Leaves & Transitions

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Supervisors leaves and transitions

Leave Decision Overview for Supervisors

Regular and dependable employee attendance is a critical performance factor. As a manager/supervisor, you will have to assess employee absence and leave requests within your operational needs and University policies.

Please contact your assigned Senior HR Partner for consultation on more complex and unusual absence/leave requests. For questions on leave processing, contact HR Solutions.

For information on all employee leaves, visit the PTO, Leaves & Holidays page.

My employee requested leave; what's next?

Begin by gathering information about the request so that you can determine your employee's needs and what policies apply to the situation. Questions you might ask:

  • Why does your employee need the absence or leave? 
    If the reason is due to an illness/medical condition (including caring for a specific family member with an illness/medical condition), you can clarify whether a healthcare provider recommends the absence/leave; however, avoid discussing any specific medical condition information. If absence/leave is for a work-related illness or injury, see procedures for the worker's compensation process in addition to using this evaluation tool.
  • What are the absence or leave dates of your employee's request?
    Is it one period (continuous) or several dates (intermittent)? You can require specific dates, even if they are tentative.
  • When will your employee return to work?
    You can seek assurance that your employee intends to return to work at the end of the absence/leave and if there will be any restrictions on performance, duties, and/or work schedule. You can ask your employee to provide a release from a healthcare provider before returning to work.

With the available information, use the following evaluation tool to eliminate or affirm what absence/leave is under consideration and your options or next step. All absence/leave decisions start with an evaluation against the Federal Family and Medical Leave Act. As a requirement by law, the University strives to apply Family and Medical Leave to all applicable situations, and you, as a supervisor, are the key to maintaining federal compliance.

Employee Transitions

Administrators or managers considering the layoff or nonrenewal of an employee should contact their Senior HR Partner. Your HR Partner will help you ensure that the process is managed correctly by learning about the background of the employee, discussing with you the reason for the layoff or nonrenewal, and providing guidance on the process and the necessary forms and documentation to proceed.

Resources

Please review these resources to help integrate business needs with policy requirements.

Contract Nonrenewal FAQ

A nonrenewal is the conclusion of a contract for Appointed Personnel. Contact your Senior HR Partner for information, guidance, forms and answers to your questions.

A written notice of nonrenewal will be issued based on the Chapter of Service. The most common notice obligation will be 90 days.

Contact your Senior HR Partner to determine the appropriate notice obligations and obtain the appropriate template(s).

Deadlines calendar: The Academic and Fiscal Year deadlines to give notice of nonrenewal are published on the Calendars page.

Yes. Appointed Personnel may have their current contract nonrenewed, with the appropriate written notification based on the Chapter of Service, and then have a new contract issued with a reduction in FTE.

Verbal notification may be given. However, the written notice of nonrenewal is required and the written notice must meet the notice obligation requirement set forth in the Chapter of Service.

Vacation Leave
Appointed Personnel who earn vacation leave will be paid any unused leave days up to the amount earned for one year of service. The amount earned in one year of service is prorated based on the FTE and appointment length (fiscal or academic).

Sick Leave
Sick leave is not paid out upon separation of service. Retiring employees may qualify for Retiree Accumulated Sick Leave (RASL). Get more information on RASL.

Visit the How Job Change Or Separation Affects Your Benefits page for more information.

Employees who separate from the University will have the opportunity to continue their health benefits by paying both the employer and the employee portion of the benefit premium through COBRA. A COBRA health plan allows employees to continue their benefits for up to 18 months after leaving an employer. Contact HR Solutions to learn more.

Visit the How Job Change Or Separation Affects Your Benefits page for more information.

Employees will have several options regarding their Arizona State Retirement System (ASRS) or their Optional Retirement Plan (ORP). These may include leaving the account intact, rolling it over to another retirement plan, requesting a refund of contributions, or, if eligible, to retire. Contact HR Solutions to learn more.

Visit the How Job Change Or Separation Affects Your Benefits page for more information.

Yes. If the employee is selected for the new position and starts that position prior to the end of their contract, it is considered a transfer. If an employee’s contract period has already ended and then they are hired into a new University position, it is considered a rehire.

Access all open positions at the University through talent.arizona.edu. Applications are only accepted online.

Do you need more assistance?