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Section 100:
Introduction
Section 200:
Hiring and Employment
Section 300:
Employee Relations
Section 400:
Professional Conduct
Section 500:
Employee Development
Section 600:
Time Away From Work

601: Holidays 601

602: Paid Leave For Staff

603: Family and Medical Leave

604: Short- and Long-Term Disability Leave

605: Sick Leave

606: Leave without Pay (Leave of Absence)

607: Leave for Military Duty

608: Funeral Leave

609: Voting Time

610: Jury Duty and Court Appearances

611: Inclement Weather

612: Paid Leave For AAPs

613: Injury on the Job and Workers' Compensation [Pdf]


Section 700:
Compensation
Section 800:
Work Hours and Pay Practices
Section 900:
Health & Safety
Section 1000:
University Policies
Printer Friendly Version [Click Here]

Human Resources Manual > Time Away From Work > Paid Leave For AAPs
Policy Number: 612 Effective Date: 3/1/2009
New: Revised: X
     
612.0 POLICY

PAID LEAVE FOR ACADEMIC AND ADMINISTRATIVE PROFESSIONALS (AAPS)

 

612.1 STATEMENT

Georgetown University grants to eligible AAPs paid leave for rest and recreation; personal reasons; family and medical leave; sick and safe leave; religious observances; emergencies; or other events covered by law.

 

612.2 PHILOSOPHY The University recognizes the importance and value of paid leave so that AAPs may have paid time away from work for a variety of reasons.  Georgetown complies with all applicable local and federal law regarding paid time off.
612.3

PROCEDURES

Eligibility
Paid Leave is available to all AAP employees who are regularly scheduled to work at least 16 or more hours per week (40% FTE).  Paid leave is also available to non-regularly scheduled AAP employees who work at least 960 hours within a rolling calendar year, without a break in service.  Part time AAPs scheduled to work at least 16 or more hours per week (40% FTE) and those scheduled to work less than the standard work year will earn a pro rate portion of the full time benefit.

Within the general requirements set by the University, each department is responsible for establishing the normal work schedule for positions within the department. When circumstances require it, AAPs are expected to work whatever hours are required to accomplish the duties of their position, regardless of their normal workweek.

Accrual and Accrual Rate
Full time Academic and Administrative Professionals are those routinely scheduled to work a forty-hour workweek.  The length of the standard of work year is twelve months.

Full time AAPs are entitled to 21 days (168 Hours) of paid leave in the first year of their employment with the University. For each additional year of employment, AAPs will be granted an additional day of leave up to a maximum of 26 days (208 Hours). Part time employees will receive a pro rata share of the full time benefit. For AAPs who are transferring from another University position, the accrual rate will be the start date with the University and not the date of transfer.

Paid Leave accrues on a per payroll period basis. Supervisors have the option of allowing AAPs to take leave time before it is accrued to meet the needs of the department or, in some cases, to meet personal needs.  In the event an AAP has a negative leave balance when he/she transfers to another University department or terminates, an adjustment will be made in the employee's final paycheck in the department he/she is leaving.

AAP LEAVE ACCRUAL TABLE

The amounts specified in this table are calculated based on an assumption of full time employment.  Part time AAPs scheduled to work at least 16 or more hours per week (40% FTE) and those scheduled to work less than the standard work year will earn a pro rata portion of the full time benefit.
 
YEARS OF SERVICE # DAYS EARNED PER YEAR

# PAID LEAVE HOURS ACCRUED BI-WEEKLY

# PAID LEAVE HOURS ACCRUED MONTHLY
1st 21 (168 hours)

6.46

14.00
2nd 22 (176 hours) 6.77 14.67
3rd 23 (184 hours) 7.08 15.33
4th 24 (192 hours) 7.38 16.00
5th 25 (200 hours) 7.69 16.67
6th or more 26 (208 hours) 8.00 17.33

Recordkeeping
AAPs will request and record all paid time off in the Georgetown Management System (GMS).
 

Use of Leave
Paid Leave should be scheduled in advance and requests made by the employee and approved by the supervisor in the Georgetown Management System (GMS). Leave time will not be deducted for absences that are for less than the employee's normally scheduled working day.

Unscheduled leave is any paid leave that is not approved in advance and is normally for a short period of time.  For example, a personal emergency would require use of unscheduled paid leave.  To qualify for unscheduled paid leave, an employee must follow the department's established call-in procedure. If an employee fails to follow the department's established procedure, the absence is treated as unauthorized and unpaid leave.

However, unscheduled leave will be paid if the need for leave is unforseeable and the employee has given verbal notice at the start of the work day for which paid leave is requested or, if the employee has an emergency, within twenty four hours of the onset of the emergency.  Departmental call in procedures must allow for notification of this type.

In order to meet the needs of a school or department, the dean or department head may establish more specific regulations related to paid leave usage. The dean or department head may set specific times of the year when leave must be taken or specific times when leave cannot be taken, as long as the regulations apply with applicable law.

Leave for Religious Observances
AAPs may request paid leave for religious observances that are not part of the holiday schedule. Employees should provide supervisors with adequate notice of such a request. In compliance with the District of Columbia law, employees may use paid leave for a nonscheduled religious holiday; or the employee may be permitted to work outside of his/her regularly scheduled hours to make up for the time off.

Illness 
Continuation of income for periods of illness or disability is outlined on the Office of Faculty and Staff Benefits website.  Absence from work due to an illness will not be deducted from paid leave time.

Sick and Safe Leave
In compliance with the D.C. Accrued Sick and Safe Leave Act of 2008 ("Sick and Safe Act"), employees may use paid leave for absences associated with domestic violence or sexual abuse, as required by law.  Supervisors may not deny requests for leave when the leave is being used consistent with the Sick and Safe Act.  All unscheduled leave will be paid if the need for leave is unforeseeable and the employee has given verbal notice at the start of the work day for which paid leave is requested or, if the employee has an emergency, within twenty four hours of the onset of the emergency.  Departmental call in procedures must allow for notification of this type.  Questions regarding the scope of the law should be directed to Human Resources.

Maximum Leave Accrual
If some or all of an AAPs paid leave cannot be taken in the fiscal year, the AAP may carry over unused leave time up to a maximum of 1 1/2 times the employee's annual accumulation, or up to a maximum of 36 days.

Once an employee reaches the maximum accrual, leave accrual ceases until the employee uses paid leave hours and the accrual drops below the maximum limit.

Restrictions

1.  Paid leave will not accrue during continuous periods of unpaid leave or paid disability that last more than one payroll period.

2.  Paid leave will not accrue when an employee is receiving Long Term Disability benefits.

3.  To allow for proper orientation, a department may restrict an employee's use of paid leave during the first 90 days of employment.  However, a department may not restrict an employee's use of paid leave when it is requested for a reason that is covered under the Sick and Safe Act, provided appropriate notice is given.  Departments may not restrict an employee's use of paid leave when the employee has transferred from another department of the University.

4.  An employee can not be restricted in his/her election to substitute paid leave for unpaid Family and Medical Leave under Human Resources Policy 603, if applicable. 

Payment of Leave

At Termination
Upon termination of employment, accrued unused paid leave may be used or compensated, as determined by the department in consultation with the AAP.

At Transfer
If an AAP transfers to another department, only the amount of unused leave accrued in the current fiscal year will be carried over to the new department at the new department's expense.  The former department will be responsible to grant paid leave time or compensate the AAP for any unused leave time that was carried over from the previous fiscal year.  An AAP will accrue leave time in the new department according to the policy that applies in the new department and his/her employment category.   

Transition Procedures
AAPs receiving paid leave in excess of 26 days (208 Hours) per year at the time of implementation of this policy (July 1, 1999) will be grandfathered while in their current department.


 
612.4 RESPONSIBILITY AAPs are responsible for complying with this leave policy. Department heads are responsible for ensuring proper administration of paid leave, scheduling and recordkeeping.

 
612.5 RESOURCE Contact youe Human Resources Generalist if you have questions or if you would like more information about this policy. 



  Human Resources, 37th & O St, Georgetown University, Washington, DC 20057
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