Time Off Policies

Below are definitions of terms found in Suffolk University’s Time Off Employee Policies, as defined by both the University and applicable statutes.

Time Off Policies

Employment Status

  • Full-Time Staff: Staff who have standard hours of 35 or more per week.
  • Part-Time Staff: Staff who have at least 17 ½ standard hours but less than 35 hours per week.
  • Time-Limited Staff: Staff who have been hired for a fixed term.
  • All other Staff: Staff who have standard hours of less than 17 ½ hours per week which includes, Intermittent/Seasonal and Temporary workers.

Fair Labor Standards Act

  • Fair Labor Standards Act (FLSA): The federal law that establishes national minimum wage, overtime pay standards, child labor laws, and employer record-keeping requirements for pay and time worked.
  • Non-Exempt Staff: An employee covered by all provisions of the FLSA. A non-exempt worker must be paid for all time worked in a week and must be paid time and one half for all time worked over 40 hours in a week.
  • Exempt Staff: An employee who is not covered, in terms of time worked and time paid by the FLSA, and is therefore not entitled to overtime pay. A worker may be considered exempt based on the work performed and must receive a regular salary of at least $23,600 per year (or $455 per week). (On December 1, 2016 the salary threshold will be raised to $47,476 for a full-year worker, or $913 a week.)

Family and Medical Leave

  • Serious Health Condition: An illness, injury, impairment, or physical or mental condition that involves (1) inpatient care in a hospital, hospice, or residential medical care facility; or (2) continuing treatment by a health care provider.
  • Spouse: Includes a husband or wife, including those in same sex marriages or registered domestic partnerships.
  • Son or Daughter (Child): Includes a biological, adopted, or foster child, a stepchild, a legal ward, or a child of a person standing in loco parentis (in the place of a parent), who is either under the age of 18, or age 18 or older and incapable of self-care because of a mental or physical disability at the time the FMLA care is to commence.
  • Parent: Includes a biological, adoptive, step, or foster mother or father, or any other individual who stood in loco parentis to yourself. This term does not include parent-in-laws.
  • Next of Kin: The nearest blood relative of that individual.
  • Outpatient Status: Regarding a covered service member, means the status of a member of the Armed Forces assigned to a military medical treatment facility as an outpatient, or a unit established for the purpose of providing command and control of members of the Armed Forces receiving medical care as outpatients.
  • Covered Active Duty: In the case of a member of a regular component of the Armed Forces, duty during the deployment of the member with the Armed Forces to a foreign country. In the case of a member of a reserve component of the Armed Forces, duty during the deployment of the member with the Armed Forces to a foreign country under a call or order to active duty.
  • Covered Service member: A current member of the Armed Forces, National Guard, or Reserves who has a serious injury or illness incurred in or aggravated by service in the line of duty on active duty that may render the service member medically unfit to perform his or her duties and for which the service member is undergoing medical treatment, recuperation, or therapy. Or, a veteran who is undergoing medical treatment, recuperation, or therapy, for a serious injury or illness and who was a member of the Armed Forces, National Guard, or Reserves at any time during the five years preceding the date of such treatment, recuperation, or therapy. (This does not include someone who was discharged or released under dishonorable conditions.)

Military Leave

  • Uniformed Services: Means the Armed Forces, the Army National Guard and the Air National Guard when engaged in active duty for training, inactive duty training, or full-time National Guard duty, the commissioned corps of the Public Health Service, and any other category of persons designated by the President in time of war or national emergency.
  • Service in Uniformed Services: Means the performance of duty on a voluntary or involuntary basis in a uniformed service under competent authority and includes active duty, active duty for training, initial active duty for training, inactive duty training, full-time National Guard duty, a period for which a person is absent from a position of employment for the purpose of an examination to determine the fitness of the person to perform any such duty, and a period for which a person is absent from employment for the purpose of performing funeral honors duty.

Small Necessities Leave

  • Elderly Relative: An individual of at least 60 years of age who is related by blood or marriage to yourself, including a parent.
  • School: A public or private elementary or secondary school; a Head Start program assisted under the Head Start Act, or a licensed children’s day care facility.

Overview

Suffolk University celebrates certain holidays and designates breaks each year. On holidays and breaks most of Suffolk University will be closed, though some staff may be required to work to meet their department’s operational needs.

Holidays

Suffolk University observes the following holidays:

  • New Year’s Day
  • Martin Luther King, Jr. Day
  • Presidents’ Day
  • Patriots’ Day
  • Memorial Day
  • Independence Day
  • Labor Day
  • Fall Holiday
  • Veterans' Day (observed Monday, November 12)
  • Thanksgiving
  • Christmas

If you are full-time, you will receive seven hours of holiday pay. If you are part-time, you will receive pro-rated holiday pay. Temporary and intermittent/seasonal employees are not eligible for holiday pay.

Breaks

The University celebrates Thanksgiving Break by closing from the Wednesday before Thanksgiving through the Friday after Thanksgiving.

The University celebrates Winter Break by closing, at a minimum, from December 24 to January 1. The actual dates of winter break may be slightly longer depending on the day of the week Christmas and New Year’s Day occur.

Work on Holidays and Breaks

If you are a non-exempt employee and are required to work on a holiday you will be paid for the holiday and will also be paid 1 ½ your regular rate of pay for all time actually worked.

If you are a non-exempt employee and are required to work during Thanksgiving or Winter Breaks, you will be paid for all hours worked in addition to Thanksgiving/Winter Break pay.

If you are an exempt employee and are required to work on a holiday or during Thanksgiving or Winter Breaks you may make arrangements with your manager for time off at a future date.

Pay for Holidays and Breaks

In order to receive holiday, Thanksgiving Break or Winter Break pay, you must be in regular status. You will not receive holiday or break pay if you are receiving Extended Illness benefits or are on any type of unpaid leave of absence on the last regularly scheduled working day preceding the holiday or break and the first regularly scheduled day following the holiday or break.

Religious Holidays

You may request time off to observe a religious holiday that is not recognized by the University. You may use vacation time or take the religious holiday without pay. Your request for time off to observe a religious holiday will not be unreasonably denied.

Revision History

Version
(optional)
Date Responsible University Office Approved By
2.1 7/1/2016 Human Resources Danielle Manning

Introduction

Suffolk University recognizes that employees work hard throughout the year and need time to rest and rejuvenate so they may continue performing at their best. This policy details vacation time entitlement, how you earn it and how you may use it.

Vacation Time Entitlement

If you are a non-exempt (hourly) full-time staff member, you are entitled to:

  • 105 hours (15 days) of vacation time per year during the first five years employment
    • All non-exempt employees hired on or before June 30, 2016 currently accrue 126 hours (18 days) vacation per year, until five years of service has been completed.
  • 140 hours (20 days) of vacation time per year after five years employment
  • 161 hours (23 days)of vacation time after 10 years employment

As an exempt (salaried) full-time staff member, you are entitled to:

  • 140 hours (20 days) of vacation time per year during the first five years employment
  • 161 hours (23 days) of vacation time per year after five years employment
    • All exempt employees hired on or before June 30, 2016 currently accrue 161 hours (23 days) vacation per year, and this amount will not be changed.

If you are a part-time staff member, your vacation entitlement is pro-rated based on your standard hours per week and your date of employment.

If you have a limited-month (9-month, 10- month, or 11- month) schedule your annual vacation entitlement is prorated based on the months you actually work, e.g., if your position would normally have an entitlement of 105 hours and you work for 9 months per year, your entitlement is 9/12 of 105 hours, or 78.75 hours.

Earning Vacation Time

Your vacation time accrues each pay period. Until March 3, 2019, the maximum vacation time you may accrue is 1.5 times your annual entitlement, to a maximum of 210 hours. Effective with the pay period beginning on March 4, 2019, the maximum vacation time you may accrue is one times your annual accrual rate, to a maximum of 161 hours. When you reach your maximum vacation accrual – or if you have more than 1.0 times your annual entitlement on March 4, 2019 – you will cease accruing vacation until your balance is below your maximum.

You do not accrue vacation while receiving Extended Illness Benefits or Parental Leave Pay, or while on unpaid leave or Long-Term Disability.

If you have a limited-month (9-, 10-, or 11- month) schedule you earn vacation time during the months you work.

Using Vacation Time

All vacation time must be requested in advance through Workday. Your manager will approve your vacation time in Workday as well. Each department has policies regarding requests for vacation time. Please familiarize yourself with your department’s policies and follow them when requesting time off.

As a non-exempt staff member, you may use your vacation time in 15-minute increments up to a full day.

As an exempt staff member, you may use your vacation time in either half-day or full-day increments.

You will be paid all accrued, unused vacation time in your final pay check when you leave employment, provided you have worked at the University for more than three months,

During your first three months of employment:

  • You earn vacation time each pay period but it may be used only after you complete 3 consecutive months of employment
  • You may take unpaid time off with your manager’s approval within the first 3 months of employment, before you are able to use vacation time
  • You will not be paid for accrued vacation time if you leave employment

Revision History

Version
(optional)

Date

Responsible University Office

Approved By

2.1

7/1/2016

Human Resources

Danielle Manning

Overview

Regular and punctual attendance is fundamental to the relationship between Suffolk University and each employee. However, the University recognizes that employees occasionally need time off for medical care, personal illness, or to accommodate the same for family members. This policy outlines how Health Absence Time is earned, may be used, and is reported. It also explains how the University provides income replacement for longer personal illnesses.

Health Absence Benefit

All staff receive paid Health Absence Time.

Full-time staff will receive an annual benefit of 70 hours (ten 7-hour days) of Health Absence Time, each July 1.

  • Part-time staff will receive a pro-rated annual benefit of Health Absence Time based on standard hours each July 1.
  • Full-time and part-time staff scheduled to work limited months (9-month, 10-month, and 11-month employment terms) will receive a pro-rated annual benefit of at least 40 hours of Health Absence Time based on standard hours each July 1.
  • All other staff will receive an annual benefit of 40 hours of Health Absence Time, each July 1. (Note: Any unused Health Absence Time remaining at the end of the fiscal year does not carry over into the next fiscal year).

As a new employee, you will receive a pro-rated Health Absence Time benefit starting from your date of hire through June 30. However, you may not use Health Absence Time until after three months of employment. Absences in the first three months of employment will be unpaid.

Use of Health Absence Time

In accordance with the Massachusetts Sick Time Law, Health Absence Time is provided to allow you to:

  • Care for your own physical or mental illness, injury, or other medical condition that requires home, preventative, or professional care
  • Care for your child1, parent, spouse/domestic partner2, or parent of a spouse/domestic partner who is suffering from a physical or mental illness, injury, or other medical condition that requires home, preventive, or professional care
  • Attend routine medical and dental appointments for yourself or for your child, parent, spouse/domestic partner, or parent of a spouse/domestic partner
  • Address the psychological, physical, or legal effects of domestic violence
  • Travel to and from an appointment, a pharmacy, or other location related to the purpose for which the time was taken

You must notify your manager prior to using Health Absence Time, except in an emergency. For foreseeable or pre-scheduled use of Health Absence Time, please inform your manager as soon as possible to facilitate smooth operations of your work area.

Health Absence Time for staff may be used in increments of 15 minutes.

You may not use Health Absence Time to cover tardiness or early departures not related to one of the above-listed events.

You may use your accrued, unused vacation time to continue your pay if you use all of your granted or earned Health Absence Time.

If you have unused Health Absence Time remaining at the end of the fiscal year, you may carry a maximum of 70 hours of unused Health Absence Time into the next fiscal year. Your Health Absence Time is capped at 140 hours. All time you have in excess of 140 hours will be transferred to your Supplemental Income Replacement Bank. 

Revision History

Version
(optional)

Date

Responsible University Office

Approved By

1.2

8/1/2017

Human Resources

Laura Sander

1.1

7/1/2016

Human Resources

Danielle Manning

1. Under the Massachusetts Sick Time Law, a child is any biological, adopted, or foster child, stepchild, a legal ward, or child for whom an employee has assumed responsibilities of parenthood. There is no reference to age.

2. You must have a domestic partner affidavit on file with Human Resources.

Introduction

Suffolk University provides income replacement for personal illnesses that extend past seven consecutive calendar days for eligible employees.

Extended Illness Benefits

If your absence for your own personal illness extends past seven consecutive calendar days, you may be eligible for Extended Illness Benefits (EIB). EIB provides you with 60% of your regular base pay for up to 180 days after seven days of absence.

To be eligible for EIB, you must be a full-time or part-time faculty or staff member and have been continuously employed at the University for at least one year.  To receive the benefit you must apply for FMLA (see FMLA tab for instructions).  By planning in advance, you will minimize the risk of interruption in your income.

You may only receive EIB for up to 25 weeks, in a 24-month period, based on approval. If you believe your personal illness will continue past 26 weeks (one week of PAT and 25 weeks of EIB), you may wish to apply for the University’s Long-Term Disability (LTD) Insurance. If approved, LTD becomes effective after 180 days (approximately six months) of your initial absence.

You will not accrue vacation time while you are receiving Extended Illness or LTD benefits.

Supplemental Income Replacement Benefit

Your Supplemental Income Replacement Benefit (SIRB) provides you with an additional layer of income protection.  SIRB provides you with 40% of your regular base pay for up to 180 days after seven days of absence.

At the end of each fiscal year, any Health Absence Time in excess of 140 hours will be transferred to your Supplemental Income Replacement Bank (SIRB). If you are eligible for Extended Illness Benefits you may use your SIRB to supplement your EIB so you receive up to 100% of your base pay.

You may use your SIRB for the entire time you are receiving Income Replacement (depending on your SIRB bank balance).

Your SIRB is capped at a maximum of 364 hours. This is sufficient to provide a benefit for a full six months at which time you are eligible to apply for long-term disability.

Suffolk University supports its staff and their families and understands the joys and challenges that come with a new family member.

The University provides Parent Leave Pay (PLP) to staff who have 17.5 standard hours per week or more and who have worked at the University for at least one year, allowing financial security while you bond with your child upon birth or adoption.  PLP provides you with 60% of your regular base pay for a certain number of days, based on years of employment:

Employment Days of PLP
1 year - 3 years 2 weeks
>3 years - 7 years 4 weeks
>7 years 6 weeks

Process for Using PLP

All staff eligible for FMLA (see FMLA tab) are guaranteed 12 weeks of job-protected leave within the first year after a child’s birth or placement.   You may be paid during your FMLA leave by using PLP, health absence and vacation.

  • You must apply and be approved in advance through CareWorks for your FMLA leave
  • You may use your FMLA leave in one continuous block of time or intermittently during the year
  • You are eligible to receive PLP (60%) and may use PLP in combination with health absence and vacation during a leave for the birth or placement of a child.
  • If you take intermittent leave, you must arrange your days off with your manager and inform the Benefits/Leave of Absence Specialist in the Human Resources Office so you are paid correctly.

You may also be eligible for other pay because of your own serious medical condition.

Less than 1 year of Service

Staff with three months to one year of service have 8 weeks of job-protected leave, in accordance with the Massachusetts Parental Leave Act.  You may use accrued health absence and vacation time during the leave.

Overview

This policy outlines Suffolk University’s compliance with the federal Family and Medical Leave Act (FMLA).

Eligibility

Under the FMLA, you are eligible for leave if you have worked for the University for at least 12 months, and for at least 1,250 hours during the 12-month period preceding the start of your leave.

Policy

In accordance with the FMLA, the University provides eligible employees with 12 weeks of unpaid, job-protected leave for certain health or family-related reasons.

The University recognizes that taking unpaid time off may create a financial hardship for employees and their families. Therefore, the University provides you with more generous options than the job protection provided by the FMLA. In most circumstances you with receive either full or partial pay while away from work for reasons covered by the FMLA. Please see the Health Absence as well as the Leave and Pay Policy Chart for more specific information.

Provisions

Basic Leave Entitlement

If you are an eligible employee you are entitled to 12 weeks of unpaid, job-protected leave for the following reasons:

  • For incapacity due to pregnancy, prenatal medical care, or childbirth
  • To care for your child after birth, or placement for adoption or foster care
  • To care for your spouse, domestic partner, son, daughter, or parent who has a serious health condition; or
  • For your serious health condition that makes you unable to perform your job

You may take leave for the birth, placement, or adoption of your child within one year of their birth, placement, or adoption on an intermittent or reduced leave schedule basis on a schedule agreed with your manager. You may take leave due to your illness or illness of a family member on an intermittent or reduced leave schedule basis when medically necessary.

Military Family Leave Entitlement

Under the FMLA, if you are an eligible employee you are also entitled to unpaid, job-protected leave for the following:

Qualifying Exigency Leave:

  • If your spouse, domestic partner, son, daughter, or parent is on covered active duty or notified of a call to active duty in the Armed Forces, National Guard, or Reserves, you may use your 12-week leave entitlement to address certain qualifying exigencies.
  • Qualifying exigencies may include attending certain military events, arranging for alternative childcare, addressing certain financial and legal arrangements, attending certain counseling sessions, and attending post-deployment reintegration briefings.
  • Leave may be taken on an intermittent or reduced leave schedule basis.

Military Caregiver Leave:

If you are the spouse, domestic partner, son, daughter, parent, or next of kin of a covered service member, you are entitled to take up to 26 weeks of leave during a 12-month period to care for that service member.

Leave may be taken on an intermittent or reduced leave schedule basis if medically necessary.

How to Apply for FMLA Leave

When your need for FMLA leave is foreseeable, you should give as much advance notice as possible. When advance notice is not possible, you should provide notice as soon as you learn of the need for leave.

Once your claim is reported, CareWorks Absence Management will follow up with Human Resources to ensure timely and accurate processing. CareWorks Absence Management will notify you and Human Resources of your claim’s approval, denial, or need for more information. Human Resources will administer your pay and benefits while on you are on leave and inform your manager of your status.

If you need a leave of absence for any reason use this three-step process:

  1. Contact the Human Resources Benefits/Leaves Specialist to learn about the leave process and how it impacts pay and benefits at (617) 725-4167.
  2. Contact CareWorks Absence Management to initiate the leave at (888) 436-9530.
  3. Notify your Manager/Department Chair of your application for a leave.

During FMLA leave, the university will maintain your health coverage under any group health plan on the same terms as if you had continued to work. If you are in a paid status during your leave (whether using Health Absence, Vacation, or Extended Illness Benefits), your health insurance payments will be automatically deducted. If you are in an unpaid status during your leave, the university will coordinate how you will make payments in order for you to have continued health insurance coverage.

Leave taken for reasons that fall under both the FMLA and Parental Leave Act (PLA) will run concurrently.

Definition of the FMLA Leave Year

The 12-month FMLA period is measured forward from the first day your Family and Medical Leave begins. For example, if your Family and Medical Leave begins on May 1, your “leave year” begins on May 1 and ends on April 30 of the following year. The next 12-month period would begin the first time Family and Medical Leave is taken after completion of any previous FMLA 12-month period.

A notice entitled Employee Rights under the Family and Medical Leave Act is available on the

Reason for Leave Length of Employment: Pay Status
For a serious health condition, including incapacity due to your pregnancy, prenatal medical care or childbirth that renders you unable to perform your job.
  • Less than 3 months: Unpaid
  • 3 months to 364 days: HA, vacation, or unpaid
  • 1 year or greater: 1st 5 days HA; EIB + SIRB, PLP, vacation or unpaid
For the care of your child after their birth or placement.
  • Less than 3 months: Up to 1 week unpaid
  • 3 months to 364 days: Up to 8 weeks unpaid, HA or vacation
  • 1+ year: 2-6 weeks PLP, HA,vacation or unpaid
To care for your spouse, domestic partner, son or daughter who has a serious health condition.
  • Less than 3 months: Unpaid
  • 3 months or greater: HA; then vacation or unpaid
If your spouse, domestic partner, son, daughter, or parent is on covered active duty or notified of a call to active duty and there are qualifying exigencies.
  • Vacation or unpaid
If your spouse, domestic partner, son, daughter, parent, or next of kin is a covered service member, and you need to care for that service member.
  • Vacation or unpaid
To serve in the uniformed services.
  • 6 weeks paid (supplementing military pay up to your full pay); then vacation or unpaid

Key:
HA = Health Absence
EIB = Extended Illness Benefits
SIRB = Supplemental Income Replacement Bank

Revision History:

Version
(optional)

Date

Responsible University Office

Approved By

1.1

7/1/2016

Human Resources

Danielle Manning

Overview

Suffolk University supports staff who suffer the loss of a loved one and provides paid time off, in addition to other time off benefits, to grieve and attend to personal matters. This policy outlines how bereavement may be used.

Use of Bereavement Time

You will receive pay for up to four consecutive working days in case of death of an immediate family member. For the purposes of this policy, an “immediate family member” is:

  • Spouse or certified domestic partner

  • Parent

  • Parent of spouse or certified domestic partner

  • Grandparent

  • Grandparent of spouse or certified domestic partner

  • Sibling

  • Child

  • Grandchild

  • Child of spouse or certified domestic partner

  • Grandchild of spouse or certified domestic partner

If you are full-time you will be paid seven hours for each bereavement day. If you are less than full-time, you will be paid for each day as you are paid for a holiday. For example, if you have 21 standard hours you are paid 4.2 hours for each holiday. Thus, you will receive 4.2 hours for each bereavement day.

If you need additional time off, you may use accrued vacation pay. If a holiday falls during the four consecutive days allowed for bereavement it will paid as a holiday and you will not receive additional bereavement time.

You may receive pay for one working day for the attendance of the funeral of a close relative not listed as immediate family above. This payment is at the discretion of your manager.

Revision History

Version
(optional)

Date

Responsible University Office

Approved By

2.1

7/1/2016

Human Resources

Danielle Manning

Overview

This policy outlines Suffolk University’s compliance with the Massachusetts Small Necessities Leave Act (SNLA).

Eligibility

You are eligible for Small Necessities Leave if you have worked for the University for at least 12 months, and for at least 1,250 hours during the 12-month period preceding the start of your leave.

Policy

If you are an eligible employee you are entitled to 24 hours of leave during any 12-month period to:

  • Participate in school activities directly related to the educational advancement of your son or daughter, such as a parent-teacher conference or interviewing for a new school
  • Accompany your son or daughter to routine medical or dental appointments, such as check-ups or vaccinations
  • Accompany your elderly relative to routine medical or dental appointments or appointments for other professional services related to your elder’s care, such as interviewing at nursing or group homes

If you are eligible for SNLA leave you may take unpaid time off, use vacation time, or take applicable Health Absence time. Small Necessity Leave may be taken intermittently in increments of one hour.

Procedure

If your necessity for leave is foreseeable, you must provide the university with no less than seven days of notice before the date your leave is to begin. If your necessity for leave is not foreseeable, you should provide as much notice as possible.

Your department may require you provide written certification or documentation to support your request for leave under this act.

Revision History

Version
(optional)

Date

Responsible University Office

Approved By

2.1

7/1/2016

Human Resources

Danielle Manning

Overview

Suffolk University values the contributions employees make to our country by their service in the uniformed services. Therefore, Suffolk University’s Military Service Leave policy not only complies with the rights afforded employees under the Uniformed Services Employment and Reemployment Rights Act (USERRA), but far exceeds them.

Eligibility

You are eligible for Military Service Leave if you are absent from work because of service in the uniformed services.

Eligible uniformed service leave includes service in the following branches of the U.S. military:

  • Armed Forces (Army, Navy, Air Force, Marine Corps, and Coast Guard), including the Reserves
  • National Guard, including the Army National Guard and Air National Guard
  • Commissioned corps of the Public Health Service
  • Any other category of persons designated by the President in time of war or national emergency

Employees who are time-limited or intermittent/seasonal workers are not eligible for the benefits under this policy.

Policy

If you are an eligible employee in the uniformed services you may take leave under this policy for the following types of military service:

  • Active duty
  • Active duty for training
  • Initial active duty for training
  • Inactive duty training
  • Full-time National Guard duty
  • Submitting to an examination to determine your fitness for any of these services
  • Funeral honors duty performed by the National Guard or Reserve members
  • Service as an intermittent disaster response appointee of the National Disaster Medical System when you are: a) activated under federal authority; or b) attending authorized training in support of a federal mission

The University will supplement your military pay, if it is less than your University pay, for the first six weeks of your military service during each 12-month calendar year. If your service continues beyond six weeks, you may elect to use accrued vacation time to supplement your military pay.

You may be reinstated to your position after military service provided the cumulative length of your service has not exceeded five years. However, the University reserves the right to not reinstate you in the following circumstances:

  • If the University’s circumstances have changed so as to make reinstatement impossible or unreasonable
  • If it would impose an undue hardship on the University

You may choose to continue health insurance coverage for you and your dependents for up to 24 months while engaged in military service. If you are in a paid status while on leave, your health insurance payments will be deducted automatically. If you are in an unpaid status during your leave, the University will coordinate how you will make payments in order for you to have continued health insurance coverage.

Benefit accruals, such as vacation or health absence, will be suspended during your leave and will resume upon your return to active employment.

Procedures

If you are a member of the uniformed services and need to take Military Service Leave, you should provide advance notice to your supervisor and the Human Resources Office. When possible, you should give at least 30 days of notice of your request for leave. If a 30-day notice is not possible because of military necessity or for other reasons, you should provide as much notice as possible.

Reinstatement:

You may be eligible for reinstatement to your former position or one of like seniority, status and pay after your Military Service Leave. If you wish to return to work after your leave, you must report to work, or submit a notice of your intent to return, to the Human Resources Office (HR) as follows:

Military Service of One to 30 Days or Absence for a Fitness for Duty Exam:

You must report to work by the beginning of the first regularly scheduled workday following the completion of your military service, after allowance for safe travel from your place of service to your home, and after an eight-hour rest period. If reporting back to work within this period is impossible or unreasonable through no fault of your own, you must report to work as soon as possible.

Military Service of 31 to 180 Days:

You must submit a notice of your intent to return to work to HR not later than 14 days after completion of your period of military service. If submitting a notice within this period is impossible or unreasonable through no fault of your own, you must submit a notice of intent to return as soon as possible.

Military Service of 181 or More Days:

You must submit a notice of intent to return to work to HR no later than 90 days after completion of your period of military service.

If you are recovering from an illness or injury incurred from, or aggravated during, the performance of your military service, and your period of service was 30 days or less, you may report to work after the period of time necessary to recover from your injury or illness. If you are recovering from an illness or injury from your military service and your period of service was 31 days or more, you may submit a notice of intent to return to work after your recovery. Your period of recovery generally may not exceed two years.

If you are submitting a notice of intent to return to your job, at the University’s request, you may also be asked to submit documentation to establish that:

  • Your application is timely
  • You have not exceeded the service limitation of five years
  • Your entitlement to benefits under USERRA have not been terminated based on a dishonorable or bad conduct discharge, nor a dismissal or dropping from the rolls by a court-martial sentence

If you have any questions regarding this policy, or issues not addressed in this policy, please contact the Human Resources Office.

Revision History

Version
(optional)

Date

Responsible University Office

Approved By

2.1

7/1/2016

Human Resources

Danielle Manning

Overview

Suffolk University fully supports and encourages employees who are called upon to fulfill their civic duty on a jury. Therefore, the University’s jury duty policy not only complies with the Massachusetts and federal jury duty laws, but far exceeds them.

Eligibility

To be eligible for paid jury duty leave you must be a regularly employed individual at the university. This includes full-time, part-time, time-limited, and non-standard hour (e.g. adjunct faculty) employees.

Policy

In Massachusetts, jury duty is generally limited to one day or the length of one trial. Federal trial or federal grand jury may vary in length.

Suffolk University will pay your full rate of pay for the entire length of your service on a jury. This policy extends to employees who have been called upon to serve on either a trial or grand jury at the federal or state level. This policy is in compliance with Massachusetts and federal law, and actually exceeds it. By law an employer is only required to pay employees for their first three days of service.

In order to receive this benefit you must sign the checks you receive for your service over to the University.

Procedure

You must notify the University of your upcoming date of jury duty service as soon as possible. Staff should notify their supervisors. Faculty, including lecturers, should inform the Dean’s Office. If your jury duty service is cancelled, you must notify the University as soon as possible, and report to work as per your normal schedule.

You will continue to be paid your full rate of pay by the University for the entirety of your service. The check you receive for your service from either the Commonwealth or the United States must be signed over to the University. If you fail to sign over your check within three weeks from the date of receipt, your full rate of pay for the day will either be rescinded or charged against your vacation time.

The University also asks that you provide a copy of your juror service certificate as soon as possible after its receipt.

Revision History

Version
(optional)

Date

Responsible University Office

Approved By

2.1

7/1/2016

Human Resources

Danielle Manning

Overview

Suffolk University is supportive of the civil process and recognizes that employees may be called upon to testify in court as either a victim or witness in a civil or criminal proceeding. In recognition of the Massachusetts Bill of Rights, the University is particularly sensitive to those who are victims of crime.

Eligibility

This policy applies to all full-time and part-time employees.

Policy

If you are a victim of a crime and have been called upon to testify in either a criminal or civil proceeding, you may elect to use Vacation Time, Health Absence Time, or take unpaid time off.

If you are a witness and have been called upon to testify in either a civil or criminal proceeding, you may elect to take Vacation Time, or take unpaid time off.

If you have been called upon to testify in a civil proceeding on a matter unrelated to your employment, you may take either Vacation Time or take unpaid time off.

If you have been called upon to testify in a criminal or civil proceeding related to your employment, you will receive your full rate of pay.

Procedure

If you are called upon to testify in a civil or criminal proceeding, you must provide the University with advance notice of your upcoming absence. You must also provide the university with a copy of the subpoena.

Revision History

Version
(optional)

Date

Responsible University Office

Approved By

1.1

7/1/2016

Human Resources

Danielle Manning

Summer Hours Policy

During the summer there are significantly fewer student- and faculty-related activities on campus, and therefore the pace of work changes for many departments. This change allows additional flexibility in organizing work, so managers may approve compressed work schedules, known as Summer Work Hours, whereby full-time staff work their standard hours over the course of four days, rather than five.

NOTE: Staff members are not required to participate in summer work hours and may continue with their regular schedules throughout the summer.

Managers may designate summer work hours for any or all of the eight-weeks between beginning on Monday, June 17 and concluding with the week that ends on Friday, August 16, with the exception of the week of July 4 (see last section below). SWH are available based on department needs and commitments (e.g., new student orientations, financial audit). Some departments may not be able to accommodate summer work hours at all or not for the full eight weeks.

Each department/office must inform and receive approval from its Dean/SVP for planned SWH schedules.

Summer work hours are available to employees at managers' discretion. When summer work hours can be accommodated, employees who participate in SWH must take Friday as the designated day off, thereby allowing normal cross-University work to take place on the other four days each week. This may mean some departments/offices will not be staffed on Fridays. Certain parts of the University (e.g., libraries, ITS) may need a minimal level of staffing on Fridays and may make other arrangements for the few staff required to work on Fridays.

Staff members should work with their manager to determine appropriate daily work hours. Staff participating in SWH commonly work from 8:15 a.m. to 5:45 p.m., with a 45 minute lunch break. Specific hours, however, must be agreed upon between the staff member and manager, and may need to change due to department demands and scheduling needs.

Salaried (exempt) staff who are approved to work SWH weeks must still complete their normally-required job duties during the compressed time frame, which frequently exceeds 35 hours per week

Hourly (non-exempt) staff who are approved to work SWH weeks must still complete their normally-required 35 hours during the compressed time frame.

The University will be closed on Thursday, July 4 and Friday, July 5, with the likely exception of the Moakley Law Library, which will be open on July 5. SWH are not available during this week.

If a staff member takes time off (vacation or health absence) during a week in which they also takes another day off for SWH, the vacation/health absence day shall be recorded as 8.75 time off hours. For example, if an employee takes a vacation day on Monday and then does not work Friday due to SWH, the employee will record 8.75 hours of vacation time off for Monday.

If there is a school closure during the summer work hour time period, the school closure shall constitute a 7 hour day. Hourly (non-exempt) staff should work their remaining hours during the remaining days of that specific week. Salaried (exempt) staff may consult with their manager to determine if the remaining hours and/or required job duties can be worked in an alternative time-frame during such a week.