8.40 – Types of Authorized Leave of Absence (LOA)

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Scope: NMSU System

Source: ARP Chapter 8 | HR-Benefits

Rule Administrator:

Last Updated: 10/21/2015

Related

Cross-Reference:

Revision History:

2017 Recompilation, formerly Rule 7.20
10/21/15 Amendment ratified by Board of Regents
08/17/15 Provisionally amended by Chancellor
06/20/13 Amendment approved by Board of Regents

A. FMLA and Faculty Care Leave requests are administered by HRS-Benefits. Other requests for leave will be considered by a supervisor with primary consideration given to the requirements of the job. Requests should be made in writing in advance whenever possible.

Regular staff, regular 12 month faculty and non-regular employees in a term appointment are eligible to accrue leave.  Part-time (less than .50 FTE) employees, temporary employees, graduate assistants, and other student employees are not eligible to accrue leave.  Regular full and part time nine-month faculty accrue paid Faculty Care Leave.

B. All leave may only be used or paid in accordance with an employee’s official FTE.

  1. Exempt employees are required to submit approved leave taken to their supervisor each month via Employee Self Service.
  2. Non-exempt employees are required to submit approved leave taken to their supervisors each pay period via Employee Self Service.
  3. All exempt and non-exempt employees who earn leave may view their leave balances via Employee Self Service (the official leave tracking program of the university).
  4. Exempt employees who ordinarily work more than 40 hours a week may be given flexibility in reporting leave of one-half day or less.
  5. Faculty leaves normally do not exceed 1 year and, if exception is granted, are not normally extended beyond the second year.
  6. Faculty periods of sabbatical, educational, and personal leave (with or without pay) normally do not count toward eligibility for tenure and/or promotion decisions. Professional and other types of leave periods may count toward such eligibility upon agreement among the faculty member, the department, and the administration.
  7. Twelve-month faculty accrue and report annual and sick leave as usual while on sabbatical or educational leave. Any leave at less than half pay does not accrue leave.
  8. Exempt employees may only accrue leave based upon their designated FTE regardless of the number of hours worked, and may not be placed on leave without pay for less than 8 hours in a work day (except when the Family Medical Leave Act applies).
  9. Nonexempt employees will accrue leave on an hourly basis not to exceed the maximum accrual rate for their designated FTE regardless of the number of hours worked, and may be placed on leave without pay for less than 8 hours in a work day.

C. Employees will accrue leave while on annual, sick, jury duty or compassionate leave.

D. Supervisors are responsible for establishing and maintaining the appropriate leave records.