Time off and leave

The university offers staff several types of paid time off in addition to holidays, which are listed below. University of Missouri Extension has a faculty leave program for non-regular and non-tenure track faculty located in an extension HR Home Department ID. Tenured and tenure-eligible extension faculty are subject to the programs of the respective college.

For more information on time off and leave, see HR-400 Leaves and the Extension Leave program document or contact Diane Dews or Linda Shives.

Holidays

The university provides eight paid holidays for benefit eligible faculty and staff:

  • New Year’s Day – January 1
  • Martin Luther King, Jr. Day – 3rd Monday in January
  • Memorial Day – last Monday in May
  • Independence Day – July 4
  • Labor Day – 1st Monday in September
  • Thanksgiving Day – 4th Thursday in November
  • Friday following Thanksgiving Day
  • Christmas Day – December 25

When a holiday falls on a Saturday, the holiday is observed on the preceding Friday.

When a holiday falls on a Sunday, the holiday is observed on the following Monday.

For more information on holiday procedures, see HR-401 Holidays.

Vacations

For information on vacation procedures, see HR-402 Vacations. For questions concerning the accrual, use and payment for vacation time and more, contact extension HR at hrdext@missouri.edu.

Eligibility

All regular employees are eligible for paid vacation leave. In extension, this includes regional and campus faculty employed in an extension HR department.

Probationary employees: Vacation time accrues but may not be used during an employee’s probationary period. However, upon completion of the probationary period, vacation time is earned from the employee’s date of hire. For extension faculty, there is no probationary period. However, vacation time that accrues during the first six months of employment may not be used during this time period..

Accrual

Non-exempt staff: Full-time, non-exempt staff accrue vacation time at the following rates:

  • For employees with 5 years of service or less, vacation time is accrued at the rate of 12 days per year.
  • For employees with more than 5 years but less than 16 years of service, vacation time is accrued at the rate of 17 days per year.
  • For employees with more than 15 years of service, vacation time is accrued at the rate of 22 days per year.

In computing vacation accruals, a nonexempt employee must be in active status on the Monday of each week of the biweekly pay period to be eligible for the accrual for that week.

Exempt staff and eligible extension faculty: For nonexempt staff and eligible academic positions, full-time employees accrue vacation time at the following rates:

  • For employees with 5 years of service or less, vacation time is accrued at the rate of 17 days per year.
  • For employees with more than 5 years of service, vacation time is accrued at the rate of 22 days per year.

In computing vacation accruals, an exempt employee must be in active status by the 15th of the month to be eligible for that month's accrual.

Eligible part-time positions: For regular employees employed at a rate of 75 percent but less than 100 percent FTE, vacation time accrues on a pro rata basis.

Use and accumulation

Vacation time must be earned before it is taken and, although accrued, is not available until the first day of the following pay period. Supervisory approval may be required for the scheduling of vacation time.

Eligible employees may accumulate up to twice their annual accrual of vacation time.

Unused vacation time

Upon resignation, termination or interruption of service, payment for all unused, accumulated vacation will be made, provided the employee has satisfactorily completed the probationary period. At the time of an employee’s retirement, accrued vacation is used prior to the effective date of retirement.

Personal days

For information on vacation procedures, see HR-403 Personal Leave. For questions concerning the accrual, use and payment for personal days and more, contact Extension HR at hrdext@missouri.edu.

Eligibility

All regular employees are eligible to receive four personal days per year. In Extension, this includes regional and campus faculty employed in an extension HR department. For regular employees employed at a rate of 75 percent but less than 100 percent FTE, personal days are credited on a pro rata basis. 

Probationary employees: During an employee’s probationary period, no more than two personal days may be utilized. For Extension faculty, no more than two personal days may be used during the first six months of employment.

Accrual

Credited days: Personal days are credited on an annual basis, with the year determined on the basis of the employee’s first date of employment (the employee’s anniversary date).

Use and accumulation

Personal days may be used at the discretion of the employee, subject to supervisory approval.

If not used during the year in which personal days are credited, the employee forfeits any unused days. There is no accumulation of personal days. Unused personal days are also lost at the time of termination of employment or the employee’s retirement.

Medical and sick leave

For information on vacation procedures, see HR-404 Sick Leave. For questions concerning the accrual, use and payment for sick leave and more, contact Extension HR at hrdext@missouri.edu.

Eligibility

All regular employees are eligible to receive paid sick leave. In extension, this includes regional and campus faculty employed in an Extension HR department.

Accrual

Regular employees who are 100 percent FTE accrue sick leave at the rate of 12 working days per year (one (1) day per month) of completed continuous employment. Regular employees who work 99 percent to 75 percent FTE accrue sick leave on a pro rata basis.

Non-exempt staff: In computing sick leave accrual, a nonexempt employee must be in active status on the Monday of each week of the biweekly pay period to be eligible for the accrual for that week.

Exempt staff and eligible extension faculty: In computing sick leave accrual for exempt staff and eligible Extension faculty, an employee must be in active status by the 15th of the month to be eligible for that month's accrual.

Eligible part-time positions: For regular employees employed at a rate of 75 percent but less than 100 percent FTE, vacation time accrues on a pro rata basis.

Use and accumulation

There is no limit on the accumulation of sick leave. Eligible employees will receive additional creditable service in calculating retirement benefits for all unused accumulated sick leave. Sick leave credit is allowed only upon actual retirement. Terminating employees do not receive for unused, accumulated sick leave.

Sick leave must be earned before it is taken and, although accrued, is not available until the first day of the following pay period. Eligible employees unable to work because of an illness or injury may use accumulated sick leave to continue their straight-time pay for any absence from work for which they were scheduled during the first 40 hours of the workweek. Disability due to pregnancy is treated as any other illness or disability. Accumulated sick leave may be used for purposes of medical and dental appointments that cannot be scheduled during non-working hours.

Use of sick leave for immediate family members: Up to 12 days accumulated sick leave may be used each calendar year for illness in an employee's immediate family. For purposes of this policy, immediate family includes parents, spouses, children, stepchildren, foster children, siblings (wherever they may live), and other related persons or Sponsored Adult Dependents living in the employee's immediate household. This time may also be used for the purpose of placement of an adoptive child in the employee’s home or the care of that child immediately after placement.

It is important to distinguish between the use of Family Sick Leave and the use of Family and Medical Leave for the care of a family member. See Family Medical Leave Act (FMLA) and FMLA documents for more information.

Use of sick leave in conjunction with Workers’ Compensation: Employees unable to work because of an illness or injury compensable under Workers' Compensation may elect to use accumulated sick leave as one (1) full day for each day of their normal, scheduled workweek which falls within the "waiting period" during which no Workers' Compensation is payable. After the three (3)-day waiting period, a regular employee may elect to use sick leave in an amount equal to the portion of the employee's total compensation which is not paid by Workers' Compensation Benefits. In no case can the combination of sick leave and Worker's Compensation benefits exceed the employee's base pay. For more information, see HR-307 Workers' Compensation.

Proof of illness, injury or appointment

Employees may be required to furnish satisfactory proof of illness, injury or of medical or dental appointment.

Family and Medical Leave Act (FMLA)

For information on FMLA, see HR-407 Family and Medical Leave Act and see the FMLA documents. For questions concerning FMLA, contact Diane Dews or Extension HR at hrdext@missouri.edu.

Eligibility

Any individual who has been employed by the university for a total of at least 12 months at the time of the leave of absence, and has worked at least 1,250 hours in the 12-month period preceding the leave is eligible for a family or medical leave.

Eligibility for Family and Medical Leave is different than eligibility to use sick leave to care for a family member. The two programs should be evaluated separately.

Coverage

The maximum leave permitted during a 12-month period is 12 weeks for eligible employees under all general leave conditions.

Covered service member leave: The maximum leave permitted during a 12-month period is 26 weeks for eligible employees under covered service member leave or general and covered service member leave conditions combined.

Qualified reasons for leave

The university will provide up to 12 work weeks of leave within any 12-month period for any of the following reasons:

  • Birth of an employee's child(ren); adoption of a child by the employee, or official placement of a child with the employee for foster care (leaves for birth or adoption must be taken within 12 months of the event); care of a son, daughter, spouse or parent (not parent-in-law) having a serious health condition; and incapacity of an employee as a result of a serious health condition. Leave for the care of an adult son or daughter (at least 18 years old) is not covered unless required as a result of "mental or physical disability" as those terms are defined under the Americans with Disabilities Act.
  • A qualifying exigency arising out of the fact that the employee’s spouse, son, daughter, or parent has been notified of an impending call or order to federal active duty in the Reserve or National Guard. Qualifying exigency leave may be taken for an adult son or daughter, including the employee’s biological, adopted or foster child, stepchild and legal ward.
  • Covered service member leave: An eligible employee who is the spouse, son, daughter, parent, or nearest blood relative of a covered service member who is recovering from a serious illness or injury sustained in the line of duty on active duty and is actively receiving medical treatment, is entitled to up to 26 weeks of leave in a single 12-month period to care for the service member. The university requires medical certification from the military to certify that the service member is recovering from a serious illness or injury sustained in the line of duty on active duty and is actively receiving medical treatment.

Certification

The university requires the health care provider to certify the necessity of the medical leave. Medical leave will be limited to the duration of the serious health condition, as defined by FMLA.  

Medical certification, provided by the military, is required for leave to care for a covered service member who is recovering from a serious illness or injury sustained in the line of duty on active duty and who is actively receiving medical treatment. 

For a qualifying exigency, the university may require a copy of the covered military member’s active duty orders and certification providing the appropriate facts related to the qualifying exigency.

Intermittent leave

An employee may take intermittent leave or leave on a reduced work schedule if medically necessary for his/her own serious health condition or the serious health condition of an immediate family member. Intermittent leave may also be taken for covered service member leave or a qualifying exigency. An employee who takes intermittent leave must make a reasonable effort to schedule such leave so as not to unduly disrupt university operations. Such leave is not available for birth, adoption or foster care.

Continuation of benefits

The university will continue benefit programs in which an employee was enrolled at the time of FMLA leave. In order for the coverage to be continued, the employee will be responsible for his/her portion of the cost. If an employee does not return from a leave or returns to employment but does not remain for a minimum period of thirty (30) days, he/she must reimburse the university for the cost of benefits coverage during the leave unless the reason for failure to return is due to a continuing serious health condition, either his/her own or a family member's, or because of other circumstances beyond the employee’s control.

Employee contributions to the university’s Retirement, Disability and Death Benefit Plan will not be required for periods for which no salary is paid. Employee contributions will, however, be required for leave of absence periods that are recognized as service credit under the plan for which partial or full salary is paid.

Return to work

A health care provider's certification may  be required for return to work from the employee's own serious health condition. The department will return the employee to the same position he/she had before the leave or an equivalent position. The employee will be provided the level of benefits and seniority he/she had before the leave started.

Other leave and time off

Military leave

Any University of Missouri employee who is or becomes a member of the Armed Forces of the State or of the United States will be granted a leave of absence for military service. The leave can be for voluntary or involuntary enlistment, during which time the employee is engaged under official orders in the performance of duty or training subject to limitations as stated below. Armed Forces shall include the Air Force, Army, Marines, Navy, Coast Guard, National Guard or any reserve component, reserve units, commissioned corps of the Public Health Service and any other category of persons designated by the President in time of war or emergency. For more, see HR-405 Military Leave. For specific questions regarding military leave, contact extension HR at hrdext@missouri.edu.

Developmental leave

Development leave may be taken for a period of time up to a full year. Employees applying for development leaves should seek external fellowship or grant support whenever possible, but whether or not such funding is available, employees on development leave may receive up to full salary. Additional travel and expense funds may be provided as deemed appropriate. Development leave may be granted when the requirements of the department permit and when such leave is demonstrated to be in the best interests of the university. For more, see HR-406 Developmental Leave. For specific questions regarding developmental leave, see the Paid Developmental Leave Guidelines (PDF) or contact extension HR at hrdext@missouri.edu.

Leave of absence

A leave of absence without pay may be granted when the requirements of the department permit, when such leave is for prolonged illness or injury, or for any exceptional personal or institutional reason. Leaves of absence without pay may be granted only after all appropriate accumulated leave has been used. Such leave must be requested by the employee and recommended by the department chairperson or administrative head, and approved in accordance with the current delegation of authority. For more, see HR-408 Leaves of Absence. For specific questions regarding leaves of absence, contact extension HR at hrdext@missouri.edu.

Work-related injury or illness (Workers' Compensation)

Absences due to a work-incurred injury or illness are addressed, in compliance with the laws of the State of Missouri. All employees are eligible for this program unless otherwise specified. Eligibility for benefits under Workers’ Compensation should be coordinated with use of sick leave, vacation leave and FMLA. For more, see HR-409 Work-incurred Injury or Illness, the Workers' Compensation page and Workers' Compensation form UM WC1 (Report of Injury) (XLS). For specific questions regarding work-related injury and illness leave, contact extension HR at hrdext@missouri.edu.

Legal proceedings

Employees involved in legal proceedings may receive time off to attend the proceedings depending on the nature of employee involvement. Specific rules apply to each of the following types of appearance:

  • Witness under subpoena;
  • Expert witness, with or without subpoena;
  • Jury service;
  • Party in any legal proceeding

For more, see HR-410 Legal Proceedings. For specific questions regarding leave for legal proceedings, contact extension HR at hrdext@missouri.edu.

Voting

In compliance with the laws of the State of Missouri, all university employees may receive time off with pay for the purpose of voting. The term election shall be interpreted as including all elections which place local, state and national candidates and/or issues before the general public.

For more, see HR-411 Voting. For specific questions regarding leave for voting, contact extension HR at hrdext@missouri.edu.

Funeral leave

An employee will be granted a maximum of three (3) days, (twenty-four (24) hours), leave without loss of pay or vacation during the period starting on the date of death and ending on the tenth calendar day after the funeral or memorial service in accordance with this policy. The three (3) days need not be taken consecutively. Such time should be provided on a prorata basis for an employee who works 99 percent to 75 percent FTE. Any additional days required must be charged to accrued vacation or taken as excused leave without pay. For more, see HR-412 Funeral Leave. For specific questions regarding funeral leave, contact extension HR at hrdext@missouri.edu.

Administrative leave

Administrative leave is paid time off for an employee’s absence from work on those rare occasions when the employee is absent from the worksite at the direction of the university.  Administrative leave is not an entitlement or benefit.  Administrative leave for eligible employees must be authorized by the president, vice president, chancellor or designee.  In the event administrative leave is authorized, the employee will be granted the time off from work without loss of pay or other paid time off (e.g., vacation, sick or personal days). For more, see HR-413 Administrative Leave. For specific questions regarding funeral leave, contact extension HR at hrdext@missouri.edu.