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Human Resources Classified Staff
Policy and Procedures

POLICY

Classified Staff employees with a regular schedule of work may be granted an administrative leave with pay for the following reasons:

1. Jury Duty or Material Witness Service

ELIGIBILITY

A Classified Staff employee called upon for service on a jury or as a subpoenaed witness, other than as a plaintiff or defendant, in a judicial or administrative proceeding, shall be granted leave with pay to perform such service.

EMPLOYEE RESPONSIBILITY

The Classified Staff employee shall notify her or his supervisor immediately upon notice of being scheduled for such service, advising the supervisor periodically during the leave if prolonged service is required, and return to work promptly upon completion of such service. A Classified Staff employee who can reasonably meet some or all of his/her regular work schedule is expected to do so. Employees who wish to receive administrative leave with pay for periods of jury duty service shall submit a juror excuse slip to their supervisors.

FEES EARNED

A Classified Staff employee who receives a fee for jury duty or as a subpoenaed witness shall either (A) remit the jury/witness fee to the University bursar through their supervisor or department head and record jury duty hours as Administrative Leave With Pay, or (B) accept jury duty fee and record jury duty hours as Excused Unpaid Absence. A Classified Staff employee with accrued vacation time may elect, with their supervisors prior approval, to take the jury/witness day(s) as vacation, in which event they may retain any jury or witness fee paid to them.

PROCEDURE

The employee shall notify his or her supervisor of the starting and ending dates of jury duty. The supervisor shall then notify the departmental payroll representative to adjust the Payroll Time Roster by entering the appropriate leave code in the "Time Recorded" section. The leave code "J" is entered to record jury duty hours for which the employee wishes to receive Administrative Leave With Pay or the leave code "A" is entered to record hours for which the employee wishes to keep the jury duty pay and take jury duty hours as excused unpaid absence.

Employees who elect to receive Administrative Leave With Pay shall submit a check, payable to the University of Arizona, for an amount equal to jury duty pay to the supervisor or department head upon completion of jury duty. The department head shall then submit the Check to the Bursar's Office.

2. Emergency Leave

The University President or designee may grant a temporary emergency leave in the case of natural disasters or other circumstances which may restrict or jeopardize the employee's safety and/or health.

3. Voting Leave

Classified Staff employees shall be granted reasonable paid time off for voting in a general or special election if the polls:

• open less than three (3) hours before the employee's regular work shift, or
  
  
• close less than three (3) hours after the end of the employee's regular work shift.
  
  

Requests for such absences shall be made prior to election day. The supervisor may specify the time of day the employee may be absent.

4. Annual Military Active Duty Leave

ELIGIBlLITY

A Classified Staff employee who is a member of the National Guard or a reserve component of the U. S. Armed Forces shall be granted a leave with pay for active duty or active duty training for a period not to exceed 30 work days in any two (2) consecutive calendar years.

EMPLOYEE RESPONSIBILITY

Annual military active duty leave must be requested in advance. A copy of active duty orders must accompany the request.

5. Bereavement

A Regular Classified Staff employee may be granted administrative leave, not to exceed three (3) working days, because of the death of the employee's spouse, parent, parent-in-law, child, brother, sister, grandparent, grandchild, brother-in-law, sister-in-law, son-in-law, daughter-in-law, or any other person who is a member of the employee's household. A parent is defined as a natural parent, step-parent, adoptive parent or surrogate parent. A child is defined as a natural child, adoptive child, foster child or step-child.

In the event the employee is required to travel out of state to attend or conduct business related to the funeral of a relative as specified above, the employee may be granted administrative leave not to exceed five (5) working days. An employee may be granted two additional paid working days in order to attend or arrange funeral services out-of-state.

Employees on Family and Medical Leave who would otherwise be eligible to apply for bereavement leave, may notify their supervisor of the event and be credited with the appropriate pay and leave designation. Bereavement leave shall not be credited toward Family and Medical Leave entitlement.

An eligible employee may use sick leave upon death of family members who are not covered under this policy. Employees may use up to three days of accrued sick leave for this purpose and two additional days to attend or arrange funeral services out-of-state.

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