Leave & ADA Services

Service Audience:
  • New Employee
  • Current Employee
  • Faculty
Employee Leave & ADA Services assists both UT Arlington employees and departments in understanding the various paid and unpaid leave programs that the university offers, such as Sick and Vacation Leave, Sick Pool, Family Medical Leave (FMLA), Military Leave and other forms of leave. We also administer Short and Long Term Disability and assist employees in understanding and filing claims for these benefit programs. We strive to be efficient, knowledgeable, and courteous in providing assistance and administering these programs.

 

Absenteeism Procedure - HR-LA-PR-07

Direct Donation of Sick Leave to Qualified Employees Procedure - HR-LA-PR-11

Employee Leave of Absence Without Pay Policy - HR-LA-PO-05

Family & Medical Leave Act Policy - HR-LA-PO-01

Family & Medical Leave Act Procedure - HR-LA-PR-04

Holidays Procedure - HR-LA-PR-01

Military Leave of Absence Procedure - HR-LA-PR-05

Miscellaneous Leaves of Absence Procedure - HR-LA-PR-06

Parental Leave Procedure - HR-LA-PR-09

Sick Leave Policy - HR-LA-PO-03

Sick Leave Pool Policy - HR-LA-PO-02

Vacation Leave Policy (Staff and Administration Only) - HR-LA-PO-04

 

Sick Leave Pool Application Form - HR-LA-F1

Sick Leave Pool Contribution Form - HR-LA-F2

Request for Family and Medical Leave Form - HR-LA-F3

FMLA Return to Work Release Form - HR-LA-F4

Departmental Vacation Holiday Payroll Voucher - BF-P-F9

Leave/Absence Management Event Record Modification Request

 

Regular full time and part time employees who are not in Leave Without Pay status are granted holiday time off with pay. Holidays are granted in accordance with State statute and the current Appropriations Bill.

Authorized holidays that fall on a Saturday or Sunday cannot be observed by the University. Therefore, the actual number of holidays may vary from year to year. The number of holidays to be observed by the institution may not exceed the number of holidays for which an employee of a state agency is entitled by law.

Typically, the University schedules a number of holidays around either Christmas or Spring Break in accordance with the operational needs of the University. The President of the University approves the holiday schedule each fiscal year.

UTA Holiday Schedule FY 2021-2022

 

For more information: Vacation Leave FAQ

 

Regular employees earn sick leave. The accrual rate is eight hours per month for employees appointed to work full time. Regular part time employees accrue sick leave in proportion to the percent of time they work. Employees are not entitled to payment for sick leave upon separation. In the event of death the employee's estate will be paid for one-half the accrued sick leave balance or for three hundred and thirty-six hours of sick leave, whichever is less.

Sick leave with pay may be taken when sickness, injury, or pregnancy and confinement prevent the employee's performance of duty or when the employee is needed to care and assist a member of the immediate family who is actually ill, who is living in the same household and is related by kinship, adoption, or marriage, including foster children certified by the Texas Department of Protective and Regulatory Services. Minor children of the employee, whether or not living in the same household, will be considered immediate family for purposes of sick leave. An employee's use of sick leave for family members not residing in that employee's household is strictly limited to the time necessary to provide care and assistance to a spouse, child or parent of the employee who needs such care and assistance as a direct result of a documented medical condition. An employee who must be absent from duty because of illness shall notify his supervisor or cause the supervisor to be notified of that fact at the earliest practicable time.

Sick leave with pay is granted only when the employee applies for it through the supervisor. Employees are to report to their supervisor without delay to explain the circumstances. The supervisor should be informed of any need to further utilize sick leave as well as anticipated date of return.

An employee who is a parent of a child who is a student attending pre-kindergarten through 12th grade may use up to eight hours of sick leave each calendar year to attend parent-teacher conference sessions.

 

Benefits eligible employees of The University of Texas at Arlington are eligible to apply to use the sick leave pool if, because of a catastrophic injury or illness, the employee exhausts all leave to which that employee is otherwise entitled and the illness or injury will cause the employee to be placed in a leave without pay status. Refer to Sick Leave Pool: HR-LA-PO-02 for complete details

The sick leave pool provides to an eligible employee the alleviation of the hardship caused to an employee and the employee's immediate family due to a catastrophic illness or injury.

Employees may voluntarily contribute sick leave earned while employed, or at termination or resignation.

 

Employees of the University are eligible for 12 weeks of unpaid family leave per year for certain family reasons provided they have been employed by the state for at least 12 months prior to the commencement of leave, and worked at least 1250 hours. Employees are required to utilize all accumulated sick, vacation, and compensatory leave, if applicable, when taking leave under the act.

The University will grant unpaid leave for reasons such as birth or placement of a child; serious health conditions of a spouse, child or parent of an employee; or serious health condition of an employee (unable to perform assigned responsibilities). However, an employee will be required to support the leave request with certification from the health care provider. Intermittent leave will be permitted.

 

Other leaves of absence without pay may be granted to regular employees for a period not to exceed 12 months. A written request should be made to the department head. In granting leaves of this type, the interest of the University must be given first consideration. Subject to fiscal constraints, an employee will be permitted to return to the same or similar position after such leave.

All accumulated vacation leave must be exhausted prior to being placed on leave without pay. In the case of a leave requested due to an illness, all accrued sick leave must be exhausted, as well.

 

An employee is eligible for funeral leave without the loss of pay in the event of the death of an immediate family member. Immediate family is defined as an employee and employee's spouse, parents, mother-in-law or father-in-law, employee's and employee's spouse's children, brothers, sisters, grandparents, and grandchildren.

The amount of time granted shall not exceed three days. However, a full three days are not automatically granted since this privilege is limited to a reasonable amount of time necessary for travel, funeral arrangements, funeral services and being with other family members during the immediate period of bereavement.

To be eligible for funeral leave, employees must be appointed at least one-half time for four and one-half months.

 

The University of Texas at Arlington provides various types of military leave to employees who are members of the state military forces, the United States Armed Forces reserve components, or the United States Armed Forces as provided by state and federal law.

 

Employees who are called to serve as a juror will not lose any pay. The employee may keep the routine jury payment. Notice for jury duty must be presented to the supervisor prior to the date to report. If selected as a juror, documentation must be presented to the supervisor for the period of absence.

 

Employees of the University are encouraged to vote before and after regular working hours. Reasonable time off to vote during the day will be permitted for any employee who has difficulty getting to the polls before or after working hours. Supervisors must be notified of the need to vote during the regular working day.

 

Other leaves of absence include: Foster Parent Leave, Emergency Leave, Leave for Volunteer Firefighter Training, Leave for Certified American Red Cross activities, Leave for Bone Marrow Donations/Organ Donations/Blood Donations, or Assistance Dog Training for an Employee with a Disability.

 

Office of Human Resources

J.D. Wetsel Service Center

1225 W. Mitchell St.,
Suite 212, 
Box 19176
Arlington, TX 76019

Phone: 817-272-5554 - Fax: 817-272-7288

leaves@uta.edu