Civil and Work Related Leave

Procedure: Civil and Work-Related Leave

Purpose: Provides paid leave for employees to appear in court, to serve on state councils, to resolve work related conflicts, to attend administrative hearings, and to interview for other University positions as well as jobs in other State agencies.

Eligibility: Full and part-time (20 – 40 hours per week) salaried Classified, University Staff, and Research Assistants

Important: Certain uses of Civil and Work-Related Leave require documentation.

Require documentation to be sent to UHR Leave Center:

  • As required by a summons to jury duty
  • To appear as a crime victim or as a witness in a court proceeding or deposition as compelled by a subpoena or summons
  • To accompany the employee’s minor child when the child is legally required to appear in court
  • To serve as an officer of election
  • To attend his or her own naturalization ceremony

Supervisor’s/Department’s may require documentation:

  • To interview for other positions at the University and/or other State agencies
  • To participate in resolution of work-related conflicts or of complains of employment discrimination
  • To attend work-related administrative hearings as a party or witness
  • To serve as a member of a state council or board
  • To attend Career counseling at UHR
  • To use the Faculty and Employee Assistance Program

Requesting Leave:

Employee’s responsibility:

  • Inform supervisor according to departmental procedures to request leave (as far in advance as possible)
  • Provide supervisor written documentation
  • Inform supervisor of any change of plans that affect the leave request
  • If employees elect to use Civil and Work Related leave to serve as an officer of election, they must reimburse Payroll once they receive the check for services rendered from the voting precinct; if they use their annual, comp, family personal or other applicable leave, then they may keep the check. If the employee needs to attend a training session they may also use Civil and Work Related Leave – Officer of Election if this training session is not offered outside of their normal work schedule.

Supervisor’s/Department’s responsibility:

  • Approve the requested Civil and Work-Related Leave
  • Provide written documentation to UHR Leave Center as required
  • Have employee, timekeeper, supervisor, or designated representative enter leave on the on-line timecard by selecting leave type – Civil and Work-Related Leave
  • If the absence is related to jury duty or officer of election enter leave on the on-line timecard by selecting leave types “Jury Duty” or “Officer of Election” and update the “Comments” section on the timecard
  • Indicate on the timecard in the “Comments” section the reason for the absence and if documentation was sent to UHR
  • Make corrections by submitting a paper timesheet to UHR Leave Center

UHR’s responsibility:

  • Provide information and counseling regarding Civil and Work-Related Leave to the employee and department
  • Verify supporting documentation and ensure absence is covered by Civil and Work-Related Leave
  • Determine if compensation/reimbursement for jury duty and officer of election should be retained by employee
  • Ensure that time and leave are entered appropriately