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Handbook of Operating Procedures

Administrative Leave of Absence

Policy Number: 105

Subject:

Administrative leave of absence without pay justified by compelling personal affairs, other than the employee’s own medical condition or other situations for which leave is available under other university policies.

Scope:

Regular employees of the university. Regular employees are appointed for a period of at least four and one-half consecutive months with a definite job assignment that must be 50 percent time or more. (See HOOP 17, Appointment Status).

Date Reviewed:
March 2017
Responsible Office:
Human Resources
Responsible Executive:
Vice President and Chief Human Resources Office

I. POLICY AND GENERAL STATEMENT

The University of Texas Health Science Center at Houston (“university”) recognizes that circumstances may arise that will compel an employee to request a temporary leave from work. The university may grant an eligible employee administrative leave of absence if such action is considered to be in the best interests of the university. The approval of administrative leave of absence by the university constitutes a guarantee of employment for the specified period of leave, subject to fiscal constraints.

Administrative leave of absence is defined as a leave of absence without pay justified by compelling personal affairs. In general, leave of absence may not be granted for a period that exceeds 12 months. See Section II.A below.  Compelling personal affairs do not include any form of business or other activity that can be handled outside of normal working hours. After a return to work for one year or more, the leave of absence privilege will again be available subject to the conditions noted in this policy.

This policy does not apply to requests for leave due to: (1) an employee’s own medical condition; (2) a family member’s medical condition or other situation for which the employee is entitled to leave under the Family and Medical Leave Act; or (3) situations for which leave is available under other university policies (i.e. HOOP 41, Military Service).  For such requests, employees are subject to the provisions and processes outlined in HOOP 106, Family and Medical Leave, HOOP 101, Disability Accommodation or other appropriate policy.. 

II. PROCEDURE

     A. Approval Processes

          1. First Calendar Year of Leave

Employees must submit a written request to their immediate supervisor detailing the reason(s) for the request and indicating the requested duration of leave.

Employees applying for administrative leave of absence due to the medical condition of a family member (not otherwise covered under the Family and Medical Leave Act) must include a health care provider’s statement detailing the necessity of the leave with their request.

Any request for administrative leave of absence will be evaluated on its individual merits. If the request is approved the department will process the appropriate personnel action for approval to place the employee on administrative leave of absence.

Administrative leave of absence may only be approved for the balance of the fiscal year in which it is granted. If an employee or faculty member requests an administrative leave period that would extend into the next fiscal year, the employee must submit a written request to his or her immediate supervisor at least 30 days prior to the end of the first fiscal year to receive the necessary approval for extending the leave into the next fiscal year. If this request is approved, the department will process the appropriate personnel action for approval to extend the remainder of the leave into the next fiscal year.

An employee who is unable to return to work on the expiration of the leave may request an extension of the leave. Within the conditions of this policy, a department head may extend the leave for a specified period of time or the employee may be dismissed.

          2. Second Calendar Year of Leave

In unusual circumstances, and with the interest of the university being given first consideration, an administrative leave of absence for up to a second consecutive year may be granted by the President. Such an extended administrative leave of absence will be granted only for:

  • military service;
  • health condition of a family member (not otherwise covered under the Family and Medical Leave Act);
  • continued graduate study; and
  • public service or other activity that reflects credit on the university and enhances the employee's ability to make subsequent contributions to the institution.

          3. Third Calendar Year of Leave

Requests for a third consecutive year of leave of absence must be reviewed by The University of Texas System Executive Vice Chancellor for Health Affairs and may be approved only for any of the reasons noted previously.

     B. Conditions that Apply

Except for disciplinary suspensions without pay, the use of Worker's Compensation Insurance or military leave, all accumulated paid leave entitlements and compensatory time balances must be exhausted before an employee is eligible for administrative leave of absence (see HOOP Policy 30 Sick Leave). Vacation and sick leave do not accrue during any full calendar month for which an employee is on leave of absence. An employee is not eligible to receive holiday pay while on a leave of absence.

Prior to the effective date of leave, it is the employee's responsibility to contact the Benefits department to make arrangements for the continuance of group insurance programs, which will otherwise be subject to cancellation. Failure to return to work at the time specified or failure to comply with the terms and conditions of the leave will result in forfeiture of the privileges of leave.

III. CONTACTS

    • Human Resources
    • 713-500-3130
    • https://www.uth.edu/hr/department/employee-relations/