family Leave
    Employees must be employed by CU for 12 months before eligible to use
  • Federal Program with 12 weeks of job protection
  • Job protection leave without pay (or paid if employee uses vacation, special personal or sick days)
  • 12 weeks during a rolling 12 months preceding start of leave (26 weeks for military leave) and runs until all 12 weeks are used
  • Care for yourself, a family member who is seriously ill, care for a newborn or newly adopted child, or to attend to the affairs of a family member called to active duty
  • Runs in conjunction with Short term disability, NYS Paid Family Leave, Caregiver/Secondary Leave or Workers Compensation
  • Employees could be approved for FMLA but NOT for STD, NYS PFL or Caregiver/Secondary Leave
  • Employees do not accrue vacation days while out

Operations Manual – Family, Medical Leave Act Section 8 (8.1.13)

New York State Paid Family Leave – NYS PFL

  • New York State Program
    • Full-time employees employed for 26 weeks consecutive prior to leave request
    • Part-time employees (less than 20 hours a week) worked 175 consecutive days prior to the leave request
    • Employee funded by payroll deduction
  • Allows 10 weeks of job protection at 60% of employees average weekly wage capped at NYS average weekly wage (2020)
  • Can be used consecutively or intermittently
  • Employees are required to request PFL leave 30 days in advance or as soon as possible
  • Care for a family member who is seriously ill, care for a newborn, newly adopted or fostered child, family member called to active military duty
  • Employees can supplement with 40% of personal time (vacation, special personal or sick days) to reach 100% (Cigna will pay 60% and CU 40%)
  • Works in conjunction with Family Medical Leave and Caregiver/Secondary Leave
  • Benefits (medical, dental, vision, etc.) remain active while on leave; payment arrangements need to be arranged with HR
  • Please Note – employees Do Not accrue vacation time while out on leave
  • https://paidfamilyleave.ny.gov

Operations Manual – Paid Family Leave Section 8 (8.1.18)

Caregiver Leave (Maternity and Paternity)

  • Individual holding a baby
    Employees must be employed by CU for 12 months before eligible
  • 8 weeks paid maternity leave
  • 4 weeks paid paternity leave
  • 1 full semester paid for faculty maternity or paternity leave
  • Birth, adoption, foster care of a child
  • Works in conjunction with FMLA, STD and NYS PFL
  • Benefits remain active while on leave; payment arrangements need to be with HR for any unpaid time
  • Employees are required to return to work for a minimum of 8 weeks after the completion of the leave or up to and equivalent to the length of time out
  • Employees who do not return will be required to reimburse the university back for wages and benefits received while on leave (amount would be determined based on length of leave)
  • Please Note – employees Do Not accrue vacation time while out on leave

Operations Manual – Compensation Policies Section 4 (4.2.2)
Operations Manual – Fringe Benefits Section 8 (8.1.14)

Leave of Absence

Leave of Absence request form

If an employee has been on a medical leave of some type and has exhausted the allowed time off they can choose to request in writing an unpaid leave of absence.

A leave of absence without pay may be granted upon the employee submitting a written request. HR will review the letter, work with supervisors/managers then approve and/or deny the request. 

  1. Leave of Absence for Disability. A leave of absence for disability will normally be limited to one year from the original date of absence from work. This leave would provide for the possible continuation of the staff member's other fringe benefits. 
  2. Leave of Absence for Personal Reasons. A leave of absence for personal reasons will normally be limited to one year from the original date of absence from work and inherent in any such recommendation is the assumption that the individual intends to return to Clarkson for at least one year. This leave would provide for the possible continuation of the staff member's other fringe benefits. 
  3. Maternity Leave. An employee must file a disability form with the HR to begin a maternity leave. Once FMLA is exhausted you may request leave without pay with approval. Under normal circumstances, the unpaid leave of absence will not extend the employee's absence from work beyond six months from the first day of disability due to the pregnancy. Contact the Human Resources Office for additional information regarding maternity leave. 

If approved, leave may be granted for up to 12 months with the intent to return to the university for up to 12 months following the leave. 

Operations Manual – Fringe Benefits – Section 8 (8.3.6)

Bereavement Funeral Leave

Employees are allowed three (3) days time off with pay when death occurs in the immediate family. 

  • Immediate family shall include: mother, father, mother-in-law, father-in-law, grandmother, grandfather, grandchildren, husband, wife, brother, sister, brother-in-law, sister-in-law, son, daughter.
  • In some cases another relative who is a member of the immediate household or an individual related by blood or affinity whose close association with the employee is the equivalent of a family relationship.
  • Supervisors would track or enter time as ‘funeral pay’ for the three days. 

Operations Manual – Fringe Benefits – Section 8 (8.3.3.2)

Jury Duty

Recognized as a civic responsibility and employees are encouraged to fulfill the obligation as citizens of the community. 

  • Employees will be granted time off with pay to serve on a jury. 
  • Employees must inform and provide their immediate supervisor with documentation validating the have been summoned or chosen as a juror.
  • If jury duty does not take a full work day the employee is required to report to work after free from such service for that day. 
  • Supervisors would track or enter time as ‘jury duty’ for the days served.

Operations Manual – Fringe Benefits – Section 8 (8.3.3.2)