Military Leave Guidelines

In light of the current crisis, the University is publishing its guidelines on military leaves for
Penn faculty and staff. The full Military Leave Policy can be accessed via the Division of
Human Resources web site at www.hr.upenn.edu/policy/policies/611.asp.

See also, Military Leave Guidelines for STUDENTS, below.

Excerpts from Policy No. 611, Military Leave

The University grants up to five (5) years of time off without pay for faculty and regular staff members (including staff covered by collective bargaining agreements*) who are called to or volunteer for active military duty in accordance with Federal guidelines. The employee is eligible to use any unused paid time off during the military leave. Also, the employee may use the ten (10) paid work days per fiscal year granted for annual military training or duty, provided that this time has not been used during the current fiscal year.

The employee’s University department is committed to return the faculty or staff member to active University status in the same or comparable position, pay grade and salary within the department at the end of the military leave if the employee meets the following conditions:

• The employee is employed in a faculty or regular staff position and would not have been subject to position discontinuation if employment had not been interrupted by military service.
• The employee presents to his/her supervisor, department head or other University designee, a certificate of discharge or release from active duty under honorable conditions.
• The employee notifies the University in writing of his/her intent to return to work within 90 days of discharge from active duty or within one year of discharge if hospitalized after discharge.

During the military leave without pay, there is no accrual of sick or paid time off days. Time while on leave is counted as service credit in determining eligibility for those benefits that are dependent upon length of service. Faculty and staff members can arrange to continue their University medical/dental and life benefits while on leave by contacting the Penn Benefits Center (1-888-736-6236) prior to departure. Faculty and staff who return from military leave and are reemployed with the University are reinstated into their previous health plan, if available, with full coverage.

If you have questions about the Military Leave Policy, call the Division of Human Resources, Staff and Labor Relations at (215) 898-6093 or refer to the policy online.

Steps to Follow for Faculty or Regular Staff Members
Called To or Volunteering for Active Military Duty:

• Provide supervisor or department head with a copy of the military orders and determine last day of work.
• Discuss with supervisor or department head whether any paid time off or annual military training leave will be used during the military leave.
• Give your supervisor or department head an address to which any essential mail should be forwarded.
• Contact the Penn Benefits Center at 1-888-736-6236 to discuss University benefits continuation.
• Contact Division of Human Resources, Staff and Labor Relations, at (215) 898-6093 for any questions about the Military Leave Policy.
• Notify, in writing, your supervisor, department head or other designated University official of your intent to return to work within 90 days of honorable discharge from active military service or within one year from active military service if hospitalized after discharge. You should include in this correspondence a copy of your certification of discharge or release.

Steps to Follow for Supervisors or Department Heads if Faculty or Regular Staff Members Give Notice of Being Called To or Volunteering for Active Military Duty:

• Obtain a copy of the military orders.
• Notify the faculty or regular staff member that they are eligible for military leave up to five years and determine the last day of work.
• Discuss with the faculty or staff member whether any paid time off or annual military training leave will be used during the military leave. Determine and communicate to individual the last day in pay status.
• Advise individual to contact the Penn Benefits Center (1-888-736-6236) to discuss benefits continuation.
• Get an address from the faculty or staff member where s/he wants any essential mail sent. Ensure that the appropriate changes are made to the faculty or staff member’s record in the Personnel Payroll System (e.g., address, employment status, reason for leave, effective date of leave).
• If a temporary replacement is needed for a regular staff member on military leave, contact the Division of Human Resources, Recruitment and Staffing, at (215) 898-1303 or the respective school/center contact to discuss hiring procedures. Arrangements for faculty members are handled by the Provost’s Staff Conference.

Contact Division of Human Resources, Staff and Labor Relations, at (215) 898-6093 for any questions about the Military Leave Policy.

--Division of Human Resources

* University staff members who are covered by collective bargaining agreements should refer to the appropriate contract article for leaves without pay.

Almanac, Vol. 48, No. 5, September 25, 2001

ISSUE HIGHLIGHTS:

Tuesday,
September 25, 2001
Volume 48 Number 5
www.upenn.edu/almanac/