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Voluntary Leave Without Pay with Benefits

Policy
Purpose: 

The University of Kansas offers a voluntary leave without pay with benefits program which allows an employee in a regular position to request leave without pay and retain health insurance coverage during the absence.  Voluntary leave without pay with benefits may be approved during a period of reduced unit activity or for personal circumstances.  

Applies to: 

Fiscal year Faculty, Unclassified Academic Staff, Unclassified Professional Staff, and University Support Staff appointed to regular positions.

Campus: 
Lawrence
Edwards
Parsons
Juniper Gardens
Yoder
Topeka
Policy Statement: 

Leave without pay with benefits may be requested by the employee to his/her immediate supervisor for non-medical absences and may be approved by his/her unit head.  The leave must ultimately be of mutual benefit to the unit and the employees as determined by the unit head and Human Resource Management.  Such requests must be sent to Human Resource Management for review and final approval.

Leave Period:
Depending on the needs of the department and the employee, a voluntary leave may be full-time or part-time.  A minimum leave period of two (2) weeks is required to participate in the Voluntary Leave Without Pay with Benefits program and the leave period cannot exceed twelve (12) weeks in a twelve (12) month period.

Requesting and Reporting Paid Leave:
To ensure existing benefits coverage (including health insurance) is maintained during the voluntary leave without pay period, participating employees will be required to report paid leave or work a portion of each pay period.

The process for requesting and reporting leave is described on the HR website at http://www.humanresources.ku.edu/benefits_pay/leaves_holidays/voluntary_leave.aspx

Exclusions or Special Circumstances: 

This program does not affect eligibility to take paid leave under the other, existing leave policies and is not applicable to leaves of absence related to medical leave.

Leave without pay can only be granted to salaried (exempt) employees in full day increments.

Sick leave is used only for medical related absences and will not be granted for use with the Voluntary Leave Without Pay program. 

Consequences: 

Taking leave without pay affects leave accruals, contributions to retirement plans, other salary-based programs, length of service if leave exceeds 30 days, etc.

Contact: 

Human Resource Management
103 Carruth-O’Leary Hall
1246 W. Campus Road
Lawrence, KS 66045
785-864-4946
hrdept@ku.edu

Approved by: 
Provost and Executive Vice Chancellor
Approved on: 
Saturday, October 1, 2005
Effective on: 
Saturday, October 1, 2005
Review Cycle: 
Annual (As Needed)
Definitions: 

In pay status refers to the work periods for which an employee is receiving pay by virtue of working or being on paid leave.

Keywords: 
Leave Without Pay, Voluntary Leave Without Pay, Budgetary Constraints
Review, Approval & Change History: 

10/19/2016: Added personal circumstances to purpose, changed minimum duration to 2 weeks from 4 weeks, added an exclusion that sick leave cannot be used. 

02/19/2016: Updated to apply to staff. Updated Contact information and definitions, updated title and purpose statement, removed reference to related policies

01/21/2015: Policy formatting cleanup (e.g., bolding, spacing).

Personnel: Faculty/Academic Staff Categories: 
Compensation
Leaves & Holidays
Personnel: Staff Categories: 
Compensation
Leaves & Holidays

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