• 401. Paid Vacation
• 402. Holidays and Floating Holidays (Personal Days)
• 403. Religious Holidays
• 404. Rest Periods
• 405. Sick Leave
• 406. Leaves of Absence
• 407. Benefit and Seniority Status While on Unpaid Leave of Absence
• 408. Workers' Compensation
• 409. New York State Disability
• 410. Bereavement Pay
• 411. Jury Duty
• 412. Voting Time
• 413. Early Departmental Closings Due to Lack of Climate Control
• 414. Inclement Weather and External Emergencies (When the University Doesn't Close)
• 415. Emergency University Closings Policy for Support Staff

 

401. Paid Vacation

Category: TIME AWAY FROM WORK
Issued: January 1, 1993
Revised:  July 1, 2004
Responsible Office: Employee and Labor Relations (212) 870-2801

Regular support staff and full-time officers accrue vacation allowance on a fiscal year basis -- from July 1 through June 30th and, with supervisory approval, may use the vacation as it is earned.  However, the total allowance earned must be used by June 30 of the year following accrual.  It may not accumulate nor may the employee receive pay in lieu of unused vacation except upon termination and then only for earned unused vacation days.

Vacation pay will be based upon the employee's current base salary.

Employees transferring to a new department may carry a maximum of one year of vacation accrual.

Support Staff

Regular support staff members accrue vacation allowance commencing with the completion of the probationary period.  Vacation allowance for regular part-time support staff shall be computed on a pro-rata basis in accordance with the number of hours regularly worked per week.

1.  For regular full-time support staff (excluding the Medical Center and Harlem Hospital Center):

2.  For full-time support staff of the Medical Center, including Harlem Hospital Center:

Officers

Full-time officers accrue vacation allowance commencing with the employee's hire date.

Vacation allowance shall be earned at the following rate:

Employees covered under a collective bargaining agreement will follow the vacation schedule contained in their contract.

See Policy 209 for information regarding Pay Advances. 

 

402. Holidays and Floating Holidays (Personal Days)

Category: TIME AWAY FROM WORK
Issued: January 1, 1993
Revised: March 10, 2008
Responsible Office: Employment and HR Client Services (212) 851-7008

The University observes the following holidays in its offices and laboratories (exclusive of Harlem Hospital employees):

Legal Holidays

New Year's Day; Martin Luther King, Jr.'s Birthday; Memorial Day; Independence Day; Labor Day; Election Day; Thanksgiving Day; Christmas Day.

University Holidays

The Friday following Thanksgiving; Two days selected by the University during the Christmas/New Year Season; Washington's Birthday (Medical Center Only).

Columbia University employees at Harlem Hospital Center follow the holiday schedule observed by the New York City Health & Hospitals Corporation.

Personal Days

Full- time employees at Morningside and Harlem Hospital earn up to three personal days per year based on date of hire.  Full time employees at Columbia University Medical Center earn up to two personal days per year based on date of hire. 

At Morningside and Harlem Hospital, personal days are earned at the rate of one paid leave day for each four-month period worked from the date of hire.  At the Medical Center, where Washington's Birthday is observed as a holiday, personal days are earned at the rate of one paid leave day for each six-month period worked from the date of hire.

Personal days may be used by an employee to observe religious holidays or for any other purpose. For Officers, personal days must be used within twelve months of being earned. For support staff, personal days do not accumulate; they must be used within twelve months of being earned.

Employees in a bargaining unit are governed by the provisions of their respective bargaining agreement. Employees’ rights and obligations under applicable collective bargaining agreements are not affected by this policy.

Important Note:  Personal days were previously known as “Floating Holidays.”
For complete information on personal days, please refer to the Tracking Time Worked and Time Off guidelines in the Time and Attendance section of the Manager Toolkit.

 

403. Religious Holidays

Category: TIME AWAY FROM WORK
Issued: January 1, 1993
Responsible Office: Employee and Labor Relations (212) 870-2801

An employee who wishes to be absent from work for reasons of religious observance may, with approval, charge the absence to earned vacation or a floating holiday.  Otherwise, the approved absence is considered an unpaid leave of absence. 

 

404. Rest Periods

Category: TIME AWAY FROM WORK
Issued: January 1, 1993
Responsible Office: Employee and Labor Relations (212) 870-2801

Employees who are required to remain at their work stations without interruption should be scheduled for two (2) fifteen (15) minute "breaks" in each work day.  Subject to operating needs, other employees will be allowed to leave their desks for brief periods to get coffee and the like.

Where scheduled rest periods are necessary, the time may not be used to cover lateness or to shorten the work day.

 

405. Sick Leave

Category: TIME AWAY FROM WORK
Issued: January 1, 1993
Revised: July 1, 2004
Responsible Office: Employee and Labor Relations (212) 870-2801

Support Staff 1.  Regular support staff employees hired prior to October 21, 1994, will be paid   sick leave in accordance with the following schedule:

The above is modified as follows:

1. Effective October 1, 2001, employees shall be entitled to accumulate up to sixty (60) working days of sick leave during any one year, including the days earned or to be earned in the current sick leave year.  

2. Under certain circumstances, employees may be required to show proof of sickness from their own physician or a physician designated by Columbia University.  

3. Employees are required to notify their supervisor of any absence no later than one hour after the start of the employee's normal work day.  

4. Employees may not charge absences to unearned sick leave.  

5. Employees who exhaust their sick leave may be eligible to receive disability benefits under the New York State Disability Law.  After seven consecutive calendar days of absence, an employee should complete a New York State Disability Claim Form (DB-450) and contact the Return to Work Program with any questions.   Completed forms should be forwarded to: Disability Desk, Box 2, Central Mailroom, New York, NY  10027.

6. Employees must pass their service anniversary date and have returned to work in order to re-establish eligibility for a new sick leave period.  

7. The schedule in #5 and #6 shall be pro-rated for regular part-time employees by the number of days and hours they work per week.  

8. Employees do not earn sick leave during leaves of absence.  

9. Employees are not eligible for sick leave when ill during a vacation period.  

10. Accumulated sick leave is not paid upon termination.  

11. Those employees covered by a Collective Bargaining Agreement shall follow the schedule as stipulated in their union contract. 

2.  Regular support staff employees hired on or after October 21, 1994, will be paid sick leave as follows:

1. Employees, after thirty (30) days of employment, shall be entitled to paid sick leave earned at the rate of one (1) days for each month of employment, retroactive to date of hire, up to a maximum of twelve (12) days per year.  

2. Employees, after one (1) or more years of employment with the University shall be entitled to a total of twelve (12) additional days of sick leave as of the beginning of his/her second and each subsequent year of employment, provided that at no time will an Employee be entitled to accumulate more than sixty (60) working days of sick leave during any one year, including the days earned or to be earned in the current sick leave year.

3.  All employees shall be entitled to use up to four (4) days of his/her sick leave each year for family illness (spouse, child or family member residing in the employee’s household).

4.  Support staff members may use accrued sick leave for their own medical or dental appointments, or for appointments for family members, as defined as follows:

1. employees must schedule the appointment with their supervisor at least one week in advance (except in case of emergency treatment);

2. sick leave must be taken in one hour increments;

3.  the supervisor may require documentation of the appointment;

4. approval for use of sick leave will not be unreasonably denied (under this section, use of sick leave may be denied if operational needs require the employee's presence or if the position must be covered on an overtime basis by another employee);

5. employees who have been given a written warning or who have been suspended for excessive absenteeism or tardiness within the previous year may be denied the use of sick leave for medical or dental appointments; and,

6. time taken for family members will be debited against the four days set forth in Section 1 or 2 above.

Officer Salary Continuation

Full-time officers (non-instructional) shall be entitled to salary continuation for up to six (6) months during any 12 month period when extended absence is caused by illness or accident.  Officers must be back at work for at least 12 months before being eligible for additional salary continuation.

While on salary continuation by Columbia University, employees who receive State Disability or Worker's Compensation payments must immediately remit these payments to the University.

FMLA

See The Family and Medical Leave Act for information.

 

406. Leaves of Absence

Category: TIME AWAY FROM WORK
Issued: January 1, 1993
Revised: July 1, 2004
Responsible Office: Employee and Labor Relations (212) 870-2801

Personal Leave

A regular full-time employee who has completed twelve months of service may be granted a leave of absence for personal reasons, without pay, not to exceed six months.  These leaves are granted only in cases not covered by any other University policy for leaves of absence and require the approval of both the employee's department and the Vice President for Human Resources.  Some typical reasons for granting such leaves include: illness in the family; education; or compelling personal needs.  The University reserves the right to require written substantiation of the conditions prompting the need for such a leave of absence.  A position vacated by an employee for personal leave may not be filled on a permanent basis.  An employee who has been granted a leave of absence for personal reasons must be returned to the same position upon completion of the leave or a position of equivalent rank and salary within the same department.  There is no accrual of sick leave benefits or vacation time while on such leave.  See The Family and Medical Leave Act for information about FMLA rights.

Infant Care Leave

Pregnancy-related disability is treated like any other non-occupational disability circumstance.  The disability period commences on the date the employee's physician certifies on New York State Disability form DBL450 that the employee is unable to work for medical reasons due to pregnancy.  The disability period ends on the date the employee's physician certifies that she is medically able to return to work.  At the cessation of the disability period, the employee may request an unpaid infant care leave.

An unpaid infant care leave of up to six months duration is available to male and female parents who have been employed at the University for three months or longer.  This policy applies to both biological parents and the parents (including same-sex domestic partners) of a legally adopted child.

An employee who intends to take an infant care leave must give written notice to his or her department as far in advance as possible and must indicate an anticipated return date.

Employees who decide that they will not be returning to active employment must notify their department in writing at least four weeks prior to the scheduled return date.  Notice of continuation of health care rights for coverage will be sent to employees who decide not to return.

As with other unpaid leaves, an employee is not entitled to holiday pay or to the accrual of vacation or sick leave benefits while on an unpaid infant care leave.  Health and other insurance benefits coverage may continue during the unpaid leave by the employee pre-paying premiums.

Upon return to active status, an employee who has been on an unpaid infant care leave is to be reinstated in the same position or a position of equivalent grade and salary.

See The Family and Medical Leave Act for information about FMLA rights.

Uniformed Services Leave Policy

Post-9/11 Policy In the current period of national alert, the University has enhanced its Uniformed Services Leave Policy.  These enhancements supercede the current policy for  Leave Without Pay for Periods of Active Service:

• For up to six months, the University will centrally fund the difference between the employee's military pay and his or her regular base pay prior to the leave.  
• For up to one year, the University will extend active-employee benefits to those on leave. 

This policy applies to all employees who begin their leaves prior to the end of the current academic year (retroactive to September 11, 2001).  Thereafter, the University may periodically review and alter the policy as circumstances warrant.  Any employee beginning a leave under the policy, however, will receive the enhancements for the duration of his or her leave, subject to the stated time limits.

This policy will be coordinated through Robert Reiter in the Columbia Human Resources Department.  Call (212) 870-2572 or e-mail rr52@columbia.edu with any questions.  You may also write to:

Robert Reiter
Assistant Director, Compensation
Columbia Human Resources
1901 Interchurch, MC 7705
475 Riverside Drive 
New York, NY 10115.

An employee requesting uniformed services leave should present his or her orders to his or her immediate supervisor or department head.

The following updates and replaces the Military Training Leave and Military Service Leave policies, Number 406, in the Personnel Policy Manual, dated January, 1993.  Employees covered by a collective bargaining agreement should refer to that agreement.

General Policy Statement

This policy covers all persons who serve in the Armed Forces, Army and Air National Guards, commissioned corps of the Public Health Service, and any other position designated by the President in time of war or emergency.

Paid leaves are granted to all regular full-time and regular part-time faculty and staff who are under authority to report for service for 15 work days or less in any calendar year.  Leaves, without pay, are granted to regular full-time and regular part-time employees called to report for more than 15 work days.  To be eligible for leave, qualifying employees must give the University advance notice of the leave.

Eligibility for employment reinstatement following a period of service in the uniformed services is in accordance with Federal law ( Uniformed Services Employment and Reemployment Rights Act of 1994 ).  Upon reinstatement, an employee's compensation, benefits, retirement eligibility, and length of service will be calculated as if he/she had been continuously employed during the service leave period.

Leave With Pay for Periods of Intermittent Service (Not to exceed 15 work days per year) Employees who are members of the National Guard or Reserve units will be granted uniformed services leave with pay not to exceed 15 regular work days in any calendar year.  Travel time required for reporting to the place of duty is included in the 15-day allowance.  Vacation or personal leave may be used for any training or service in excess of 15 work days subject to the approval of the department head or dean.

An employee requesting uniformed services leave with pay must provide written documentation to his/her department at least 2 weeks in advance of the scheduled training or service, specifying the reason and duration of the leave.

Leave Without Pay for Periods of Active Service

Extended uniformed services leaves, without pay, will be granted to employees performing active military or national defense service.  (This has been enhanced for 2001/2002 by the Post 9/11 Policy.) Cumulative uniformed services leave is limited to five years throughout employment at Columbia.  Most types of service in the uniformed services counts toward this limit; however, active service during a war or declared national emergency or in support of a critical mission does not count toward the five-year limit.

An employee requesting uniformed services leave, without pay, should present his/her orders to his/her immediate supervisor or department head. 

Benefits Coverage While on Unpaid Leave The following information should prove helpful for general planning; however, affected employees are encouraged to contact Human Resources, Benefits, 1901 Interchurch Center ((212) 870-2286), hrbenefits@columbia.edu.

• Health insurance for employees is provided by the military during active service.  Employees serving a period of less than 31 days who wish to continue health insurance with the University may do so by paying the usual employee cost.  Employees serving for a period of 31 days or more may continue their University health coverage for themselves and their families for up to 18 months from the date the leave began, by paying 102% of the total premium (University and employee portions).  (This has been enhanced for 2001/2002 by the Post 9/11 Policy.) 
• University pension contributions, tax-deferred annuity contributions, life insurance, long term disability (LTD), and contributions to flexible spending accounts are suspended during the uniformed service leave period.  Entering and/or leaving active service is a "qualifying event" which triggers the right to make benefit election changes.  Employees will have the same rights as other employees who go on unpaid leave to continue their life insurance and long term disability payments through a direct billing arrangement.  However, general exclusions for "acts of war" will continue to apply.  Upon reinstatement, the employee will resume coverage without any new waiting periods or exclusions for pre-existing conditions (except for military service-related medical conditions).  Claims under the flexible spending accounts for expenses accrued prior to the date the leave began may be filed until March 30 of the following calendar year.  
• Upon reinstatement, time served during the uniformed services leave will be credited toward satisfying any benefit and retirement plan waiting period and toward eligible service accrual.  
• Employees are entitled to apply earned but unused vacation or personal leave to their service leave before beginning the unpaid portion.  Vacation, personal leave and sick leave do not accrue while on leave.  
• Tuition exemption benefits will continue for spouses and children of employees during active service.  
• University housing for families of employees in active service will not be affected.

Reinstatement of Employment   Upon honorable completion of military service of less than 91 days, an employee is entitled to be reinstated to the position he/she held prior to military leave.  If the employee returns to work after serving for a period of more than 90 days, he/she is entitled to be reinstated to the position he/she held prior to uniformed services leave or to an equivalent position for which he/she qualifies.  If disabled by reason of uniformed service, an employee is entitled to be reinstated to his/her former position or a position of similar pay and status for which he/she is qualified, with reasonable accommodation.  Upon reinstatement, the employee's compensation, benefits, retirement eligibility, and length of service will be reinstated as if he/she had been continuously employed during the service leave period.  Compensation will reflect any merit increases and annual across-the-board pay adjustments, or promotions by reason of seniority that reasonably would have been expected to take effect if the employee had not been on leave.

To be eligible for reinstatement, employees must apply within the time periods outlined below:

• After completing uniformed service of 30 or fewer days, the employee is entitled to a period allowing for safe transportation from the place of service to the place of residence, plus 8 additional hours.  Beginning with the first full, regularly scheduled work day after this period, the employee is to report to the University.  
• After completing uniformed service of 31-180 days, the employee must apply for reinstatement no later than 14 days after service is completed.  
• After completing uniformed service of 181 days or more, the employee must apply for reinstatement no later than 90 days after service is complete. 

Faculty are expected to inform their chair or dean of their expected date of return as early as possible.  The Provost or designee may waive the time limits set forth above for good cause. 

If, through no fault of the employee's own, it is impossible or unreasonable for the employee to apply for reinstatement within the prescribed period, he/she may report as soon as possible following the period, without forfeiting his/her reinstatement rights.

Protection from Discharge Period

Upon reinstatement, an employee is protected from discharge without cause for a period of time tied to the length of uniformed service.  One year of protection is provided if the period of uniformed service was more than 180 days.  Six months protection is provided for service of 31 to 180 days.  There is no protection period for service of less than 31 days.

Questions

Any questions regarding the above should be directed to Human Resources, as follows:

Policy issues:

Labor Relations 1220 Interchurch Center (212) 870-2801 hrelr@columbia.edu

Benefits questions:

Benefits 1901 Interchurch Center (212) 870-2286 hrbenefits@columbia.edu

 

407. Benefit and Seniority Status While on Unpaid Leave of Absence

Category: TIME AWAY FROM WORK
Issued: January 1, 1993
Last Reviewed:  July 1, 2004
Responsible Office: Benefits 870-2286

Employees may continue insurance benefit coverages during an approved unpaid Leave of Absence (over thirty days of leave) by prepaying for the coverages they wish to continue.  If medical, disability or life insurance premiums are not prepaid while on leave of absence, coverage will terminate and the employee must re-apply and submit an appropriate statement of health for approval by the insurance company before the benefit can be reinstated.  Please refer to the specific benefit brochure or plan document for greater detail.

An employee will be credited with University seniority for an unpaid leave of absence.  This credit will not exceed the number of months he or she was employed prior to the leave or six (6) months, whichever is less.

 

408. Workers' Compensation

Category: TIME AWAY FROM WORK
Issued: January 1, 1993
Revised: July 1, 2005
Responsible Office: Employee and Labor Relations (212) 870-2652

All officers and support staff are covered by the provisions of the New York State Workers' Compensation Law.  Benefits are provided under this law for job-related illnesses or accidents.  The law provides that weekly benefits begin after the seventh calendar day of absence.  If the employee is being paid by both Columbia University and New York State, the employee must return the State check to the University.  The law also provides for payment of certain medical expenses and certain other expenses caused by the illness or accident.

As required by New York State Law, all job related illnesses or accidents must be reported promptly to the Workers' Compensation Board.  Accidents should be immediately reported by notifying HR Employee and Labor Relations.  Copies of the "Report of Accident" form may be obtained from this office.  The submission of the report does not indicate agreement that an accident/illness has occurred.  The supervisor must send a report of all illnesses or accidents immediately to HR Employee and Labor Relations.  The University reserves the right to require verification of injury by a physician of its choice.  Neither vacation nor sick leave is accrued during such absence. 

 

409. New York State Disability

Category: TIME AWAY FROM WORK
Issued: January 1, 1993
Responsible Office: Return to Work Program (212) 870-3464

All employees are covered by the provisions of the New York State Disability Law.  If the employee has been absent for seven consecutive calendar days due to a non-occupational illness or accident, the employee may be entitled to receive weekly benefits.

Payment of benefits begins after the employee has exhausted his or her Columbia sick leave entitlement.

Supervisors are required to contact the Employee Return to Work Program when an employee has been absent for seven consecutive calendar days due to a non-occupational illness or accident (see Working at Columbia --> Workplace Accommodations & Return to Work Program).  Illnesses or accidents that are job—or occupation—related should be processed as Workers' Compensation absences (See Policy 408). 

 

410. Bereavement Pay

Category: TIME AWAY FROM WORK
Issued: January 1, 1993
Last Reviewed:  July 1, 2004
Responsible Office: Employee and Labor Relations (212) 870-2801

Regular full-time and part-time employees are granted up to a maximum of three days paid leave in the event of a death in their immediate family (spouse, parent, grandparent, child, mother-in-law, father-in-law, brother, sister or member of the household of the employee). 

 

411. Jury Duty

Category: TIME AWAY FROM WORK
Issued: January 1, 1993
Revised:  July 1, 2004
Responsible Office: Employee and Labor Relations (212) 870-2801

A regular full-time employee who is required to be absent for jury duty will receive regular pay for such absence provided that:

1. The employee's supervisor is shown the jury notice in advance of the jury service.  
2. The employee obtains from the clerk of the court a certification of the time spent on jury duty and gives such certification to the supervisor. 

If released from jury duty during the course of the day, the employee is expected to report to work.

If an employee receives salary from the University while on jury duty, any payment received by the employee for the jury duty must be immediately remitted to the University. 

 

412. Voting Time

Category: TIME AWAY FROM WORK
Issued: January 1, 1993
Revised: July 1, 2004
Responsible Office: Employee and Labor Relations (212) 870-2801

Employees who are registered voters may take time off from work with pay in order to vote if polling places are not open either four consecutive hours before or after the employee's scheduled workday.

The employee must advise his/her supervisor at least forty-eight hours in advance of the time off needed for voting. 

 

413. Early Departmental Closings Due to Lack of Climate Control

Category: TIME AWAY FROM WORK
Issued: January 1, 1993
Revised:  July 1, 2004
Responsible Office: Employee and Labor Relations (212) 870-2801

During unusual internal climate conditions, every effort will be made to continue essential services to the University and the Community.  However, when and where extreme temperature conditions exist, an early closing of an office, laboratory, or other location may be authorized.

Vice Presidents, Deans or Directors may authorize such an early closing subject to prior review with Employee and Labor Relations.  Before authorizing a closing, all reasonable alternatives must be considered.

An early closing should be authorized only for the specific locations affected by the extreme temperature.  The Assistant Vice Presidents of Facilities Management, Environmental Health and Radiation Safety and the Department of Public Security must be notified prior to closing of the facility. 

 

414. Inclement Weather and External Emergencies (When the University Doesn’t Close)

 

Category: TIME AWAY FROM WORK
Issued: January 1, 1993
Revised:  July 1, 2004
Responsible Office: Employee and Labor Relations (212) 870-2801

It is expected that regardless of the severity of a snow emergency, blizzard or other inclement weather situations—as well as other outside circumstances such as power failure, transportation breakdown or strikes—the academic and other buildings of the University will continue to be open and serviced.  In such cases, all employees are expected to make a reasonable effort to arrive at work.  While employees will not be penalized for arriving late, they will not receive pay if they are absent; however, they may charge such absence against earned vacation or floating holidays (personal days).  Any exception to this policy will be made by the Vice President for Human Resources.

 

415. Emergency University Closings Policy for Support Staff

Category: TIME AWAY FROM WORK
Issued: July 1, 2004
Responsible Office: Employee and Labor Relations (212) 870-2801

The following procedure will apply whenever (1) the University is officially closed due to an emergency such as power failures, weather conditions, or similar occurrences; or (2) the University remains open but conditions make travel to work extremely difficult or hazardous and the President or designee, in consultation with the Emergency Management Operating Team, declares the day an Emergency Operation Day:

• Non-essential support staff scheduled to work will be paid for the day and will not be required to report for work.  Non-essential support staff who report for work may be required to remain at work to provide essential services and, if so, will be paid for the day.
• Essential support staff are those designated in advance (including in a posting) as necessary to provide service during an emergency, or who are so designated due to the particular emergency or as provided in paragraph 1, above.  Essential support staff members who work during the emergency will receive a premium payment equal to their regular rate of pay for all hours worked during their normal shift as additional compensation.  Full-time support staff will receive overtime pay at the rate of time and one-half for all hours outside of their normal shifts.  An essential support staff member who is unable to report for work despite all reasonable efforts and so informs his/her supervisor or designated person will be paid for the day.
• If the University closes after the start of normal business hours or an individual support staff member’s regular shift, support staff will receive their regular salary from the beginning of their shift until the closing, and will thereafter be covered by the provisions above for the balance of the day.
• Employees previously scheduled to be off for vacation, personal leave, holiday, sick leave or any other absence will be charged the appropriate type of leave, and will not be re-credited with the time.

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