2/25/03, HR: Temporary Enhancement to Military Leave Policy

The University is committed to supporting our faculty and staff who may be called or volunteer to serve on active military duty. For a one-year period, the University will provide eligible faculty and staff members who begin military leave between February 25, 2003 and February 25, 2004 with up to 90 calendar days of military pay and benefits during the temporary one-year military pay enhancement period in accordance with the University's Military Leave Policy and the guidelines outlined below. Prior to this temporary one-year enhancement to the military pay provision, eligible employees were able to receive up to 10 workdays of military pay per fiscal year.

Temporary Enhancement to Military Leave Policy

Summarized below are the provisions of the temporary enhancement of the University's military leave pay and benefits and the University's Military Leave Policy.

The University grants up to five (5) cumulative 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'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 certain conditions as outlined in the University's Military Leave Policy.

For all eligible faculty and staff members who commence leave for active military duty or training between February 25, 2003 and February 25, 2004, the University will extend the military pay period from 10 workdays per fiscal year to a maximum of 90 calendar days during the temporary one-year military pay enhancement period. If the faculty or staff member's documented military pay is less than his/her University base pay, the employee's home department will pay the difference for up to 90 calendar days while the employee is engaged in military training and/or on active duty. If the employee's military pay is more than or equal to his/her University base pay, the home department will not provide any differential pay. Military pay consists of base pay, plus allowance for longevity, subsistence, quarters and dependents, plus pay for sea, flight, foreign and hazardous duty. Military pay does not include reimbursement for travel expenses. After the maximum 90 calendar days of Penn military pay is exhausted, the employee may choose to either use Paid Time Off (vacation) during military leave or elect to take an unpaid leave of absence.

During the one-year temporary enhanced paid military leave period (up to 90 calendar days), the faculty or staff member's medical, dental, vision, basic group life, supplemental group life and dependent life insurance will continue in effect on the same basis as an active employee. Per the University's Military Leave Policy, accidental death and dismemberment insurance will not be continuable or payable during military duty. Employees who continue military duty after the paid military leave period (up to 90 calendar days) may elect to continue their University medical, dental, vision, and life insurance benefits. Employees should contact the Penn Benefits Center (1-888-736-6236) prior to departure regarding benefits continuation.

During the paid military leave period, the employee will continue to accrue Paid Time Off (vacation) and sick days in accordance with the relevant University policies. Other benefits will remain the same, in accordance with the University's Military Leave Policy and Federal and State guidelines.

This temporary one-year enhancement of military pay and benefits (up to 90 calendar days) only applies to employees who commence military leave between February 25, 2003 and February 25, 2004. This provision will not be applied retroactively. The University reserves the right to amend this temporary provision at any time.

For more information on the University's Military Leave Policy refer to the Military Leave Policy online at: www.hr.upenn.edu/policy/policies/611.asp or contact the Division of Human Resources, Staff and Labor Relations at (215) 898-6093.

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

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

Provide your supervisor or department head with a copy of the military orders, if possible, and determine last day of work. Oral notice is permissible if giving written notice is unreasonable and precluded by military necessity.
Discuss with supervisor or department head whether you choose to use any paid time off (vacation) during the military leave.
Give your supervisor or department head an address to which any essential mail should be forwarded.
Prior to departure, contact the Penn Benefits Center at 1-888-736-6236 to discuss University benefits continuation for the period exceeding the University military pay period.
Review the Military Leave Policy and contact the Division of Human Resources, Staff and Labor Relations at 215-898-6093 if you have any questions. The policy can be found at:www.hr.upenn.edu/policy/policies/611.asp.
If your military pay is less than your University base pay and you wish to receive the enhanced military pay from the University for up to 90 calendar days, you must arrange to get a certified statement of the military pay and time off allowances to your supervisor or department head as soon as possible.
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. The deadline for reinstatement may be extended up to two (2) years for employees who are disabled or convalescing due to injury.

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

Obtain a copy of the military orders, if possible, and determine the last day of work. Oral notice is permissible if giving written notice is unreasonable and precluded by military necessity.
Notify the faculty or regular staff member that they are eligible for military leave of a cumulative total of up to five years and give the employee a copy of the Military Leave Policy found at: www.hr.upenn.edu/policy/policies/611.asp .
Discuss with the faculty or staff member whether s/he chooses to use any paid time off (vacation) during military leave.
Discuss with the faculty or staff member the military pay provision. Ask the faculty or staff member for a certified statement of the military pay if the military pay is less than the employee's University base pay.
Advise faculty or staff member to contact the Penn Benefits Center (1-888-736-6236) prior to departure to discuss benefits continuation for the period exceeding the University military pay period.
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 records in the Personnel Payroll System. See the Division of Human Resources website at www.hr.upenn.edu/policy/policies/611.asp for detailed information on how to update these records.
Process Additional Pay Forms for the military pay, as needed.
Advise faculty or staff member about the reinstatement provision and process.
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. The Provost's Staff Conference handles arrangements for faculty members.

If a student who has not received full academic credit for the term is called to service through enrollment in a military reserve unit, or through enlistment in the military service, the student's tuition and mandatory fees for the term shall be cancelled, provided a request, substantiated by the proper evidence, is filed with the dean of the school in which he or she is registered.