Samford University provides generous leave benefits including: bereavement, holidays, sick leave and vacation. Learn more about our leave benefits, policies and procedures.
Family and Medical Leave Act (FMLA)+
Basic Leave Entitlement
FMLA requires covered employers to provide up to 12 weeks of unpaid, job protected leave to eligible employees for the following reasons:
- For incapacity due to pregnancy, prenatal medical care or child birth
- To care for your child after birth, or placement for adoption or foster care
- To care your spouse, son or daughter,* or parent who has a serious health condition; or
- For a serious health condition that makes you unable to perform the employee’s job
*The definition of “son or daughter” is limited to children under the age of 18 or 18 years of age or older and incapable of self-care because of a mental or physical disability.
Military Family Leave Entitlements
Eligible employees with a spouse, son, daughter or parent on active duty or call to active duty status in the National Guard or Reserves in support of a contingency operation may use their 12-week leave entitlement to address certain qualifying exigencies. Qualifying exigencies may include:
- Attending certain military events
- Arranging for alternative childcare
- Addressing certain financial and legal arrangements
- Attending certain counseling sessions
- Attending post-deployment reintegration briefings
FMLA also includes a special leave entitlement that permits eligible employees to take up to 26 weeks of leave to care for a covered service member during a single 12-month period. A covered service member is a current member of the Armed Forces, including a member of the National Guard or Reserves, who has a serious injury or illness incurred in the line of duty on active duty that may render the service member medically unfit to perform his or her duties for which the service member is undergoing medical treatment, recuperation, or therapy; or is in outpatient status; or is on the temporary disability list.
In order to be eligible for FMLA leave you must meet the following conditions:
- You have worked at least 1,250 hours during the 12-month period prior to the date of the commencement of the leave
- You have worked at least a total of 12 months for Samford University
- You have provided medical certification for leave, when requested
- You have provided us with at least 30 days advance notice if the leave is due to the birth of a child and as soon as possible in the event the leave is due to a serious health condition.
If you meet these conditions, you are eligible for up to 12 weeks of family and medical leave during a rolling 12-month period.
Under certain circumstances, you may take FMLA leave intermittently: This means you may take leave in blocks of time, or by reducing your normal weekly or daily work schedule. FMLA leave may be taken intermittently whenever medically necessary to care for a seriously ill family member or because you, the employee, are seriously ill and unable to work.
Full-time employees will be permitted a bereavement leave of up to five days off with pay in the death of their spouse, child or stepchild. Up to three days off with pay will be granted for the death of an immediate family member, including a parent, sibling, grandparent, grandchild, parent-in-law, brother- and sister-in-law, daughter- and son-in-law and grandparent-in-law. The bereavement leave paid must be continuous and its use must include either the date of death or the day of the funeral. Use of vacation time may be granted by the supervisor in unusual circumstances requiring travel or other unique considerations.
If an employee is bereaved during their vacation leave, they may substitute bereavement leave for the appropriate period. Bereavement leave is not accumulated, and there is no compensation for unused bereavement leave. Use of bereavement leave requires approval of the immediate supervisor. Upon return to work, an official record, obituary notice or other form of documentation to substantiate the request for paid leave may be required.
Annually Observed Holidays
- New Year’s Day
- Martin Luther King, Jr. Day
- Friday of Spring Break
- Easter Monday
- Memorial Day
- Independence Day
- Labor Day
- Thanksgiving Day
- Friday after Thanksgiving Day
- Christmas Day
Additional days off at holiday seasons are decided upon by the administration on a year-to-year basis. These days and the conditions under which they are given are announced as each season approaches. It is understood that the declaration of additional holidays on these occasions by the administration does not establish a binding policy or practice for future holidays. Part-time and temporary employees are not paid for the holidays. A terminated employee shall not be paid for any holidays occurring after the last day actually worked.
Additional Holidays for 2016
From Policy Number 3.02.9, “It is understood that the declaration of additional holidays on these occasions by the administration does not establish a binding policy or practice for future holidays.”
Faculty Sick Leave
Faculty employees are awarded 10 days of sick leave upon employment. Additional sick leave is earned at the rate of one work day of sick leave per month. No more than 90 days of paid sick leave may be accumulated. Charges against sick leave accumulation are made only during the nine or 12 months of the agreement. No compensation or other benefit is received for sick leave not taken. Sick leave may be used for your personal injury or illness, or for the illness of a spouse, dependent child or parent. Sick leave may also be used for visits to the doctor or dentist. Sick leave is not paid out upon termination from Samford. Sick leave balances are maintained by the payroll department and are printed on your paycheck statements. Sick leave should be noted appropriately on your monthly attendance reports.
Staff Sick Leave
All full time staff employees earn 12 days sick leave per year. Maximum sick leave accrual is 90 days. Biweekly paid staff employees accrue sick leave over 26 pay periods. Monthly paid staff employees accrue sick leave at the rate of one day per month. Sick leave may be taken after you have completed three months of continuous full time employment. Sick leave may be used for your personal injury or illness, or for the illness of a spouse, dependent child, or parent. Sick leave may also be used for visits to the doctor or dentist. You may be required to furnish a doctor's statement when 5 continuous days or more are missed from work. Supervisors have the right to require a doctor's statement for any absence regardless of the duration. You may use sick leave with pay only up to the total amount accrued. Sick leave may not be advanced. Sick leave is not paid out upon termination from Samford. Sick leave should be noted appropriately on time sheets for bi-weekly paid employees and on Attendance Reports for monthly paid employees. Sick leave balances are maintained by the Payroll department and are printed on your paycheck statements once you are eligible to utilize sick leave.
Whom should I contact when I need to take a sick day?
If you are off work due to personal or family illness, you should contact your direct supervisor. If you anticipate being off work for an extended period of time, a letter should be submitted to your supervisor indicating the anticipated duration of leave and the expected date of return to work. You must also at that time contact Human Resources regarding FMLA.
What happens when I reach the 90-day maximum?
You will cease to accrue additional sick days until you have depleted some of your balance.
Will I receive my unused sick time when I retire?
No. Sick time will not pay out when you retire.
Does my sick time roll?
Yes, you will continue to accumulate sick time until you reach the 90-day maximum.
Vacation days for full time faculty on nine-month agreements are those dates when classes are not in session and no official duties are planned according to the approved academic calendar of the university. Vacation days for full-time faculty on 12-month agreements and administrative-faculty are 24 working days in each fiscal year normally taken when classes are not in session and no official duties are planned according to the approved academic calendar of the university. Vacation days do not accumulate to future agreement years. Vacation leave should be recorded on your monthly attendance reports. Vacation balances will be printed at the bottom of your pay advices and will be updated each pay period and maintained by the payroll office.
Vacation days are normally taken when classes are not in session and no official duties are planned according to the approved academic calendar of the university.
Vacation will be granted in a lump-sum basis on July 1 of each year. The vacation grant is to be used during that fiscal year. Our fiscal year runs July 1 through June 30. Any unused vacation will not carry over from year to year. Also unused vacation will not be paid out to terminating staff. Your vacation balance will be printed at the bottom of your biweekly or monthly pay stubs. Remember to indicate vacation taken on your monthly attendance reports or on your biweekly time sheets.
You may begin utilizing your vacation after three months of continuous full-time service. It is your responsibility to schedule your vacation with the approval of your supervisor as far in advance as possible.
Staff Vacation Grant Schedule
|On July 1 of...||Grant|
|2nd Year*||14 Days|
|4th Year*||16 Days|
|6th Year*||18 Days|
|11th Year*||20 Days|
|16th Year*||24 Days|
*Years are based on July 1 of each year of continuous employment.
During your first year of employment, vacation will be granted as follows:
- If you are hired on or before the 15th of the month, you will receive 1 day of vacation for that month plus one day of vacation for each month remaining in that fiscal year.
- If you are hired after the 15th of the month, you will not receive any vacation grant for the month in which you are hired, but will receive one day of vacation for each month remaining in that fiscal year.
- If you are hired in the last quarter of the year (April, May, June), you will not receive any vacation grant for that fiscal year, but will receive the full grant on July 1 of the next fiscal year.
You must be employed for three months before you will be eligible to take your vacation.
Effective January 1, 2010, vacation pay may not be used during the two-week notice period required when an employee resigns. It is important that the resigning incumbent be available during the notice period to assist in the transition. Unused vacation will not be paid out to terminating staff.
Can my request for vacation be denied?
On occasion, your requested date of vacation may not permit the continuous operation of your department and another date may have to be selected.
Where can I obtain a copy of the monthly attendance report?
It is located on the human resources webpage under the HR Forms section.
Will my unused accrued vacation roll into next year, or will I lose it?
Staff: Unused vacation balances do not carry over from year to year. Twelve-month faculty and administrative-faculty: Vacation days do not accumulate to future agreement years.