Time Away

Annual Leave

Annual leave is designed to provide staff time away from work to attend to personal responsibilities and balance the demands of both their professional and personal lives. Staff are encouraged to provide advance notice and coordinate schedules with their managers for planned days off. Annual leave is provided to eligible staff as follows:

Hire date on or after July 1, 2011:

If your employment date was on or after July 1, 2011, the accrual schedule is as follows:

Years of Service

Days Accrued Monthly

Days Accrued Annually

1 month – 5 years*

1.5

18**

6+ years

2

24**

 

*Upon the completion of year 5, employees will begin accruing 2 days of leave per month.

**The maximum number of days of annual leave you can have at any given time is the amount of days you accrue annually. Example: If you are between 1 month and 5 years of service the maximum amount of days you can accrue annually is 18 days. Once you reach 18 days you will stop accruing leave until you reduce your balance. You will stop accruing annual leave when you reach 24 days.

If you have six or more years of service, the most days you can accrue annually is 24 days.

Hire date before July 1, 2011:

If your employment date was prior to July 1, 2011, you will accrue 24 days of annual leave. The maximum number of days of annual leave you can accrue at any given time is 24 days. You will stop accruing annual leave when you reach 24 days.

Annual Leave Reinstatement

Full-time regular or part-time regular staff employees who voluntarily terminate employment with Carnegie and are reinstated within six (6) months following separation may have their original service date reinstated and will accrue annual leave based on the number of years of employment at the time of termination. Vacation time paid at the time of termination will not be reinstated.

Related Polices

Vacation Policy

Bereavement Leave

In the event of a death in the family, employees scheduled to work at least 20 hours each week may take up to 36 hours paid time off from work to attend the funeral and to make any necessary arrangements. A family member includes the spouse or domestic partner, the son, daughter, parent, grandparent, grandchild, brother, sister (or the spouse of any of them), of either the employee, the employee's spouse, the other qualified adult, or any other related person living in the employee's household. 

Related Policies

Bereavement Policy

Family Medical Leave (FMLA)

Carnegie complies with FMLA, which provides eligible employees the opportunity to take unpaid leaves of absence for up to 12 weeks over a 12 month period as further outlined below. In addition, Carnegie abides by any state regulated leave laws. The more generous of the two laws will apply in any given circumstance if the employee is eligible under both federal and state laws. 

There are many requirements, qualifications, and exceptions under these laws, and each employee’s situation is different. We encourage you to consult the Human Resources department to discuss your options.

Eligibility

To be eligible for Family Medical Leave, employees must:

  1. Be working in the U.S.; and
  2. Have worked at least twelve (12) months for Carnegie Institution for Science; and 
  3. Have worked at least 1,250 hours for Carnegie Institution for Science over the twelve (12) months preceding the date the leave would commence (paid time off, paid leave and unpaid leave not included).

Reasons for using FMLA

Under federal law:

  1. Pregnancy and prenatal care, birth of a child, baby bonding leave, adoption or foster placement of a child with employee.
  2. A serious health condition  of an immediate family member (employee’s child, spouse, parent, domestic partner) that requires the employee’s absence from work to care for the ill family member.
  3. serious health condition that makes the employee unable to perform his or her job.

Additional documentation is provided for state based medical leave:

Military and/or Military Family Leave Entitlements may cover additional reasons and lengths of unpaid leave as stated.

Procedures

When seeking leave under this policy, employees must provide to Human Resources the following:

  1. Employees are expected to give thirty (30) days advance notice when the need for FMLA leave is foreseeable.  When advanced notice is not possible, employees should give as much notice as possible.  Employees are required to give at least two days notice if the return to work will be later or earlier than the expected return date. 
  2. Medical certification from an authorized health care provider supporting leave due to a serious health condition of the employee or an immediate family member must be provided within fifteen (15) calendar days of Carnegie's request (additional time may be permitted in some circumstances). Failure to do so may result in the delay of the commencement of leave, withdrawal of a preliminary designation of FMLA leave, or denial of a leave request. Second or third medical opinions and periodic recertifications may also be required at Carnegie's expense.
  3. Periodic reports as deemed appropriate during the leave regarding the employee's status and intent to return to work.
  4. Medical certification before returning to work if the leave was due to the employee's serious health condition. Carnegie will require this certification to address whether employees can perform the essential functions of their position.

Failure to comply with the foregoing requirements may result in delay or denial of leave. If an employee fails to return to work at the leave’s expiration, Carnegie will assume the employee does not plan to return to work and has voluntarily terminated their employment. 

FMLA for School Related Events

Employees may take up to 24 hours of FMLA leave during a 12-month period to attend school- related events. The employee must give ten days notice, unless such notice is impossible. This leave allows a parent, aunt, uncle, or grandparent, including a person who has legal custody of a child, and a person who acts as a guardian regardless of whether he or she had been appointed legally, to attend school-related events sponsored by a school or parent-teacher association, including concerts, plays, rehearsals, sporting games or practices, and meetings with teachers or counselors. This leave is unpaid leave unless the employee substitutes the unpaid leave with available annual leave.

Intermittent Leave

In certain circumstances, eligible employees may take FMLA leave in a single block of time, intermittently (in separate blocks of time) or by reducing the normal work schedule when medically necessary for the serious health condition of the employee or immediate family member. When leave is needed for a planned medical treatment, the employee must make a reasonable effort to schedule treatment to avoid unduly disrupting operations.

For employees in California, Intermittent leave is permitted for the birth of a child or baby bonding under the California Family Rights Act (CFRA), to care for a newly born child or after placement of a child via adoption or foster care with an employee.   See Parental Leave Policy for more details.

Use of Accrued Paid Leave

Employees, after use of Parental Leave as applicable shall use any accrued paid leave (i.e. sick and safe leave, annual leave) concurrently with some or all of  FMLA and any additional state medical leave that may be available.  You may also be eligible to use other benefits to replace part of your income while you are on leave.

For employees in California, you may elect to use accrued paid leave (ie:  Sick leave, annual leave) concurrently with FMLA following the use of Parental Leave.  If you do not wish to use such paid leave you do not need to do so, but during such time you will be unpaid unless you use other benefits to supplement/replace part of your income (see Short Term Disability).

Return-to-Work

Upon returning from leave, employees will be restored to their original position or to an equivalent position with equivalent pay, benefits and other employment terms and conditions.

Benefits

If employees and/or their families participate in Carnegie Institution for Science group health plan, Carnegie Science will maintain coverage during medical leave on the same terms as if employees had continued to work. If applicable, employees must make arrangements to pay their share of the health plan premiums while on leave.

Related Polices and Resources

FMLA

Leave of Absence Form

FMLA Fact Sheet

FMLA Certification of Health Care Provider for Employee's Serious Health Condition WH-380-E (Form and Instruction) SEE ATTACHED)

FMLA Certification of Health Care Provider for Family Members Serious Health Condition WH-380-F (Form and Instruction) SEE ATTACHED)

FMLA Certification of Health Care Provider for Family Members Serious Health Condition WH-385 (Form and Instruction) SEE ATTACHED)

FMLA General Guidance

To apply for FMLA contact Human Resources.

Holidays

Carnegie observes the following 10 holidays.

Please use this list to help with planning work and vacation schedules.

  • New Year’s Day
  • Veteran’s Day
  • President’s Day
  • Columbus Day
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving Day
  • Day Following Thanksgiving
  • Christmas Day

When a regular holiday falls on a Saturday, the preceding Friday will be considered the holiday. When the regular holiday falls on a Sunday, the following Monday will be considered the holiday.

Additional holidays may be recognized based on the state law where your department is located.

Winter Break

All Carnegie departments will be closed in observance of Winter Break. Winter break is December 24th through January 1st.

Related Policies

Jury/Witness Leave

Carnegie encourages employers of the Carnegie community to perform their civic duty when called to serve on a jury or as a witness.  Carnegie will provide paid time off without charge to leave for service as a juror or witness. If you are called to serve as a jury or witness, your full salary and benefits will continue. Based on the length of time you are called to serve, Human Resources may impose a maximum period for full salary to continue.

  • Jury Duty - An employee who is summoned to serve as a juror in a judicial proceeding is entitled to jury/witness leave.
  • Witness - An employee who is summoned as a witness in a judicial proceeding in which the federal, state, or local government is a party is entitled to jury/witness leave.

Documentation for jury/witness leave is required.

Related Policies

Jury Duty and Witness

Long Term Disability (LTD)

Long-Term Disability (LTD) replaces a portion of your income if you are unable to work for an extended period due to a covered sickness or injury. What the plan pays is governed by all the terms of the plan. Generally, benefits begin after you have been unable to work for 90 days.

Eligibility

To be eligible for employee coverage, you must be an active full-time employee or fellow. You must:

  • Be legally working in the United States, and
  • Be regularly working at least the number of hours in the normal workweek set by your employer (but not less than 20 hours per week).

Plan Information

  • You do not need to enroll for this plan; all benefits-eligible employees are eligible for coverage starting on the date of employment.
  • Benefits begin after you have been unable to work for 90 days.
  • The benefits under this plan are taxable, plus other forms of income may reduce the LTD benefits you receive.
  • The plan pays 60% of your prior monthly earnings, rounded to the nearest $1.00, if not already a multiple thereof, to a maximum of $12,500.00.
  • The plan integrates your Gross Monthly Benefit with certain other income you may receive.

To apply for Long Term Disability contact Human Resources.

Related Polices and Resources

LTD Policy

Medical Leave/FMLA

To apply for FMLA contact Human Resources.

Military Leave

Carnegie conforms to all government requirements relating to military service and interprets them liberally for the benefit of eligible employees fulfilling their military obligations.

A leave of absence without pay is granted if you are a regular employee and voluntarily enlist or are called to active duty in the armed forces. If your tour of duty is generally four (4) years or less, you receive an other-than-dishonorable discharge, and you apply for reemployment within 90 days after discharge from active service you will be restored to your former position or to a position of like status and pay. If you are a reservist and ordered to active duty for training or otherwise, you must apply for reemployment within 31 days after discharge from active service to be restored to your former position or one of like status and pay.

If you are hospitalized at the time of military discharge, the 90-day or 31 day period does not begin until discharge from the hospital, as long as your post-discharge hospitalization does not exceed one year.  If you are no longer qualified to perform the duties of your former position by reason of a disability sustained during military service, you will be offered a position that you can perform which is the closest in approximation to the status and pay of your former position.  You will also be treated as though you were continuously employed by Carnegie for purposes of determining benefits based on length of service.

If you are a reservist and ordered to active duty for training or otherwise, you must apply for reemployment within 31 days after discharge from active service to be restored to your former position or one of like status and pay.

While you are on military leave for periods others than active training, your participation in Carnegie’s employee benefit programs will be suspended.  Reinstatement in all benefits programs will resume, including certain retroactive retirement plan contributions, when you apply for reemployment within the guidelines set forth in the policy.

Related Policies

Medical Leave for Active Military and Families

Parental Leave

Carnegie provides six weeks of paid parental leave, separate from regularly accrued sick and safe and annual leave, for both mothers and fathers who intend to return to work at the institution following a new birth or adoption.  (Postdoctoral Associates and Fellows who take parental leave and return from leave toward the end of their stay with Carnegie, however, will not be expected to remain at the institution beyond their normal postdoctoral appointment period.)  In order to be eligible for this leave, the following must apply:

Eligibility

  • Working in the U.S.
  • Have worked at least twelve (12) months for Carnegie.
  • Have worked at least 1,000 hours for Carnegie over the twelve (12) months preceding the date the leave would commence (paid time off, paid leave and unpaid leave not included).

When Does Leave Begin?

A pregnant mother may begin the leave when:

  • Her physician certifies her as unable to work.
  • In the absence of certification, at the date of birth.
  • In the case of adoption, when the child begins living at home.
  • Fathers may begin the leave at the date of birth or the arrival of the adopted child at home. In all cases, the leave must be taken within six (6) months of the earlier of the date certified as unable to work, the date of birth, or in the case of adoption when the child begins living at home.

Additional Leave

If further leave is needed beyond the six (6) weeks of paid parental leave, the employee may take up to an additional 10 weeks of leave as unpaid or paid by using accrued sick or annual leave allotment as appropriate for the circumstance. The employee is free to specify which type of leave should be applied to each day of actual leave following the birth or adoption, subject to his/her eligibility in each leave category. In particular, the parental leave days need not be taken consecutively.

The six weeks of parental leave, as well as the additional 10 weeks if needed, are considered as leave under the FMLA. Under the District of Columbia FMLA, with which Carnegie complies, the period of eligibility for up to 10 weeks of unpaid leave is 24 months in duration. Specific leave arrangements should be worked out with local supervisors.

Benefits While on Leave

While you are on parental leave, your benefits will continue. Benefit premiums will be deducted from any leave that is taken such as parental leave, annual leave, and sick leave. If the employee is on leave without pay, benefit premiums must be paid directly to Human Resources to continue benefits.

Leave Accrual While on Leave

Parental, sick, and annual leave do not accrue for leaves of absences greater than 30 days. Any unused leave at the time of termination is forfeited.

Related Policies

Parental Leave

Short Term Disability - California (STD)

An employee working in California may be eligible for short term disability insurance if they are unable to work due to a disability and have lost income as a result.

Eligibility

  • You have received at least $300 in wages, from which short term disability taxes were withheld, during your base period (the base period is a 12 month period, usually ending just before the last complete calendar quarter before you file a claim. For example, if you file a claim in April 2018, the base period is the 12 month period ending December 31, 2017.
  • You are not receiving temporary disability benefits from California's workers' compensation program at the same time.

How to File for California Short-Term Disability

To collect short-term disability benefits, you must:

  • File a claim with the state's Employment Development Department (EDD). You must do this within seven weeks of becoming unable to work, or you might lose the right to benefits.  To file online, do so here:  http://www.edd.ca.gov/disability/SDI_Online.htm
  • Complete a seven-day waiting period, during which benefits are not paid.
  • File a medical certification of disability signed by a duly authorized medical or religious practitioner (this is part of the claim form).

Related Policies

Short Term Disability Policy – California

Sick Leave

Carnegie depends on employees’ regular attendance at work. However, we recognize that there are instances in which you might have to miss work due to your own illness or injury. Carnegie provides sick leave for these situations.

Paid sick leave is provided to eligible staff at the rate of 1.25 days per month of service. You begin accruing sick leave your first day of employment.  The maximum amount of sick leave you may have at any given time is 130 days.  You will stop accruing sick leave when you have reached 130 days.

Sick Leave FAQ

  • Sick leave may be used for maternity or paternity leave.
  • Sick leave may be used for medical and dental appointments, for periods of illness, and for the care of a sick child or family member.
  • Sick leave may be used under the Family and Medical Leave Act (FMLA) for the purpose described under that policy.
  • Sick leave may be used in increments of less than one day; however the minimum increment that can be used for sick leave at any time is 2 hours.  Carnegie requires reasonable advance notice of any sick leave when the need is foreseeable.
  • A doctor’s note may be required at any time where the employee has missed at least three consecutive days of work as deemed appropriate by Human Resources.
  • Accumulated sick leave may be used if you or a family member is a victim of stalking, domestic violence, or sexual abuse, and the abuse is directly related to medical, social, or legal services pertaining to the stalking, domestic violence, or sexual abuse.
  • While on paid sick leave, your benefits continue as they would for an active employee for 30 days. After 30 days, sick leave and annual leave will not accrue.
  • Accrued sick leave is not paid out upon termination of employment.
  • Sick leave will be reinstated if you leave Carnegie and are rehired within one year. Your unused sick leave from your previous employment will be reinstated and can be used upon completion of a total of 90 days of employment.

Sick Leave for Temporary and Part-Time Employees

  • Sick leave is provided for all part-time hourly and temporary employees. Sick leave will begin accruing on the first day of employment and can be used after 90 days of employment. Paid sick leave is earned at the rate of one (1) hour for every 30 hours worked up to a maximum accrual of eight (8) days at any given time.
  • Paid sick leave can be for medical and dental appointments, periods of illness, and to care for a sick child or immediate family member. A doctor’s note may be required.
  • A doctor’s note may be required at any time where the employee has missed at least three consecutive days of work as deemed appropriate by Human Resources.
  • Additionally, accumulated sick leave may be used if you or your family are a victim of stalking, domestic violence, or sexual abuse and the abuse is directly related to medical, social, or legal services pertaining to the stalking, domestic violence, or sexual abuse.

Sick Leave Upon Termination

Unused sick leave is not paid upon termination of employment.

Sick Leave Reinstatement

Full-time regular or part-time regular staff employees who voluntarily terminate employment with Carnegie may have sick leave reinstated if they return to the Institution within 90 days of termination. Reinstated sick leave is available after the completion of 90 days.

Related Polices

Sick and Safe Leave

Medial Leave

Sick Leave Pool

Carnegie established a sick leave pool to provide a source of additional sick leave to benefit eligible employees who may experience a catastrophic illness or injury. A catastrophic illness is a severe illness requiring prolonged hospitalization or recovery. Examples would include a coma, cancer, leukemia, heart attack, or stroke. Examples of a catastrophic injury include burns, traumatic brain injury (TBI), spinal cord injury – paralysis, paraplegia, quadriplegia, organ damage, amputation, brachial plexus injury, and multiple fractures. These types of illnesses and injury typically incapacitate the employee from working, creating a financial hardship.

Guidelines

To receive sick leave from the pool, an employee must have a catastrophic illness or injury, defined as a severe condition or combination of conditions affecting the mental or physical health of the employee that would render the individual disabled with a likely resultant loss of 20 or more workdays and requiring the services and certification of a physician.

  1. To be eligible to receive paid leave from the pool, an employee must first be in an employment category that permits the accrual of leave.
  2. The employee must have an illness or injury as described above and have exhausted all available sick and annual leave or any other compensatory time because of the illness or injury.
  3. This additional sick leave is intended to provide support prior to the time when long-term disability benefits begin (90 days) or to cover a short-term period of disability particularly for new employees who have not accrued sufficient sick leave.
  4. Medical certification of the illness or injury is required at the time of the request to use pool leave and will be required later from periodically.
  5. Use of leave from the pool is at all times contingent upon the availability of days in the pool at the time of the request to use days. The maximum number of days an employee may draw consecutive sick days from the pool is 90 days, or until benefits begin from Carnegie’s Long-Term Disability Plan. (Long-term benefits begin on the first day of the month following three (3) months of total disability and are equal to 60% of current salary.)
  6. Sick leave is taxed as additional income.
  7. The qualifying catastrophic illness or injury must have occurred to the employee, and not to a family member or other relative.
  8. Employees will not accrue annual or sick leave while using leave from the sick leave pool.
  9. Sick leave pool days must be used only for the reason requested. Employees must immediately notify Human Resources if there is any change in the nature or severity of the condition that modifies the need for sick leave from the pool.
  10. Employees off work due to a work-related injury are not eligible to use leave from the sick leave pool for the time designated as workers’ compensation.
Additional documentation about FMLA.

Carnegie will supply leave used to fund the sick leave pool. Employee donations will not be accepted.

To apply for a donation from the sick leave pool contact Human Resources.

Related Policies

Sick Leave Pool

Voting

The institution encourages all members of the Carnegie community to exercise their right to vote.  Polling locations are generally open before and after normal working hours. Therefore, you should arrange to vote before or after your scheduled work day.  Employees who are unable to vote in a statewide election during non-work hours may arrange to take up to two hours off from work with pay in order to vote.  Advance approval for such time must be obtained from Human Resources. 

Related Policies

Voting

Workers' Compensation

Certain members of the Carnegie community are eligible and protected by Workers’ Compensation for claims arising from work-related injuries, subject to applicable law.  A claim should be filed immediately if there is an accident or injury that results in medical attention or if there is a good chance the accident or injury will result in future medical attention. Additional information is also found regarding reporting work-relating injuries in Safety and Facilities.

To initiate a worker’s compensation case, contact your department Business Manager.

Related Policies

Workers’ Compensation