• Automated Reduction of Vacation and Sick Leave Balances<br/>Due to Leave Without Pay

Automated Reduction of Vacation and Sick Leave Balances
Due to Leave Without Pay

Automated Reduction of Vacation and Sick Leave Balances<br/>Due to Leave Without Pay

MIT policies state that when an employee is on Leave Without Pay (LWOP) for a month or more vacation does not accrue, and sick leave credit is reduced proportionally. Beginning on March 1, 2013, these adjustments to vacation and sick-leave balances will be automated.

Note: See below for definitions by payroll category of a month and of Leave Without Pay.

Learn More:

Overall Method

The days an employee is on Leave Without Pay will be counted. The days on LWOP do not need to be consecutive to be counted.

Vacation

Every time the count adds up to one month, the employee's next scheduled vacation accrual will be skipped.

Note: The number of days on LWOP will be re-set to zero upon the employee's annual anniversary of employment.

Time on LWOP Vacation Accrual Reduction
One month 1 month's vacation accrual
(1.25 or 1.667 days, depending on years of service)
Two months  2 months' vacation accrual
(2.5 or 3.334 days, depending on years of service)
Etc.  

Sick Leave

For those eligible for sick leave (support and service staff), the sick-leave balance will be reduced on the annual anniversary of employment, based on the number of months of LWOP taken in the past year.

Time on LWOP Sick Leave Balance Reduction
One month 1 day
Two months 2 days
Etc.  

Notification

Employees will be notified by email and on their paystubs when their leave balances have been reduced.

Details of the implementation vary by the type of employee.

Sponsored Research Staff (SRS), Senior Researchers, Postdoctoral Associates

Calculation

A month of LWOP consists of 30 calendar days, based on the following Personnel Actions/Reason combinations:

Personnel Actions:

  • Leave of absence w/o salary
  • Leave of absence w/o salary/LL (for Lincoln Lab employees)

Action Reasons:

  • FMLA w/o pay
  • Furlough
  • Military
  • Personal
  • Professional

Notification

Employees will be notified automatically when their leave balances have been reduced, by email and on their paystubs.

Administrative Staff and Technical Instructors

Calculation

As with SRS staff, a month of LWOP consists of 30 calendar days, based on the following Personnel Actions/Reason combinations:

Personnel Actions:

  • Leave of absence w/o salary
  • Leave of absence w/o salary/LL (for Lincoln Lab employees)

Action Reasons:

  • FMLA w/o pay
  • Furlough
  • Military
  • Personal
  • Professional

Implementation

Leave reductions for Administrative Staff and Technical Instructors will not be automated because their vacations are not tracked centrally. Rather, HR will notify departments periodically when vacation balances need to be reduced. The department will carry out the balance reduction.

Notification

Employees will be notified by their departments when their leave balances have been reduced.

Support and Service Staff

Calculation

A month of LWOP consists of 22 full work days based on the timesheet. Partial days of LWOP will not be counted. The following absence types will be counted as LWOP:

  • Extended Sick Leave*
  • Furlough
  • Industrial Accident (affecting sick leave only, not vacation)*
  • Leave Without Pay
  • Military Leave Without Pay
  • Sick Leave Without Pay

*Apply to union staff only; see your union contract.

Notification

Employees will be notified automatically when their leave balances have been reduced, by email and on their paystubs.

Timesheet Changes

Beginning March 1, 2013, each employee must complete the timesheet so the total hours reported equals the employee's normal work week. If there is a gap between the hours reported and the normal work week, the missing hours should be entered as Leave Without Pay (LWOP).