Paid Time Off - FAQ
Managers & Supervisors
How much leave does an employee earn?
Leave accrual eligibility and rates are explained in the HR Manual .
Postdoctoral Fellows, Veterinary Interns, Clinical Psychology Interns, Fellowship Grant Trainees, Veterinary Residents, Graduate Assistants, Non-Student Hourly and Student Hourly employees are not eligible to accrue annual or sick leave.
When can an employee use leave?
Leave earned during a month is available use on the first day of the following month. For example, leave earned in June is available for use July 1.
To the extent possible, all leave requests should be pre-approved by the employee’s supervisor and/or department head.
Can leave be borrowed from future accruals?
No, leave cannot be used before it is earned and an employee cannot have a negative leave balance. If an employee does not have enough accrued applicable leave to cover an absence, they will be placed in a Leave Without Pay status for those hours. Please contact your HR iaison to complete the necessary action in the HR system.
As a manager, how do I determine if a leave request is appropriate?
A supervisor may inquire about the reasons for leave in more depth if an employee does not provide enough information. There are many similarities in the qualifications for sick leave, bereavement leave, etc. for State Classified and Faculty/AP employees but you should review policies outlined in the HR Manual and Faculty/AP Manual for specific differences.
Sick leave provides time off for health reasons including: preventative exams/office visits, treatments, recovery and periodic illness. Direct supervisors should not contact healthcare providers.
Annual leave is provided for an employee’s personal needs. It is typically requested in advance and should be approved by a supervisor/manager. Annual leave may be denied for legitimate business reasons except when it results in the forfeiture of accumulated annual leave at fiscal year end. Advanced planning may be needed to prevent employees taking excessive time in June that may affect business activities.
If you are having difficulty assessing the leave request, please contact HR Solutions.
How do I know if I should notice an employee of their Family Medical Leave (FML) rights?
The Family and Medical Leave Act provides leave under specific circumstances: birth or care of a newborn; adoption or foster care or placement of a child; care for the employee’s spouse, son or daughter (under 18), or parent who has a serious health condition; serious health condition of the employee; and military family leave. This leave may be continuous, reduced-time or intermittent when medically necessary.
State Classified and Faculty/AP have small variations in the application of FML, but an employee typically must have one year of service that need not be consecutive to be eligible. Further specific information on FMLA can be found here: provide link. Questions – contact Benefits?
Further employee group-specific information is provided here:
An employee is going out on an extended medical leave and has enough sick leave accrued to cover his/her absence. Do I have to notify them of their Family Medical Leave (FML) rights?
Yes, it is our obligation as employers to provide employees of their rights under the Family and Medical Leave Act. Per CSU policy, FML runs concurrently with other applicable paid leaves including sick, annual, and injury leave.
Coworkers are concerned about an employee who has been out of the office. What should I say?
Employee medical information is confidential under a number of federal acts (Americans with Disabilities Act, Family and Medical Leave Act, Health Insurance Portability and Accountability Act). Disclosure of medical information should only occur with those who have a business need to know. Supervisors who are careless about information covered by the privacy provision may be held liable.
Employees may share their health information with coworkers, but as a supervisor you are under an obligation to keep this information private. The employee may ask you to share some statement with coworkers and it would be acceptable for you to share this statement. If they do not provide this, you should acknowledge the concern expressed and let the coworkers know that the employee will be out of the office until a specified date or that a return is undetermined at the current time.