Time Off/Leaves of Absence
Time Off
Holidays (Staff and Administrative):
The University observes twelve (12) holidays each year for which eligible employees receive pay. Please see the Policy and Procedure Manual Section 2.3.1 for more details.
The University observes the holidays as follows:
- July 4 – Independence Day
- Labor Day
- Thanksgiving Day
- The Friday after Thanksgiving
- Observance of Christmas Eve
- Observance of Christmas Day
- Observance of New Year’s Eve
- Observance of New Year’s Day
- Observance of Martin Luther King, Jr.’s Birthday
- Good Friday
- Memorial Day
- Floating holiday to be determined by the department head and observed by the department as a whole or by individual employee.
Eligibility
- All benefit based full-time employees
- Benefit based part-time employees regularly scheduled to work 20 hours per week or more (pro-rated on hours worked)
- Benefit based employees on alternate work schedules
Temporary employees and part-time employees who work less than 20 hours per week are not eligible for paid holidays.
No employee will receive holiday pay for a holiday which is preceded or followed by an unauthorized absence or a suspension for disciplinary action.
Employees on leaves of absence (industrial or non-industrial) will not receive holiday pay.
Terminating employees must work the day following a holiday in order to receive holiday pay. The last day on pay status cannot be a holiday.
Sick Leave (Faculty):
Faculty of the University do not earn sick leave. Short absences due to illness or disability for less than 5 work days may be paid at the discretion of the supervisor. Employees off work due to illness or disability for more than 5 work days should contact their department and/or Human Resources to request a medical leave of absence.
Sick leave is provided to eligible staff employees and may be used for absences due to illness, disability, or necessary medical appointments for themselves or their family members. Please see the Policy and Procedure Manual Section 2.3.4 for more details.
Eligibility
Staff employees working 20+ hours per week in a benefit based position.
Accrual
Sick leave accrues at the rate of one (1) day per month, starting from the date of employment. For eligible part-time employees who work 20+ hours per week or more, sick leave accrues on a pro-rated basis of hours worked. Sick leave accrues at the end of each pay period. Sick leave will not accrue for time worked in excess of 40 hours per week. Maximum accrual is one hundred and twenty (120) days.
| Full-time (40 hours per week) | Full-time (37.5 hours per week) | Part-time (20 hours per week) | |
| Per Year | 12 days (96 hrs) | 12 days (90 hrs) | 12 days (48 hrs) |
| Per Month | 8.0 hours | 7.5 hours | 4.0 hours |
| Bi-Weekly | 3.6923 hours | 3.4615 hours | 1.8462 hours |
| Per Week | 1.8462 hours | 1.7308 hours | 0.9231 hours |
| Per Day | 0.3692 hours | 0.3462 hours | 0.1846 hours |
| Maximum Accrual | 120 days (960 hrs) | 120 days (900 hrs) | 120 days (480 hrs) |
Earned but unused sick leave will not be paid to the employee upon termination of employment.
Sick leave accrues during leave with pay, but is not accrued during leave without pay. Employees off work due to illness or disability for more than 5 work days should contact their department and/or Human Resources to request a medical leave of absence.
Sick Leave (Administrative):
Administrative employees of the University do not earn sick leave. Short absences due to illness or disability for less than 5 work days may be paid at the discretion of the supervisor. Employees off work due to illness or disability for more than 5 work days should contact their department and/or Human Resources to request a medical leave of absence.
Vacation (Faculty):
Faculty of the University do not earn vacation.
Vacation (Staff):
The University provides paid vacation time for eligible staff employees. Staff employees earn paid vacation time at a rate determined by the length of service to the University. Please see the Policy and Procedure Manual Section 2.3.2 for more details.
Eligibility
Staff employees working 20+ hours per week in a benefit based position. Temporary employees and employees working less than 20 hours per week are not eligible to earn paid vacation.
Accrual
Full time employees earn paid vacation time as follows:
| Full-Time (40 hrs/wk) | 0 through 3 Years | 4 through 10 Years | 11+ Years |
| Per Year | 10 days (80 hrs) | 15 days (120 hrs) | 20 days (160 hrs) |
| Per Month | 6.6667 hours | 10 hours | 13.3333 hours |
| Bi-Weekly | 3.0769 hours | 4.6154 hours | 6.1538 hours |
| Per Week | 1.5385 hours | 2.3077 hours | 3.0769 hours |
| Per Day | 0.3077 hours | 0.4615 hours | 0.6154 hours |
| Maximum Accrual | 30 Days (240 hrs) |
| Full-Time (37.5 hrs/wk) | 0 through 3 Years | 4 through 10 Years | 11+ Years |
| Per Year | 10 days (75 hrs) | 15 days (112.5 hrs) | 20 days (150 hrs) |
| Per Month | 6.25 hours | 9.375 hours | 12.5 hours |
| Bi-Weekly | 2.8846 hours | 4.3269 hours | 5.7692 hours |
| Per Week | 1.4423 hours | 2.1635 hours | 2.8846 hours |
| Per Day | 0.2885 hours | 0.4327 hours | 0.5769 hours |
| Maximum Accrual | 30 Days (225 hrs) |
| Part-Time (20 hrs/wk) | 0 through 3 Years | 4 through 10 Years | 11+ Years |
| Per Year | 10 days (40 hrs) | 15 days (60 hrs) | 20 days (80 hrs) |
| Per Month | 3.3333 hours | 5.0 hours | 6.6667hours |
| Bi-Weekly | 1.5385 hours | 2.3077 hours | 3.0769 hours |
| Per Week | 0.7692 hours | 1.1538 hours | 1.5385 hours |
| Per Day | 0.1538 hours | 0.2308 hours | 0.3077 hours |
| Maximum Accrual | 30 Days (120 hrs) |
Paid vacation accrues during paid leaves of absence, but not during unpaid leaves of absence.
Accrued vacation earned but unused will be paid to the employee upon termination of employment.
Vacation (Administrative):
Administrative Vacation Tracking Form
The University provides paid vacation time for eligible administrative employees. Please see the Policy and Procedure Manual Section 2.3.3 for more details.
Eligibility
All benefit based administrative employees.
Accrual
Full-time administrative employees earn 24 vacation days within each 12-month period of employment, beginning with each fiscal year. Those hired during the fiscal year will earn a pro-rated number of vacation days.
Administrators with specified periods of employment of less than 12 months each year, but who work at least 20 hours per week, will receive pro-rated vacation time, as do those eligible part-time employees.
Vacation may accrue and accumulate to a maximum of 30 days. No more vacation will accrue until the accrued amount drops below 30 days.
Accrued vacation earned but unused will be paid to the employee upon termination of employment.
Leaves of Absence
Adoption Leave
For information about leaves of absence for adoption, please go to Family Leaves.
Bereavement Leave (Staff and Administrative)
Family Leave
The University provides leave for qualified employees in accordance with state and federal leave laws. Please click on the following items for additional information on your rights and responsibilities, the doctor’s certification form, and a summary of your leave benefits with USD. Employees planning for a family leave should contact Human Resources. Employees not eligible for FMLA or CFRA will be granted leaves in accordance with any other legal requirements governing the specific type of leave, in accordance with the University’s established leave polices and practices, and with consideration for current business needs.
Family Leave (Faculty):
Family Leave – Bonding with newborn, adoption or foster care placement
FMLA/CFRA Notice
Quick Reference Guide for Bonding with a Newborn Child, Adoption, Foster Care Placement (Faculty)
Helpful Links
California’s Paid Family Leave program
Family Leave – Caring for a seriously ill family member
FMLA/CFRA Notice
Family Leave Doctor’s Certification form
Quick Reference Guide for Family Leave (Faculty)
Helpful Links
California’s Paid Family Leave program
Family Leave (Staff)
Family Leave – Bonding with newborn, adoption, or foster care placement
FMLA/CFRA Notice
Quick Reference Guide for Family Leave – Bonding
with a Newborn Child, Adoption/Foster Care Placement (Staff & Admin)
Helpful Links
California’s Paid Family
Leave program
Family Leave Staff – Care for a Seriously Ill Family Member
FMLA/CFRA Notice
Family Leave Doctor’s Certification form
Quick Reference Guide for Family Leave (Staff)
Helpful Links
California’s Paid Family
Leave program
Family Leave (Administrative)
Family Leave – Bonding with newborn, adoption, or foster care placement
FMLA/CFRA Notice
Quick Reference Guide for Family Leave – Bonding with a Newborn Child, Adoption/Foster Care Placement (Staff & Admin)
Helpful Links
California’s Paid Family Leave program
Family Leave Administrative – Care for a Seriously Ill Family Member
FMLA/CFRA Notice
Family Leave Doctor’s Certification form
Quick Reference Guide for Family Leave (Administrative)
Helpful Links
California’s Paid Family
Leave program
Jury Duty Leave (Staff and Administrative)
Medical Leave
The University provides leave for qualified employees in accordance with state and federal leave laws. Please click on the following items for additional information on your rights and responsibilities, the doctor’s certification form, and a summary of your leave benefits with USD. Employees planning for a medical leave should contact Human Resources. Employees not eligible for FMLA or CFRA will be granted leaves in accordance with any other legal requirements governing the specific type of leave, in accordance with the University’s established leave polices and practices, and with consideration for current business needs.
Medical Leave (Faculty)
FMLA/CFRA Notice
Medical Leave Doctor’s Certification fom
Quick Reference Guide for Medical Leave (Faculty)
Return to Work Certification form
Helpful Links
California’s State Disability Insurance (SDI) program
Medical Leave (Staff)
FMLA/CFRA Notice
Medical Leave Doctor’s Certification form
Quick Reference Guide for Medical Leave (Staff)
Return to Work Certification form
Helpful Links
California’s State Disability Insurance (SDI) program
Medical Leave (Administrative)
FMLA/CFRA Notice
Medical Leave Doctor’s Certification form
Quick Reference Guide for Medical Leave (Administrative)
Return to Work Certification form
Helpful Links
California’s State Disability Insurance (SDI) program
Military Leave (Staff and Administrative)
Personal Leave
Personal Leave (Faculty and Administrative)
Personal Leave (Staff)
Pregnancy Leave
The University provides leave for qualified employees in accordance with state and federal leave laws. Please click on the following items for additional information on your rights and responsibilities, the doctor’s certification form, and a summary of your leave benefits with USD. Employees planning for a pregnancy leave should contact Human Resources. Employees not eligible for FMLA or CFRA will be granted leaves in accordance with any other legal requirements governing the specific type of leave, in accordance with the University’s established leave polices and practices, and with consideration for current business needs.
Pregnancy Leave (Faculty)
Pregnancy Disability/CFRA Leave Notice
Pregnancy Disability Doctor’s Certification form
Quick Reference Guide for Pregnancy Leave (Faculty)
Return to Work Certification form
Helpful Links
California’s State Disability Insurance (SDI) program
California’s Paid Family Leave program
Pregnancy Leave (Staff)
Pregnancy Disability/CFRA Leave Notice
Pregnancy Disability Doctor’s Certification form
Quick Reference Guide for Pregnancy Leave (Staff)
Return to Work Certification form
Helpful Links
California’s State Disability Insurance (SDI) program
California’s Paid Family
Leave program
Pregnancy Leave (Administrative)
Pregnancy Disability/CFRA Leave Notice
Pregnancy Disability Doctor’s Certification form
Quick Reference Guide for Pregnancy Leave (Administrative)
Return to Work Certification form
Helpful Links
California’s State
Disability Insurance (SDI) program
California’s Paid
Family Leave program
