Employee Handbook Section Six: LEAVE BENEFITS

Paid Holidays

Regular full-time and part-time employees are eligible for paid holiday leave.

Prior to September 1 of each year, the complete College Holiday Schedule will be announced for the upcoming salary year (September 1 - August 31). The college typically observes 11 holidays per salary year. Information regarding the specific holidays may be obtained by visiting the Human Resources web page, www.gettysburg.edu/employeebenefits. Click on Leave Types.

Vacation Calculations for Full-Time and Part-Time Staff

Eligibility: All full-time and part-time staff (working over 1000 hours per salary year) are eligible for paid vacation leave. Vacation leave is accrued from the first day of employment and is earned in proportion to time worked, therefore, staff on leave of absence (i.e. maternity, paternity/partner, adoption, short-term disability or Family Medical Leave) will not accrue leave time. Vacation time may be used in 1/4 hour increments. Vacations are to be taken at times mutually agreeable to the employee, the College and his/her supervisor.

The accrual of vacation leave for staff is affected by a variety of factors.

  1. The number of service hours to the College.
  2. Hours to be included in accrual calculations are regular, sick, vacation, and holidays. Extra time and over time hours are not used in accrual calculations.
  3. The number of hours employees work per year is cumulative in nature. This influences when accrual rates increase.

The following is for employees scheduled to work 40 hours per week:

Service Hours: Hours Earned:
0-520 hours (13 weeks, if work full 40 hrs/wk)

20 hours total (Hours will not appear on pay stub until the employee has successfully completed their orientation period)

521- 10399 hours (0 - 4 years, if work full 40 hrs/wk) .038462 hours earned/hr worked (x 2080 hrs = 80 hrs/yr)
10400- 20799 hours (5 - 9 years, if work full 40 hrs/wk) .057692 hours earned/hr worked (x 2080 hrs = 120 hrs/yr)
20800- 31199 hours (10-14 years, if work full 40 hrs/wk) .076923 hours earned/hr worked (x 2080 hrs = 160 hrs/yr)
Over 31200 hours (15 years, if work full 40 hrs/wk) .084615 hours earned/hr worked (x 2080 hrs = 176 hrs/yr)

The following is for employees scheduled to work 37.5 hours per week:

Service Hours: Hours Earned:
0-488 hours (13 weeks, if work full 37.5 hrs/wk)

18.7 hours total (Hours will not appear on pay stub until the employee has successfully completed their orientation period)

489- 9749 hours (0 - 4 years, if work full 37.5 hrs/wk) .038462 hours earned/hr worked (x 1950 hrs = 75 hrs/yr)
9750 - 19499 hours (5 - 9 years, if work full 37.5 hrs/wk) .057692 hours earned/hr worked (x 1950 hrs = 112 hrs/yr)
19500- 29249 hours (10-14 years, if work full 37.5 hrs/wk) .076923 hours earned/hr worked (x 1950 hrs = 150 hrs/yr)
Over 29250 hours (15 years, if work full 37.5 hrs/wk) .084615 hours earned/hr worked (x 1950 hrs = 165 hrs/yr)

The following is for employees scheduled to work 26-30 hours per week:

Service Hours: Hours Earned:
0-390 hours (13 weeks, if work full 30 hrs/wk

15 hours total (Hours will not appear on pay stub until the employee has successfully completed their orientation period)

391- 7,799 hours (0 - 4 years, if work full 30 hrs/wk) .038462 hours earned/hr worked (x 1560 hrs = 60 hrs/yr)
7,800- 15,599 hours (5 - 9 years, if work full 30 hrs/wk) .057692 hours earned/hr worked (x 1560 hrs = 90 hrs/yr)
15,600- 23,399 hours (10-14 years, if work full 30 hrs/wk) .076923 hours earned/hr worked (x 1560 hrs = 120 hrs/yr)
Over 23,400 hours (15 years, if work full 30 hrs/wk) .084615 hours earned/hr worked (x 1560 hrs = 132 hrs/yr)

The following is for employees scheduled to work 21-25 hours per week:

Service Hours: Hours Earned:
0-325 hours (13 weeks, if work full 25 hrs/wk)

12.5 hours total (Hours will not appear on pay stub until the employee has successfully completed their orientation period)

326- 6,499 hours (0 - 4 years, if work full 25 hrs/wk) .038462 hours earned/hr worked (x 1300 hrs = 50 hrs/yr)
6,500- 12,999 hours (5 - 9 years, if work full 25 hrs/wk) .057692 hours earned/hr worked (x 1300 hrs = 75 hrs/yr)
13,000- 19,499 hours (10-14 years, if work full 25 hrs/wk) .076923 hours earned/hr worked (x 1300 hrs = 100 hrs/yr)
Over 19,500 hours (15 years, if work full 25 hrs/wk) .084615 hours earned/hr worked (x 1300 hrs = 110 hrs/yr)

The following is for employees scheduled to work 20 hours per week:

Service Hours: Hours Earned:
0-260 hours (13 weeks, if work full 20 hrs/wk)

10 hours total (Hours will not appear on pay stub until the employee has successfully completed their orientation period)

261- 5199 hours (0 - 4 years, if work full 20 hrs/wk) .038462 hours earned/hr worked (x 1040 hrs = 40 hrs/yr)
5200- 10,399 hours (5 - 9 years, if work full 20 hrs/wk) .057692 hours earned/hr worked (x 1040 hrs = 60 hrs/yr)
10,400- 15,599 hours (10-14 years, if work full 20 hrs/wk) .076923 hours earned/hr worked (x 1040 hrs = 80 hrs/yr)
Over 15,600 hours (15 years, if work full 20 hrs/wk) .084615 hours earned/hr worked (x 1040 hrs = 88 hrs/yr)

During the first thirteen (13) weeks of employment or during any extension of the probation period, support staff are not eligible to use any vacation or sick leave they may have accrued. Upon the successful completion of the initial probation periods, vacation leave may be utilized.

Support staff employees may maintain as much time as they wish in their vacation leave banks during the year. However, support staff employees may not have more than two weeks in their vacation leave bank at the end of each year (December 31st). Any hours in excess of this two-week allotment will be removed from their vacation leave bank as the new-year turns over. Upon termination or retirement,
all vacation leave in the vacation leave bank will paid to the employee in the final paycheck.

Vacation for Administrators

Regular full-time administrators working 12 months are eligible to receive 22 vacation days per salary year (June 1 - May 31). This equates to 1.83 days per month.

Regular full-time administrators working 11 months are eligible to receive 15 vacation days per salary year (June 1 - May 31). This equates to 1.36 days per month to be used during the 11-month period.

Additionally, regular full-time administrators working 10 months are eligible to receive 10 vacation days per salary year (June 1 - May 31). This equates to 1.00 day per month to be used during the 10-month period.

For part-time administrators, contact the Human Resources Office to determine the appropriate vacation calculation.

Unused vacation leave cannot be carried over into the new salary year nor will it be compensated. Vacation leave is to be taken at times mutually agreed upon by administrators and their supervisors. Vacation leave is to be taken in increments of no less than half days. In the event the employee terminates employment with the College during the salary year, he/she will be paid for any accrued, unused vacation leave. This is calculated by determining the number of months from September 1 to the last day of work, multiplied by the factor listed above, minus the number of days used during this same time period. For example: A 12-month employee terminates employment on June 30. September 1 to June 30 equals 10 months times 1.83 days or 18.3 days of vacation. The employee used 10 days of vacation through June 30; therefore will receive a balance of 8.3 days of vacation payout.

Sick Leave for Support Staff

Support staff employees earn sick leave in the amount of .0308 hours for every hour worked. Hours to be included in accrual calculations are regular, sick, vacation, holidays, and floating holidays. Extra time and over time hours are not used in the accrual calculations. Employees on leave of absence (i.e. maternity, parental/partner, adoption, short-term disability or family medical leave) will not accrue leave time. Unused sick leave may be accumulated for up to a maximum of 26 weeks.

Short-Term Disability Leave for Support Staff

There will be occasions when support staff members find it necessary to be absent from work for an extended period for their own health reasons. In such times, regular full-time employees, who have completed at least one year of service with the College, may be eligible to participate in the short-term disability leave program.
There is a 10-working day waiting period before the paid short-term disability leave begins. Support staff employees are required to use accrued sick and vacation leave during this 10-day waiting period to maintain compensation and benefits. Paid short-term disability leave will begin on the 11th working day of the leave, and may continue for up to 24 weeks in a three year period measured backward from the date an employee uses such leave (i.e. leave is limited to the balance of 24 weeks not used in the past three years). Eligible employees need not take short term disability leave all at one time. Rather, the leave may be exhausted for multiple occurrences so long as the total amount of leave does not exceed 24 weeks in a three year period (the ten day waiting period described above is waived for subsequent occurrences of the same condition). This paid leave is at 100% of the standard weekly hours budgeted for the employee. Employees will only be paid for a maximum of 48 weeks of short-term disability leave (two 24-week leaves) during their employment at Gettysburg College.
An affected support staff employee must provide the supervisor with a physician's note certifying that the employee is unable to work and the projected date of return to work. The College reserves the right to follow up with the employee's physician or a physician of the College's choice as necessary, and to require the employee's cooperation in such process, to determine eligibility. Paid leaves continue (for up to 24 weeks) until the physician releases the employee to return to work. An employee's supervisor must receive this release for work before the employee is allowed to return to work.
Employees on a paid leave under this policy are strictly prohibited from engaging in any other employment during the period of any leave. Should the College learn that any employee engaged in any other employment during a period of paid leave under this policy, the employee will be subject to disciplinary action, up to and including termination of employment.
In some cases, a physician will allow an employee to return to work with restrictions. If an employee is released to work on a part-time basis, or misses work on an intermittent basis, short term disability may not be used to supplement income. An employee may use accrued leave time (vacation or sick leave) to supplement part-time hours or to cover intermittent absences. The supervisor is required to forward the physician's certification to the Human Resources and Risk Management Office for placement in the employee's medical file. Contact the Human Resources and Risk Management Office Staff for further details.

Short-Term Disability/Sick Leave for Administrators

Regular full-time administrators who are unable to perform their duties because of illness may receive up to six months (26 weeks) of sick leave with pay. When this leave is short-term disability, the leave will be limited to 26 weeks in a three-year period. Administrators will only be paid for a maximum of 52 weeks of short-term disability leave (two 26-week leaves) during their employment at Gettysburg College. Paid sick leave will not be counted towards the 16 weeks of family and medical leave described in this section. During a leave of absence for medical reasons, the employee will be under the same terms and conditions as would be applicable for a family and medical leave (reinstatement to his/her pre-leave position or to an equivalent position with equivalent pay, benefits, and terms and conditions of employment). The College reserves the right to require evidence from a physician concerning the extent and nature of the illness of any employee to the extent necessary to determine eligibility under the policy and consistent with state and federal law. In addition, employees on a paid leave under this policy are strictly prohibited from engaging in any other employment during the period of leave. Should the College learn that any employee engaged in any other employment during a period of paid leave under this policy, the employee will be subject to disciplinary action, up to and including termination of employment.

Maternity Leave

Full-time female employees eligible for benefits, who have been actively working for one full year, receive six (6) weeks of paid maternity leave in a two (2) year period (starting with the initial date of the leave). This leave is intended for recovery from child birth and must be supported with a note from the employee's treating physician. This time will not be counted towards the employee's allotted 16 weeks of family and medical leave. For additional parental leave time, please see the following parental/partner leave section below.
The employee should make a request in writing to her supervisor as soon as possible after learning of the expected birth. The leave must be taken consecutively and must begin with the birth date of the child.
The employee should present the physician's note with the first day of expected leave to the supervisor. The supervisor should forward the note to the Human Resources and Risk Management Office.
If the employee is adding the child(ren) to the health insurance, the Human Resources and Risk Management Office must be notified within 14 days of the birth to assure enrollment in the health insurance program.

Parental/Partner Leave

Full-time employees eligible for benefits, who have been actively working for one full year, are eligible for up to nine (9) weeks of paid parental/partner leave in a two-year period. The leave must be taken consecutively and be used within the first year of the child's life. This time will not be counted towards the employee's allotted 16 weeks of family and medical leave.
The employee should make a request in writing to his/her supervisor as soon as possible after the learning of the expected birth to make arrangements for the appropriate time for the leave.
The supervisor notifies Human Resources and Risk Management Office of the amount of approved leave. Upon the birth, the supervisor notifies the Human Resources and Risk Management Office of the beginning date of the leave. Additionally, the supervisor should notify the Human Resources and Risk Management Office when the employee returns from the leave of absence.
If the employee is adding the child(ren) to the health insurance, the Human Resources and Risk Management Office must be notified of the birth within 14 days of the birth to assure enrollment in the health insurance.

Adoption Leave and Benefits

Full-time employees eligible for benefits, who have been actively working for one full year, are eligible for fifteen weeks of paid leave for the primary care giver or nine weeks of paid leave for the non-primary care giver in a two year period. If both parents are Gettysburg College employees, only one may be designated as the primary care giver. This time will not be counted towards the employee's allotted 16 weeks of family and medical leave.
In addition, Gettysburg College will contribute up to $3,000 per adoption to help with expenses. In Pennsylvania, this is a taxable benefit.
The employee should make a formal request in writing to the supervisor when the adoption is expected. The employee should notify the supervisor about the first date of leave. The supervisor should then notify the Human Resources and Risk Management Office. Additionally, the supervisor should notify Human Resources when the employee returns from the adoption leave.
To add the adopted child to the health insurance, the child must be "supported by the Subscriber or the Subscriber's spouse pursuant to a valid court order or a child for whom the Subscriber or the Subscriber's spouse is a legal guardian". The insurance company requires documentation, that has been filed through the court system, be submitted with the enrollment form.

Bereavement Leave

Upon the death of a family member or spouse's family member, bereavement leave may be granted for up to five days. A family member may be a spouse, partner, child, parent, spouse's/partner's parent, brother, sister, or grandparent.  Up to one day off with pay may be granted for attendance at funerals of other near relatives.

Jury Duty Leave

Regular full-time and part-time employees will receive time off with full pay when they are required to perform jury duty. Employees who receive an early release from jury duty are expected to return to work or to charge their absence to vacation leave.

Family and Medical Leave of Absence

Employees who have been employed by the College for at least 12 months, and who have completed at least 1,250 hours of service during the 12 month period immediately preceding the commencement of the leave may be eligible for an unpaid family or medical leave pursuant to this policy. The maximum amount of FMLA leave required is dependent upon the reason for the leave. However, under no circumstances is the maximum amount of FMLA leave to be more than 26 weeks in a 12-month period.

  1. Eligible employees may be entitled to a total of up to 16 work weeks of unpaid leave during a 12 month period in the any of following situations:
  • Family Leave -  A child is born, adopted or taken into the employee's immediate family for foster care and leave is requested;
  • Personal Medical Leave - The employee becomes unable to perform his or her job functions due to a serious health condition as defined below;
  • Medical Leave for Family Care - The employee is needed to care for a spouse, child or parent of the employee who has a serious health condition as defined below.

For purposes of this policy, "serious health condition" means an illness, injury, impairment or physical or mental condition that involves (1) inpatient care (i.e., an overnight stay) in a hospital, hospice or residential medical care facility, including any period of incapacity or any subsequent treatment in connection with inpatient care; or (2) continuing treatment by a health care provider for a condition that either prevents the eligible employee from performing his or her job functions or prevents a qualified family member from participating in school or other daily activities. A serious health condition involving continuing treatment by a health care provider may include:

(a) a period of incapacity of more than three consecutive calendar days and any subsequent treatment or period of incapacity relating to the same condition which also involves:

(1) treatment on at least two occasions by a health care provider; or


(2) treatment on one occasion by a health care provider which results in a continuing regimen of treatment;


(b) any period of incapacity due to pregnancy or for prenatal care;


(c) any period of incapacity or treatment for such incapacity due to a chronic serious health condition;


(d) a period of incapacity which is permanent or long-term due to a condition for which treatment may not be effective;


(e) any period of absence to receive multiple treatments by a health care provider either for restorative surgery after an accident or other injury or for a condition that would likely result in a period of incapacity of more than three consecutive calendar days in the absence of treatment.

Qualifying Exigency Leave.  An eligible employee also may be entitled to use his or her 12-week FMLA leave entitlement for certain military-related "qualifying exigencies."  Qualifying Exigency Leave may be available to an eligible employee who needs leave due to a spouse, child, or parent being on active duty or called to active duty status (for foreign deployment) in support of a contingency operation as a member of the regular Armed Forces, National Guard or Reserves.  (Does not apply to state service.)  Qualifying exigencies may include:

• short-notice deployment activities;
• military events and related activities;
• childcare and school activities;
• financial and legal arrangements;
• counseling activities;
• rest and recuperation activities;*

• care for the parent of a military member who is incapable of self-care
• post-deployment activities.

 * Employees requesting leave for rest and recuperation are limited to a maximum of 15 days and must provide a copy of the military member’s rest and recuperation leave orders to the Human Resources Office for review.

2.  Military Caregiver FMLA Leave.  Eligible employees may be entitled to up to 26 weeks of unpaid leave during a12-month period to care for a seriously ill or injured service member or covered veteran who is the employee's child, spouse, parent, or next-of-kin. FMLA leave taken for any reason noted above in #1 will reduce the amount of FMLA leave available for this reason.

A covered service member or covered veteran is:

            (1)        a current member of the Armed Forces (including a member of the National Guard or Reserves) who has a serious injury or illness incurred in the line of duty on active duty (or that existed before the beginning of the member's active duty and was aggravated by service in the line of duty on active duty) that may render the service member medically unfit to perform his or her duties for which the service member is undergoing medical treatment, recuperation or therapy; or is in outpatient status; or is on the temporary disability retired list; or

            (2)        a veteran who was a member of the Armed Forces (including a member of the National Guard or Reserves) who suffered a serious injury or illness while in the line of duty on active duty (or that existed before the beginning of the member's active duty and was aggravated by service in the line of duty on active duty) and that manifested itself before or after the member became a veteran for which the veteran is undergoing medical treatment, recuperation or therapy, if the veteran was a member of the Armed Forces at any point during the five years prior to the start of the FMLA leave at issue and was discharged for reasons other than dishonorable. 

In cases where the College employs both spouses, family leave may be limited to a combined total of 26 weeks between them for covered service member family leave and all other FMLA-qualifying reasons in a single 12-month period.

 FMLA Procedures

Generally, eligible employees are limited to a total of 16 work weeks of leave during a 12 month period, unless leave is needed to care for a seriously ill or injured service member, when up to a combined total of 26 weeks of FMLA leave may be available. The College will calculate this 12 month period by measuring backward from the date an employee uses FMLA leave (i.e. leave is limited to the balance of 26 weeks not used during the past 12 months). All employees may substitute any accrued vacation, sick leave, personal days or other accrued paid leave as part of a family or medical leave of absence (example: an employee with one week of accrued vacation at the time leave is requested may use that week as part of the 26 week family or medical leave period). Employees eligible for Workers Compensation will exhaust FMLA leave concurrently.  When using paid leave during FMLA leave, employees must comply with the College's paid leave policies. As during any unpaid leave of absence, the accrual of paid leave benefits ceases during FMLA leave.


Requests for a family or medical leave must be submitted to your supervisor. An employee who can anticipate the need for a family or medical leave of absence must provide the College with at least thirty days' notice if practicable or as early as possible thereafter. Failure to request FMLA leave in the required time period may result in a delay in the start of your requested leave or the denial of leave. Employees requesting leave for treatment of a serious health condition must make reasonable efforts to schedule the treatment so as not to disrupt the College's operations. 

FMLA leave can be taken all at once or, when medically necessary or for a qualifying exigency, on an intermittent or reduced leave schedule. Intermittent leave is leave taken in separate blocks of time for a single FMLA-qualifying reason. 

Please note that employees requesting or using FMLA leave are subject to the same College policies concerning lateness or absences, including notification of such to their departments. An employee on leave is prohibited from engaging in other employment during the period of the leave of absence, unless the employee has received written authorization from the College to engage in such employment. Any employee who commits fraud or makes a misrepresentation in connection with any requested or actual FMLA leave will be subject to disciplinary action, up to and including discharge.

Health insurance will be maintained for any eligible employee on a family or medical leave under this policy on the same terms as would apply if the employee were on active duty (i.e., employees are responsible for paying their portion of health care premiums during leave). Any employee who fails to return to work upon completion of a family or medical leave shall be required to reimburse the College for all benefit premiums paid by it on the employee's behalf during such leave provided the employee's failure to return is not due to circumstances beyond the employee's control.

Except under certain specific circumstances, employees who are on leave pursuant to this policy shall be restored to the same position the employee held when leave commenced, or to an equivalent position with equivalent benefits, pay and other terms and conditions of employment. Highly salaried "key" employees may have limited reinstatement rights. Any "key" employees shall be notified of their specific rights and obligations prior to beginning an FMLA leave.

An employee requesting a medical leave for personal or family care under this policy must submit a certification by his or her health care provider regarding the need for such leave. Certification forms may be obtained from the Human Resources Office. The College reserves the right to require second and third opinions at its own expense relating to an employee's medical certification. Any employee returning to work from a personal medical leave shall be required to submit a fitness for duty certification from his or her health care provider, stating that he or she is able to resume work. The College also reserves the right to require an employee on family or medical leave to report periodically on the employee's status and intent to return to work.

The employee must submit complete and sufficient medical certification within fifteen (15) days of the request for the leave, or the leave may be denied. If the medical certification is submitted timely but is incomplete, the employee will be given a list of the deficiencies and the information needed to correct the deficiencies. The employee has seven (7) days to correct the deficiencies. Leave can be denied if the employee does not correct the deficiencies within the seven (7) days. Employees may be required to provide periodic recertification supporting the need for leave.

When leave is requested, eligible employees will receive a notice of their rights and responsibilities, and ineligible employees will be informed why they are not eligible for FMLA leave. After an employee submits the required forms, the College will notify the employee if the leave will be designated as FMLA-protected. If so, the notice will include the amount of leave counted against the employee's FMLA entitlement. The College also will notify an employee if the leave is not FMLA-protected.

An employee who requests FMLA leave because his or her spouse, parent or child is called up for or is on active duty in the Armed Forces will receive an Active Duty Certification form to complete and submit. 

Failure to provide the required documentation in the time frame communicated to the employee when the employee requests FMLA leave may result in a delay to begin the requested leave or denial of the request for FMLA leave. When FMLA leave is denied, the protections afforded individuals under the FMLA may be lost, including but not limited to job protection and the continuation of benefits while on leave.

This policy shall be administered in a manner consistent with the terms of the Family and Medical Leave Act of 1993. The College reserves the right to impose any conditions or limitations upon any leave of absence as may be deemed consistent with the provisions of the Act. Any questions concerning this policy should be directed to the Human Resources Office.

The FMLA prohibits employers from interfering with, restraining, or denying the exercise of any right provided under the FMLA and from discharging or discriminating against any person for opposing any practice made unlawful by the FMLA or for involvement in any proceeding under or relating to the FMLA.   

 Other Leaves of Absence without Pay

Military Leave

Military leave without pay is provided for service in the armed forces of the United States in accordance with applicable requirements of state and federal laws: Military Leave Policy.