Leave Programs

Employees who earn leave but who have depleted all their own leave balances may be granted advanced leave for medical absences to a maximum of 80 hours. Future sick and vacation leave will be adjusted as earned against the amount of leave advanced until leave returned equals leave advanced. The requesting employee completes and submits the Advanced Leave Agreement (PER-60) form, to the department head for approval.

When Eligible: Eligibility begins with the first day of employment. The employee must have exhausted all leave (vacation, sick, compensatory time, holiday compensatory time and discretionary day) and is not currently receiving shared leave and must not have a history of leave abuse.

Who Pays: The university pays the employee’s salary while on advanced leave, but future earned sick and vacation leave accruals will be adjusted for the amount of the advanced leave. If the employee separates from K-State before the advanced leave is deducted from the employee’s sick and vacation leave accruals, the remaining balance of hours owed will be deducted from the employee’s final paycheck.

Additional provisions and guidelines can be found in the PPM Chapter 4860.

Employees are granted up to 20 working days in a 12-month period to assist with natural disaster recovery occurring in Kansas or states contiguous to Kansas. The employee must be certified by the American Red Cross and the employee’s services must be requested by the American Red Cross in support of a Level II or above declared disaster. While on disaster service leave, the employee is not covered by the State of Kansas workers’ compensation program or Kansas tort claims act.

When Eligible: Coverage begins with the first day of employment.

Who Pays: The university pays the employee’s salary up to the 20 working day limit.

This program provides approved recovery time away from work for employees who choose to donate organs, tissue, bone marrow, or blood products. All active, all benefits eligible employees may receive paid leave for participating in this program. The amount of time away is dependent upon the type of participation.

When Eligible: Eligibility begins with the first day of employment.

Who Pays: The university pays the employee’s salary while on donor leave.

Employees are granted up to 12 work weeks of leave in a 12 month period for certain family and medical reasons. The employee is required to use all accrued paid leave toward the FMLA entitlement before being authorized leave without pay. Family members are limited to the employee, spouse, children and the employee’s parents.

When Eligible: Eligibility starts after 12 months of employment with the State of Kansas and the employee has worked at least 1250 hours in the 12 months immediately preceding the date FMLA leave begins.

Who Pays: The university pays the employee’s salary if the employee is in paid leave status; otherwise, the employee is on leave without pay.

Further Information: FMLA Policy (from the Department of Labor), HR Liaison Tools

The employee may be granted up to six (6) work days funeral leave under certain circumstances.

When Eligible: Eligibility begins with the first day of employment.

Who Pays: The university pays the employee’s salary while on funeral leave.

Inclement weather leave occurs only when declared by the University President or his designee, or the Governor of Kansas. Weather conditions warranting this declaration are severe enough to close or substantially reduce the University schedule and operation. When inclement weather is declared, Human Resources will provide guidance on payroll coding so that affected employees are compensated appropriately for time designated as inclement weather leave. See the PPM 3035, Inclement Weather General Policy and Procedure for more information.

When Eligible: Eligibility begins with the first day of employment.

Who Pays: The university pays the employee’s salary while on inclement weather leave.

Situations qualifying for job-injury leave at the University generally apply to those employees working in protective service. Any injury qualifying for job-injury leave must be approved by the Provost or Vice President for Human Resources.

When Eligible: Eligibility begins with the first day of employment.

Who Pays: The university pays the employee’s salary while on job injury leave.

The employee is granted paid leave for required jury duty before a court or other approved body or as a witness in a court case or other hearing. This does not include the employee’s personal court cases or hearings.

When Eligible: The employee is eligible upon approval of University.

Who Pays: The university pays for the employee’s salary while on approved jury duty leave.

Authorized leave from regular University duties for purposes not related to University duties and during which the benefits-eligible employee receives no University compensation constitutes leave without pay. The reason(s) for leave without pay may include professional growth, significant public service, health or other personal reasons.

Who is Eligible: Only employees in budgeted positions and who are not on term appointments qualify to be considered for leave without pay.

Term and temporary employees are not eligible for LWOP except when on approved FMLA leave. The only exception is faculty who hold nine-month term appointments who are not appointed for the summer but who have a contract for the following academic year may be placed on involuntary leave without pay for the summer months.

Form: Leave Without Pay - Memorandum of Agreement

Military Leave is categorized into three different types:

1. Full-Time Active Duty — for other than training purposes

2. Military Leave for Reserve Component and National Guard Duty

3. Military Leave for Kansas or State National Guard

When Eligible: Eligibility is based upon approval by the University.

Who Pays: The university pays the employee’s salary while on approved military leave with pay.

Employees are granted up to eight work weeks of paid leave (primary caregiver) or four work weeks of paid leave (secondary caregiver) following the birth, adoptive placement of a child under six years of age, and placement of a foster child of any age. Leave must be used within 12 weeks of the date of birth or placement. The employee must complete a Parental Leave Form (pdf) prior to being awarded leave.

When Eligible: Eligibility begins after 12 months of continuous employment with the State of Kansas.

Who Pays: The university pays the employee’s salary while on parental leave.

Further Information: Parental Leave Policy

Frequently Asked Questions

Q: My spouse also works at K-State. Are we both eligible for parental leave?

A: Yes. You will need to designate which parent is primary caregiver and which parent is secondary caregiver, if both parents intend to take paid parental leave. The number of weeks of paid parental leave available to each employee will be based on your designation. If only one parent works at K-State, they will be considered the primary caregiver.

Q: I’m adopting a six year old, may I use parental leave?

A: Yes. The policy allows parental leave for an adopted child up to six years of age.

Q: I’m a nine month employee and my baby is born in the summer. Am I eligible for parental leave?

A: This will depend on when your child is born. Parental leave is available for up to 12 weeks after the baby is born. Once you have returned to pay status (on contract) in August, if there are any weeks remaining of the 12 weeks, you may use parental leave for that time.

Example: If you are the primary caregiver and your baby is born August 1 and your nine-month contract begins August 15, you would have 10 of the 12 weeks’ eligibility remaining. You would have eight weeks of parental leave available to use during this time. If your baby was born on June 15 and your nine-month contract begins August 15, you would have three of the twelve weeks’ eligibility remaining. You would have three weeks of parental leave available to use during this time.

Q: What do I do to apply for parental leave?

A: Fill out the parental leave request complete the form with your supervisor/leader and return to your departmental HR Liaison.

Q: Is there an approval process for requesting parental leave?

A: When you submit the parental leave request form, HR will verify your eligibility for the benefit.

Q: Can I take parental leave on a reduced scheduled or intermittently?

A: Parental leave can only be used intermittently or on a reduced schedule if the department/unit head agrees to the arrangement.

Q: How do FMLA and parental leave work together?

A: The University’s Family Medical Leave (FMLA) policy provides for up to 12 weeks of time off (including both paid and unpaid leave) for eligible employees following the birth or adoption of a child. When the employee qualifies for FMLA for birth or adoption of a child and paid parental leave, the two benefits will run concurrently for the timeframe applicable to both. For more information regarding the University’s Family and Medical Leave Act policy, see PPM 4080.040.

Q: I’m having a multiples birth (twins, triplets), do I receive more parental leave time?

A: The occurrence of a birth or adoption of multiple children (e.g., the birth or adoption of twins) does not increase the length of paid parental leave for that qualifying event.

Q: I’m having a baby, but I have been employed 11 months, am I eligible for parental leave?

A: No. However, once you have reached 12 months of continuous service with a State of Kansas employer, you become eligible for the parental leave program. You may use the paid parental leave within the 12 weeks after the qualifying event.

Example: If your baby is born August 1 and you reach one year of service on August 15, you will have 10 of the 12 weeks eligibility remaining. You would have eight weeks of parental leave available to use during that time.

Q: Who is considered a “parent” for this policy?

A: For this policy, a parent is defined as a biological or adoptive father or mother.

Q: I will be on parental leave over a designated university holiday. Will this time be counted towards paid parental leave or holiday?

A: Official and observed holidays do not count against paid parental leave.

Q: If I previously worked for the university and had a break in service, do I still have to wait 12 months after my most recent start date to become eligible for paid parental leave?

A: Yes. The 12 months of service must be consecutive. However, during the break in service if you were still employed by the State of Kansas that service could count towards eligibility criteria.

Example: An employee left employment with Kansas State University on January 1 and was employed with the Kansas Department of Labor from January 2 – July 1 and returned to employment with Kansas State University on July 2 there would not be a break in service and employment from January 1 – July 2 would be considered towards the 12-month eligibility period.

In strictly meritorious cases, a full-time faculty member on a regular appointment, who has served continuously for a period of six years or longer, may, at the convenience of the university and upon approval of the president, be granted sabbatical leave for the purpose of pursuing advance study, conducting research studies, or securing appropriate industrial or professional experience. Such leave shall not be granted for a period of less than one semester nor for a period of more than one year, with reimbursement being made according to the following schedule:

1. for 9-month faculty members, up to half pay for an academic year, or up to full pay for one semester.
2. for 12-month faculty members, up to half pay for eleven months, or up to full pay for five months.

When Eligible: Eligibility begins after six years of full-time employment at KSU.

Who Pays: The university pays the employee’s salary according to the above guidelines.

Related Information:

• Department Head Manual: Sabbatical Leave Guidelines
• University Handbook, Section E: Leaves, Insurance, and Retirement Programs: Sabbatical Leave
• Application for Sabbatical Leave (pdf)

Qualifying employees may receive donations of leave when they experience a serious, extreme or life threatening injury, impairment or physical or mental condition, either personally or by a family member. The family member definition is limited to persons related to the employee by blood, marriage, adoption, or minors residing in the employee’s residence as a result of court proceedings pursuant to the Kansas code for care of children or the Kansas juvenile offenders code. The employee must use all accumulated leave, including vacation, sick leave and compensatory time earned, before requesting donations.

When Eligible: Eligibility begins after 6 months of continuous service.

Who Pays: The University pays the employee’s salary based upon the number of hours of donated leave.

Forms:

• Shared Leave Request Form (PER-64A&B)
• Shared Leave Donation Form (PER-64D)

Full-time Exempt University Support Staff

*Exempt employees shall only use sick leave in either 4 or 8 hour increments.

Full-time Exempt Unclassified Employees

Non-Exempt Employees (Unclassified and University Support Staff)
All Non-exempt employees earn sick leave based upon the number of hours in pay status per pay period.

**Maximum standard hours allowable under the Fair Labor Standards Act.

Part-time Employees
When Eligible: Sick leave accrual starts on the first day of employment.

Who Pays: The university pays the employee’s salary while on approved sick leave.

When Eligible:Accrual of vacation leave starts on the first day of employment. Hours are available for use the first day of the pay period following accrual.

Who Pays: The university pays the employee’s salary while on approved vacation leave.

Full-time Exempt Empoyees
Annual leave will be earned for the first and second bi-weekly pay periods during the first 11 months of the fiscal year. Annual leave earned will not exceed 22 days (176 hours) per fiscal year. Employees appointed after the beginning of the fiscal year will earn annual leave during the twelfth month (June) as long as they do not exceed the 22-day maximum. The maximum accumulation amount is 38 days or 304 hours. Nine-month unclassified employees appointed to an instructional position do not earn vacation leave.