Human Resources - Employee Handbook

Leave/Holiday Benefits

 

Useful HR Benefits Policies:

Accrued Leave
http://www.austincc.edu/admrule/6.10.002.htm

Holidays
http://www.austincc.edu/admrule/6.10.006.htm

Leave
http://www.austincc.edu/admrule/6.10.001.htm

Leave/Grant Employees
http://www.austincc.edu/admrule/6.10.005.htm

Leave Without Pay
http://www.austincc.edu/admrule/6.10.004.htm

Non-accrued Leave
http://www.austincc.edu/admrule/6.09.005.htm

Sick Leave Pool
http://www.austincc.edu/admrule/6.10.007.htm

Unauthorized Leave
http://www.austincc.edu/admrule/6.10.008.htm

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Leave Policies

ACC provides a variety of paid and unpaid leave opportunities to meet employee needs. Any leave must be approved by the immediate supervisor prior to taking leave. Any leave must be appropriately and accurately reported in ACC eTime. Listed below are the various leave benefit options. For additional information, contact HR Benefits.

Administrative Leave

Administrative leave is defined as leave reported by an employee when the college is closed due to an administrative decision (ex: power outage, flooding, building maintenance or early College closure), or when an employee is asked not to report to their job by the administration or their supervisor.

Bereavement Leave

A staffing table employee may take up to three (3) days of paid Bereavement Leave for a death in their immediate family. Immediate family means father, mother, brother, sister, son, daughter, husband, wife, father-in-law, mother-in-law, brother-in-law, sister-in-law, son-in-law, daughter-in-law, grandparents and grandchildren. The employee must notify the supervisor of the expected dates of absence, prior to taking leave. If more than three days are needed or if the leave is for the death of someone outside of the immediate family, the employee may use accrued personal or vacation leave with the supervisor’s prior approval. The supervisor must ensure that Bereavement Leave is properly recorded in eTime. Employees who are in an unpaid status are not eligible for paid Bereavement Leave.

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Family and Medical Leave Act (FMLA)

ACC provides family and medical leave to employees in accordance with the Family and Medical Leave Act of 1993. Eligible employees who have worked at least 1250 hours for the previous twelve (12) consecutive month period may take up to twelve (12) weeks of Family and Medical Leave for any of the following reasons:

  • A serious health condition of an employee that renders the employee unable to perform the essential job functions as defined in the employee’s job description
  • The care of a spouse, parent, or child with a serious health condition
  • The birth, adoption or foster care placement of a child (leave cannot extend beyond twelve months of the birth or placement date)

When an employee is on FMLA, the employee should not be expected to take phone calls, talk with other individuals on work related matters, teach, come into the office or complete any work during leave time.

      FMLA- Dual Spouse Employment
      Spouses who are both employed by the College are entitled to a combined total of twelve (12) weeks for the birth, adoption or state-approved foster care or to care for a sick parent (not parent-in- law).  Absences must be approved by each supervisor.

      Intermittent (Reduced Or Interrupted) FMLA Leave
      Intermittent FMLA leave or a reduced schedule may be requested, if medically necessary for specific medical schedules (recovery or otherwise).The employee must indicate the specific dates and duration times of the leave clearly in a letter to their supervisor. Intermittent or reduced schedule leave taken for the birth placement or adoption of a child must be approved by the supervisor for scheduling purposes.

There are some new federal regulations regarding FMLA as it applies to military personnel.  In short, the new provisions require covered employers to permit employees already eligible for FMLA   leave:

  • to use any of their 12 weeks allotment to take leave because of any qualifying exigency (as defined by the Department of Labor at a later date through regulation) arising out of the fact that the spouse, son, daughter or parent of the employee is on active duty or has been notified of an impending call or order to active duty in the Armed Forces in support of a contingency operation;
  • to take up to 26 weeks of leave during a single 12-month period to care for a spouse, son, daughter, parent or next of kin with illness or injury incurred in the line of duty while in the Armed Forces or National Guard or Reserves.

            While the new law contains some differences with respect to notice and certification requirements, the leave under both provisions may be taken intermittently and almost all of the other restrictions and obligations associated with FMLA leave apply.

      FMLA Application Packet
      An employee can secure the application packet from the HR Benefits Office. This packet contains the necessary materials to be completed and returned to HR Benefits prior to starting the FMLA period.  Medical confirmation is required by the employee’s doctor and legal documents are required for adoption.
           
A copy of the completed “Family and Medical Leave Request” should be sent to the supervisor    for information only (approval not required). The original FMLA documents should be sent to HR Benefits for review and approval. Employees must provide HR Benefits with completed documents 30 days in advance, when the FMLA leave is foreseeable. If the medical condition is an emergency, the employee can complete the FMLA certification form within (3) three business days from the start of the emergency.  Supervisors, family, or staff may initiate the FMLA process in the employee’s absence. The FMLA leave may be denied and ACC job protection jeopardized if the employee does not provide the required FMLA notification and documentation.

Employees are required to provide certification from their family’s health care provider (doctor, medical provider, hospital, etc.) verifying illness (medical document) or legal documentation for   absence due to illness, placement of a child for adoption, or state-approved foster care placement. All medical information shall be maintained in confidence and not released, except to authorized persons and will be destroyed in accordance with applicable laws.

Employees are required to exhaust all applicable accrued leave (vacation and sick leave) as part of their twelve-week Family Leave or Medical Leave, prior to the utilization of “unpaid leave.”

Employees on FMLA and in a paid status are eligible to use other types of appropriate leave during this FMLA period, such as Bereavement or Parental Leave, provided that ACC’s criteria for such leave is met. Employees on FMLA and in an unpaid status, are not eligible to use any other type of incidental leave.

Under the provisions of the FMLA, when the employee is approved for FMLA leave, the College is required to hold the position (or an equivalent position), open for twelve (12) weeks. If the employee is unable to return to work after the FMLA leave is exhausted, the College has no further obligation to hold the employee’s position open and the employee may be terminated. All such decisions will be based on departmental and college needs.

If an employee fails to return from FMLA leave, the employee will be required to repay the College for any insurance premiums paid by ACC to maintain coverage during the period of unpaid leave unless there is a recurrence or continuation of the serious health condition that entitled the employee to the leave. The employee is responsible for submitting justification that the failure to return from FMLA leave is based upon a recurrence or continuation of the serious health condition.

Additional information can be found at: http://www.austincc.edu/hr/employeehandbook/leavebenefits.php#fmla

      Definitions

Family Leave is used for the birth, adoption or state-approved placement of a foster child or to take care of a spouse, child, or parent with a serious health condition.

Medical Leave is used for a serious health condition that leaves an employee unable to perform the essential functions of the job.

Parent is a biological, foster, or adoptive parent, stepparent, or a legal guardian.

Child is a biological, adopted, foster child, stepchild, a legal ward, or a child of a person standing in loco parentis.

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Grant Employee Leave Requirements

If you are a regular full-time or half time employee working under a federal, state, or other funded grant, you are eligible for the same level of benefits as other eligible employees (full-time or part-time) provided “that the terms and conditions of the grant provide for such benefits.” However, employees who work under a grant must take accrued vacation leave during the grant year earned and prior to the end of the grant year. Grant employees will not be paid for accrued vacation leave upon separation from the College and must plan accordingly prior to departure or termination of the grant.

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Holidays

Paid holidays are annually scheduled and approved by the Board of Trustees each year. During Winter and Spring Break, Austin Community College is officially closed. However, designated critical departments may remain open for all or part of the break period to serve students and the public. Employees may volunteer or may be assigned to work during this time.

To qualify for Winter or Spring Break holiday pay, an employee must in a paid status for at least ten (10) working days prior to the applicable break.

If an employee resigns on December 31, the employee will receive Winter Break pay through December 31 of that year.

To be eligible for Spring Break pay, an employee must be in a paid status five (5) days following Spring Break.

The following are typically approved paid holidays for eligible employees. The Board of Trustees approves holidays each year and they are listed in the College’s official calendar located on the ACC web site.

  • Winter Break
  • Spring Break
  • Memorial Day
  • Independence Day (4th of July)
  • Labor Day
  • Thanksgiving
  • Martin Luther King, Jr.’s Birthday

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Jury Duty/Court Subpoenas Leave

If an employee receives a summons to serve on a jury or is subpoenaed to appear in court, the employee may request paid leave. Upon receipt of the notice, the employee must attach the summons notification to an Employee Leave Request form and submit these documents to their immediate supervisor. A copy of the appearance summons must be submitted to the immediate supervisor prior to the appearance date. Supervisor should forward Leave of Absence Form to HR Records, to provide documentation for the employee’s leave benefit.Employees must report this leave time on their ACC eTime correctly. An employee may keep any jury duty pay. A Court Clerk slip that documents actual time of service for jury duty should be submitted to the supervisor. An employee who is in an unpaid status is not eligible for paid Jury Duty Leave. Employees will be given Jury Duty leave in eTime when summoned and for subpoenaed appearances the employee will be given administrative leave in eTime. Regular staffing table employees, whether part or full time are eligible for Jury Duty / Court Subpoena leave.

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Leave of Absence

ACC provides a Leave of Absence to accommodate employee needs. A request for a Leave of Absence must begin with the immediate supervisor who is responsible for approval and monitoring employee absence(s) and return(s). The Leave of Absence must also be approved by the next level supervisor and each supervisor of the employee and the Executive Vice President (or Vice President).   A Leave of Absence is granted for a specific period of time and in accordance with the applicable laws designed to protect employees. An employee is expected to return to work on the date specified in order to maintain employment at ACC. All authorized leave must be appropriately recorded in ACC eTime. Employees on a leave of absence do not accrue leave (vacation or sick). The employee will be responsible for payment of premiums through ERS for insurance coverages until such time as the employee is able to resume work duties.

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Leave Without Pay (LWOP)

An employee may, with the approval of the Vice President, be granted Leave Without Pay (LWOP) over 6 months, due to special circumstances such as a serious illness of a member of the immediate family or other approved reason. Such leave shall not exceed (2) two years. The employee will not accrue leave and may not use leave while in a leave without pay status. The employee will be responsible for payment of premiums for all insurance coverages through ERS until such time as the employee returns to an active status with ACC or ERS insurance coverage will be terminated for non-payment.    

A written notification of intent to return must be made to the Vice President of Human Resources at least thirty (30) days prior to the end of the leave. After approval, it will be forwarded to the supervisor of the employee and the Vice-President.    

Educational Leave Without Pay (LWOP)
An employee may, with the approval of the Vice President, be granted Educational Leave Without Pay, not to exceed (2) two years. The employee will not accrue leave and may not use leave while in educational leave without pay status. The employee will be responsible for payment of premiums for   all COBRA insurance coverages through ERS until such time as the employee returns to active status or ERS insurance coverage will be terminated for non-payment.

To request an Educational Leave Without Pay the employee should send a memo to the immediate supervisor indicating the reason for the leave, expected duration of the leave, and expected date of return. The immediate supervisor must submit the request to the Vice President for approval.

Family Medical Leave Act Without Pay (LWOP)
An employee who does not have sufficient accrued leave while on FMLA shall be placed in a Leave Without Pay status. The employee shall not accrue leave and may not use leave while in a leave without pay status. ACC will fund the employee only insurance coverage for the duration of the FMLA. The employee is responsible monthly for any dependent insurance deductions payable by the 10th of each month to ERS. (Notification will be sent by ERS.) A non-sufficient funds (NSF) status will result in coverage cancellation. An employee that exhausts FMLA and has no other leave may be subject to termination, depending upon the department’s operational needs.

Military Leave Without Pay (LWOP)
An employee who is drafted or otherwise called to active duty shall be granted military leave without pay for the duration of the military duty. The employee must provide the immediate supervisor with a copy of the Official Military Orders. The immediate supervisor must submit a copy of the Official Military Orders to HR Records to be placed in the employee’s file. Notification of intent to return must be made as soon as possible after service and in accordance with USERRA following discharge from military service.  Such leave shall not be considered a break in service; however, no leave shall accrue and the employee will be responsible for payment of COBRA group health premiums through ERS, if medical coverage is selected to continue beyond the 15-day annual military leave time period. Retirement Plan deposits (as applicable) can be purchased upon the employee returning to work. Contact HR Benefits for information.

Work-related Disability Leave Without Pay (LWOP)
If an employee is disabled due to a certified work-related injury or illness and receiving Workers’ Compensation benefits, the employee will be automatically placed on disability leave without pay status.  An employee on disability leave will not accrue leave and may not use leave while in leave without pay (LWOP) status. The employee will be responsible for payment of premiums through ERS for insurance coverages until such time as the employee is able to resume work duties. Under FMLA rules, the employee’s accrued vacation will be paid before an unpaid status or LWOP status begins.

Employees are encouraged to report work-related injuries or illness to the immediate supervisor and Campus Police as soon as possible.

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Military Leave

An employee who is drafted or otherwise called to active duty, or who leaves his position for extended active duty in the military services of the United States during a war or national emergency, shall be granted “Military Leave without pay” for the duration of such war or national emergency after notifying the employee’s supervisor, Vice President of Human Resources, and the President. Notification of intent to return to the College must be made within sixty (60) days following the termination of the state of war or national emergency or discharge from the service, whichever is earlier, as required by USERRA. Such leaves of absence shall not be considered a break in service; however, the employee shall not accrue leave or retirement funding. If desired, employee will be responsible for the annual retirement funding during this period (upon return to employment). Group health benefits may be maintained in accordance with COBRA provisions.

A regular employee may take a leave of absence for fifteen (15) working days per year to perform temporary active duty with Reserve or National Guard units. Employees who are in an unpaid status are not eligible for Military Leave. Return from such annual military leave will be in accordance with USERRA.

During such leave of absence and while engaged in the performance of such military duty, the employee will be entitled to receive his regular pay for required military training periods up to a maximum of fifteen (15) working days per fiscal year. Upon any subsequent military orders changing military status, all accrued vacation pay will be paid to the employee at last known address and rate of pay. A prior written notification of intent to perform this duty must be submitted to the employee’s supervisor or to the Vice President of Human Resources as soon as possible. A copy of the official military orders must be attached or submitted to HR Records. Such leave of absence shall not be considered a break of service.

National Emergencies (ACC President’s Option)
During periods of national emergencies, the President of the College will have an option to provide supplement pay or benefits for ACC employees called to Active Duty during these time periods.

There are some new federal regulations regarding FMLA as it applies to military personnel.  In short, the new provisions require covered employers to permit employees already eligible for FMLA leave:

  • to use any of their 12 weeks allotment to take leave because of any qualifying exigency (as defined by the Department of Labor at a later date through regulation) arising out of the fact that the spouse, son, daughter or parent of the employee is on active duty or has been notified of an impending call or order to active duty in the Armed Forces in support of a contingency operation;
  • to take up to 26 weeks of leave during a single 12-month period to care for a spouse, son, daughter, parent or next of kin with illness or injury incurred in the line of duty while in the Armed Forces or National Guard or Reserves.

While the new law contains some differences with respect to notice and certificatio requirements, the leave under both provisions may be taken intermittently and almost all of the other restrictions and obligations associated with FMLA leave apply.

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Nursing During Work Time

In accordance with the Fair Labor Standards Act (FLSA), ACC employees that are nursing a child will be given reasonable break times to express breast milk for a child for up to one year after birth.  ACC will make reasonable efforts to provide a private space that is shielded from view and from intrusion from coworkers or the public.

An employee must notify the immediate supervisor of the need to express breast milk, either verbally or in writing.  The employee will be granted reasonable break time as long as providing such break time does not unduly disrupt operations.  If the break time is excessive and impacts the employee’s ability to perform normal duties, the employee may be required to use sick or personal leave time.

Employees will not be retaliated against for exercising their rights under this practice.

 

Parental Leave

Staffing Table Employees who have been employed at ACC at least half-time (0.5 FTE) for a minimum of twelve (12) months at the time of the birth or adoption of a child may take up to ten (10) paid days of Parental Leave during the birth or adoption of a child.

The employee must notify the immediate supervisor as soon as possible about the expected dates of leave, the anticipated date of return, and submit a written doctor’s statement, or legal document, if applicable. Parental Leave must be coordinated with Family Medical Leave (FMLA) time; thus the employee must complete the FMLA application. (See Family Medical Leave section).

Adjunct Faculty and Hourly employees (less than 20 hours per week) are not eligible for Parental Leave. Staffing Table Employees who are in an unpaid status are not eligible for Parental Leave.

For additional information, contact HR Benefits.

NOTE: If you purchase Short-Term Disability you may be able to file a claim for Short-Term Disability Benefits. Additional information is located on the Fort Dearborn website.

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Personal Leave

Up to 5 days of Personal Leave per fiscal year is deducted from accumulated sick leave, with the prior approval of the immediate supervisor. Personal Leave is for the employee to attend to necessary personal business during regularly scheduled working hours and is commonly used for a specific event, funerals not covered by Bereavement Leave, weddings, court appearances, religious holidays not on the official College calendar, etc. Personal Leave cannot be used for vacation or leisure time off and does not accrue each year.

Your supervisor must approve Personal Leave in advance and report it in ACC eTime. An Employee Leave Request form must be submitted to your immediate supervisor prior to the scheduled leave.

While Personal Leave is deducted from Sick Leave, an employee should use Sick Leave for illnesses, medical, dental or visual appointments, etc.

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Professional Leave (Absences) - Professional Development

Staffing Table employees may be granted approved absences from the College for professional leave or official, short-term professional development. This leave may be used to attend or participate in professional meetings, conferences, workshops, or seminars or panels, internal or external to the College, or to serve as an officer or delegate of a professional organization.  Professional Leave is defined as leave reported when an employee is away from his or her job because of training seminars, workshops, representing the College at official events or professional development.

Travel expenses associated with Professional Leave may or may not be paid by the College, depending on the nature of the proposed activity and the availability of funds.        

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Sabbatical Leave

Sabbatical Leave may be granted to Staffing Table employees who have worked full time for ACC for at least six (6) consecutive years. Employees on Sabbatical Leave may be granted sabbaticals of up to one (1) year. Faculty who take a one-year sabbatical will receive pay based on their contract. For all employees, pay will be prorated for sabbaticals of less than one (1) year.

Leave may be granted for the purpose of personal and/or professional improvement which will clearly benefit the College (through activities such as formal or informal study and acquisition of new skills or keeping abreast of new technologies, research, and community service).

Employees must apply for sabbatical leave through appropriate supervisory channels. Applications must be made by the published date of the year preceding the fiscal year for which leave is requested.

Selection will be made by the President upon recommendation of the Sabbatical Review Committee, with the approval of the Board of Trustees. The relative potential benefit of the proposed leave to the College will be considered in the selection process.

In the event that an employee does not return from the leave, the employee shall be required to repay the College all money received from ACC while on Sabbatical. The employee must meet all agreed upon contractual terms and serve for a period of time equal to the length of the leave. An employee on Sabbatical Leave should notify their Dean or VP of any interruption in the Sabbatical program. All attempts should be made to complete the program in the allotted time for scheduling purposes.

For more specific information on Sabbatical leave and for application deadlines, go to http://www.austincc.edu/hr/profdev/sabbaticals.php or contact HR Professional Development.

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Sick Leave

When an employee needs to use sick leave unexpectedly, the employee must request sick leave by contacting the immediate supervisor as soon as possible or within one hour after the employee’s scheduled start time. An Employee Leave Request from must be completed and submitted to the immediate supervisor for scheduled sick leave approval (i.e. exams, therapy, tests, etc). Sick time must be accurately reported on your ACC eTime. For faculty, the department chair is responsible for arranging a substitute for classes. Faculty absences for Sick Leave are recorded as an absence at 8 hours per day. Immediate family is defined as spouse, child(ren), parents or siblings.

When to use sick leave:

  • for your own medical condition
  • an absence required for medical, dental or visual exams or treatment
  • physical therapy
  • laboratory work or tests ordered by a licensed practitioner
  • When you must provide care to the following people because of sickness, injury or confinement:
    • your spouse
    • your child
    • your parent
    • another immediate family member who lives in your household and is related by kinship, adoption or marriage
    • a foster child who is certified by the Texas Department of Child Protective and Regulatory Services

If an illness extends more than three (3) consecutive working days, the employee must provide a note from the treating physician in order to return to work. If the employee is out more than 3 consecutive days and qualifies for Family Medical Leave, additional paperwork may be required. (See Family Medical Leave section). If an employee uses sick leave excessively or develops a pattern, the supervisor may require a physician’s statement to verify the need to take extensive sick leave.

Exception: During an employee's approved FMLA period, the employee does not need to submit an Employee Leave Request form since there is already documentation in HR benefits explaining the reason for the absence. The employee does need to communicate to his or her immediate supervisor regarding any absences during a regular scheduled or intermittent scheduled work week.

When an employee is on sick leave, the employee should not be expected to take phone calls, talk with other individuals on work related matters, teach, come into the office or complete any work during leave time.

      Sick Leave Accrual

  • For all full-time staffing table employees the maximum accrual is 150 days (1,200 hours).
  • Part-time staffing table employees (20-39 hours per week) accrue sick leave proportionate to 50%, 75%, of hours of employment.
  • Full-time faculty accrue 8 hours of sick leave per month while employed. Full-time faculty absences are reported on eTime as 8 hours per day.
  • Hourly employees (less than 1,000 hours per year) do not accrue sick/personal leave.

Non-Exempt (Classified ) staffing table employees paid bi-weekly:

  • Accrue 3.70 hours of sick leave per paycheck
  • Bi-weekly employees receive 26 paychecks per year
  • Bi Weekly employees must have at least six (6) work days in a pay period to be eligible for an accrual.
Non-Exempt (Classified) staffing table employees paid monthly:
  • Accrue 8 hours of sick leave per paycheck
  • Monthly employees receive 12 paychecks per year
  • Monthly must be in a paid status by the 16th of the month to be eligible for the accrual.

Exempt (Professional/Technical), Administrative and Faculty staffing table employees paid monthly:

  • Accrue 8 hours of sick leave per paycheck
  • Monthly employees receive 12 paychecks per year
  • Employees paid monthly must be in a paid status by the 16th of the month to be eligible for the accrual.

Sick Leave Pool

After 180 days (6 months) of employment, staffing table employees are eligible to apply for the ACC Sick Leave Pool. The sick leave pool was established by State law to alleviate hardship for employees who have used all of their paid leave (sick, vacation, holiday, etc.) as a result of a catastrophic illness or injury (their own or within their immediate family).

The employee must complete the online application for Sick Leave Pool in the HR Benefits Request System at:  http://www5.austincc.edu/benefits/

Once the employee has completed their process and received all completed documentation by their physician, the employee should submit all required documentation for processing.

The Human Resources Benefits Coordinator will forward the employee’s request to the members of the Sick Leave Pool Committee for review.

The process can take up to ten (10) working days for review.

The amount of leave granted for each catastrophic injury or illness of the employee or members of the immediate family cannot exceed one-third (33%) of the number of hours in the pool or 480 hours maximum. Full-time employees are eligible to apply for up to 480 hours. Part-time employees are eligible to apply for Sick Leave Pool hours proportionate to their employment status.  The hours granted will be based upon the number of hours needed to address the employee’s condition.  The documentation of the physician will be taking into account in determining the number of hours needed.

Employees are eligible for hours from the SLP once per event year.

Prior contribution to the sick leave pool is not a prerequisite for drawing from the pool, and employees are not required to pay back sick leave that is granted.

Employees granted Sick Leave Pool time cannot work at ACC, work from home or any other place of employment while drawing Sick Leave Pool hours.

To prevent abuse of the Sick Leave Pool, failure to comply will result in retraction of unused Sick Leave Pool time after Committee notification.

      Sick Leave Pool Donations

            Employees may donate from 8 to 24 hours of sick leave to the Sick Leave Pool for each fiscal    year.  Donations may be made during at any time during the fiscal year and upon separation from the college.  Once donated, time cannot be returned to the employee nor may employees designate a       particular employee to receive donated time. To donate to the Sick Leave Pool complete the online form located at http://www3.austincc.edu/it/eforms/forms_int/HURE.052.pdf

      Unused Sick Leave

            If you have accrued more than 960 hours of unused sick leave when you terminate employment   or retire from ACC, you will be paid for 50% of hours above 960. The maximum hours you can be paid for at termination or retirement is 120.  Employees who return to Austin Community College within one year of separating, may be able to have their unused sick leave reinstated.

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Unauthorized Absence

Employees are required to report absences to their immediate supervisor prior to taking any leave or as soon as feasibly possible. An employee will be placed on unauthorized absence (unpaid status –LWOP) if the employee does not report to work or fails to call in absent for a period of three (3) or more days. Employees who do not report to work will be subject to disciplinary action, up to and including immediate dismissal. In case of an unauthorized absence, the employee’s pay will be docked for the amount of time absent from work. The employee will not accrue leave during the time on LWOP status. The employee will be responsible for payment of all group health premiums during this LWOP period. Failure to remain current in payments will result in a cancellation of coverage within 30 days. Upon returning to work, unpaid premiums will be deducted from any future earnings or coverage will be cancelled as required by law.

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Vacation/Annual Leave

ACC employees (administrators, exempt (professional-technical) and non-exempt (classified)) are eligible to accrue vacation/annual leave after an initial ninety-days (90) of employment. Employees paid bi-weekly must have at least six (6) paid days in a pay period to be eligible for an accrual. Employees paid monthly must be in a “paid” status by the 16th of the month to be eligible for the accrual. Hourly employees are not eligible to accrue annual leave.

Full-time ACC employees accrue three (3) weeks of paid vacation per year. After five (5) continuous years of employment with the College, you will accrue four (4) weeks of paid vacation per year. Part-time employees (20-39 hours) accrue vacation leave proportionate to their hours of employment at a 50 or 75% rate. You can accrue or “bank” a maximum of 240 hours of vacation. Special conditions apply to grant employees (see Grant Employee Leave Requirements). An Employee Leave Request from must be completed and submitted to their supervisor for vacation leave approval.

      Vacation Leave Accrual

            Non-Exempt (Classified) staffing table employees paid bi-weekly:

  • Under 5 years you accrue 4.62 hours of vacation leave per paycheck
  • Over 5 years you accrue 6.16 hours of vacation leave per paycheck

Non-Exempt (Classified) staffing table employees paid monthly:

  • Under 5 years you accrue 10 hours of vacation leave per paycheck
  • Over 5 years you accrue 13.34 hours of vacation leave per paycheck

            Exempt (Professional/Technical) and Administrative staffing table employees paid monthly:

  • Under 5 years you accrue 10 hours of vacation leave per paycheck
  • Over 5 years you accrue 13.34 hours of vacation leave per paycheck

      Unused Vacation Leave

        When you leave ACC (resign, terminate or retire), you will be paid for all accrued vacation leave, computed at your regular rate of pay on date of separation, except for employees working under a grant (see Grant Employee Leave Requirements). This pay will be issued as soon as all leave documentation is received and verified by payroll department.

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Volunteer Fire Fighters Emergency Leave

A Staffing Table employee who is a volunteer fire fighter shall be granted a leave of absence with full pay if called upon to respond to an emergency fire situation. The employee must notify his/her supervisor that he/she has been asked to respond to an emergency fire and produce an active membership card that certifies the employee as an active responding member of a volunteer fire department. When approved, the employee must keep the supervisor informed about the status of his/her leave time and dates of return to work. An employee who is on Volunteer Fire Fighters Emergency Leave shall have all insurance remain in effect for the duration of the Leave. The employee is responsible for any insurance payments monthly if in an unpaid status.

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Voting

Employees are encouraged to participate in any electoral process (local, state, or national). Employees who wish to vote on the Voting Dayduring their regularly scheduled working hours may use up to two (2) hours of administrative leavefor this purpose.

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