Policy Review — Military Leave

A Message from Bettie Cooper, Director, Payroll Services

With Veterans Day this month, the time is ideal to review College Policy 6Hx28: 3D-10 — Military Leave.

Handling Military Leave
In order to request military leave, employees must have a discussion with their supervisor when they receive their orders and would then complete a Certificate of Absence (COA) for military leave in the Request and Manage My Leave system. The orders, indicating the date range of the required leave, would be scanned and attached to that leave request. This leave request and supporting documentation is vitally important to inform Organizational Development and Human Resources (ODHR) to ensure that the employee is paid properly.

If employees are non-exempt and complete a timesheet, military leave would be entered on the timesheet for the same date range. Please note that supervisors are responsible for ensuring that the timesheets are submitted while employees are out on military leave.

The first 17 working days of military leave are paid. Employees will then have the choice of being placed on unpaid military leave status for all remaining days that they are engaged in such military service, or they may elect to use accrued vacation and personal leave at their discretion.

If employees decide to use their own leave once the military leave is exhausted, they must send an email to Payroll Services with that request when they submit their COA (before their first day of military leave). If the email request is not received by Payroll Services before employees begin their military leave period, they would automatically be placed on unpaid leave once the 17 days of military leave are exhausted.

Please note that this leave is granted each fiscal year. Therefore, if the military leave is for an extended period of time and crosses fiscal years (a fiscal year is from July 1 through June 30), they would be granted 17 more days of leave in the new fiscal year (in July).

Health Insurance and Military Leave
Employees who are out on military leave and currently have health insurance coverage through Valencia College are entitled to continue their coverage during the military-related absence from work. If the period of service (as called for in the individual’s military orders) is for less than 30 days, Valencia College will at a minimum maintain health benefits and other benefits for the first 30 days of military leave as if the employee was actively employed.

If the period of service is greater than 30 days and employees are on unpaid leave, they would  be responsible for the employer-paid expense in addition to any dependent coverage or voluntary insurance premiums.

This coverage will be available to employees who are away from work for military service until they reach certain limits as outlined in policy.

Valencia College is committed to reinstating returning employees to active status in the same or comparable position, pay grade and salary at the end of the leave if they meet specific criteria as outlined in policy.

For additional details, please refer to College Policy 6Hx28: 3D-10 — Military Leave.

If you have questions, please contact ODHR at HR4U@valenciacollege.edu, or call the HR4U helpline at 407-299-5000, extension HR4U (4748).

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