Absence from Work

In this section, you’ll find information to guide you about the various types of time away from your work at the university, including holidays and season days, vacation time, sick time and extended sick time, maternity (childbirth) and parental leave, support available during periods of illness or injury, family, medical and other types of leaves of absence and emergency reductions in operations due to weather, natural disaster or other circumstances.

There are primarily two different ways the university provides paid time off for vacation, illness and other absences from work. One way is through Paid Time Off (PTO) plans, predominantly used to cover Michigan Medicine employees (excluding Medical School) and employees covered by collective bargaining agreements (CBA’s). The other way is through the university’s vacation and sick time policies which cover most other employees.

The university also complies with state and federally mandated time off programs such as the Family Medical Leave Act (federal government) and the Earned Sick Time Act (state of Michigan).

Types of Time Away from Work

Information to guide you about the various types of time away from your work at the university.

Holidays and Season Days

The University of Michigan observes seven paid holidays: New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, the day following Thanksgiving and Christmas Day.

Some employees may have to work on holidays. When this happens, if you are a non-exempt employee, you will be paid time-and-one-half for all hours worked on the holiday, plus the appropriate holiday pay. If you are an exempt employee, you will be paid straight time for all hours worked on the holiday, plus the appropriate holiday pay.

Because days other than university-designated holidays may have special significance to you, you may substitute up to three days of your choice for any three of the designated holidays. To do this, you must give your supervisor written notification of your plans on or before July 1 of each fiscal year. (SPG 201.26)

In addition to seven holidays, full-time staff members who are not covered by the Michigan Medicine Paid Time Off plan will receive four work days (32 hours) of paid season time between the days observed as the Christmas and New Year's holidays.

Part-time staff members receive a prorated amount of season time.

If you are required to work on a designated season day, you will be paid at your regular hourly rate and an equivalent amount of vacation, not to exceed 8 hours per day, will be added to your vacation accrual. (SPG 201.26-1)

The University also offers a Floating Holiday, a day for employees to observe an additional holiday or a day of personal significance. The Floating Holiday is available as a single instance of time and must be used within the 12-month calendar year. Unused time does not carry over and will not be paid out if not used. Employees should follow their unit’s process for requesting and scheduling the time. Proportional amounts of time are available for part-time staff members.
Vacation
The university provides regular staff members, research faculty, archivists, librarians, and curators with paid vacation. You are provided paid vacation time off from work for rest and personal convenience. Paid vacation can be taken during your probationary period.

Accrual

Full-time, biweekly paid (non-exempt) staff accrue vacation at the following rates:

First five years of service (0-60 months): 8 hours per month.

Five to eight years of service (61-96 months): 12 hours per month.

Over eight years of service (97 months or more): 16 hours per month.

Full-time exempt staff accrue 16 hours per month.

If you are working on a part-time basis (8 hours or more per week), you accrue vacation time on a proportionate basis. Employees regularly scheduled to work less than 20 percent are not eligible for paid vacation time.

Vacation may be accumulated up to a maximum of 24 times the monthly accrual rate. Vacation stops accruing when an employee accumulates the maximum number of paid vacation hours.

Use

Vacation requests are granted at the discretion of units. Units are responsible for scheduling vacations in a manner that promotes efficient operations and allows employees to use their annual vacation accrual. Units should attempt to accommodate the needs and preferences of employees. Units that experience "slack" or "down" periods may require that vacations be taken during these times. Likewise, units that experience "peak" periods may limit the use of vacation during these times. When practicable, employees should be informed of these requirements in advance. (SPG 201.64)
Short-Term Sick Time
The university provides short-term sick time in the following circumstances.

You become unable to work due to a disabling illness or injury

To cover absences for preventive medical and dental appointments

To care for an incapacitated, ill or injured family member (defined as a spouse or other qualified adult; the child, sibling, parent, grandparent, grandchild or other individual whose care is the responsibility of the staff member, spouse, or other qualified adult)

For purposes relating to domestic violence or sexual assault situations (for example, a court appearance) - may use sick time reporting codes SKF, SCK or SCL

For purposes relating to closure of your primary worksite or child’s school by order of a public health official due to a public health emergency (note: does not include weather-related closure) - may use sick time reporting codes SKF or SCL

Your supervisor may require you to provide evidence of your illness or injury, such as a physician's statement.

Employees who are covered by a Paid Time Off (PTO) plan should refer to the PTO pay policy for UM Heath and Shared Service Non-Bargained for Staff PTO Guidelines 04-06-010.

All employees are eligible for paid sick time under the Earned Sick Time Act (ESTA). ESTA is a state of Michigan paid sick leave benefit that the university is legally required to offer employees. Since this benefit runs concurrently with available short-term sick or PTO benefits no additional paid time off will be provided. See “Earned Sick Time Act” for more information.

Accrual

Eligible employees can use 15 days of short-term paid sick time each year. The 15 days do not accrue but are renewed on the first of the month of the anniversary of employment. Short-term sick time is renewed for biweekly employees at the beginning of the pay period. If you are working on a part-time basis (eight or more hours per week), you are eligible for proportional amounts of sick time pay.
Extended Sick Time
Extended sick time pay provides wages for employees who are unable to work for an extended period of time due to a single incident of serious disabling illness or injury, or for chronic disabling serious conditions when periodic absences from work are necessary. (SPG 201.11-0)

Regular staff members with one year or more of continuous service are eligible for extended sick time pay for up to six months at full pay plus six months at half pay in each five-year period.

Eligibility

Extended sick time pay starts with the first day of a qualifying illness or injury and is available only when all of the following conditions are met.

The staff member has worked for the university for one year or more as a regular staff member.

The staff member is absent due to a serious and/or chronic disabling illness or injury for more than 10 consecutive working days.

Acceptable supporting documentation from a physician has been received by Work Connections or the employing department.

Accrual

For monthly paid employees, extended sick time benefits are renewed in full on the first of the month of the anniversary of employment following each five calendar year period. For biweekly paid employees, extended sick time is renewed at the beginning of the pay period.

Extended sick time benefits vary for Michigan Medicine staff (excluding Medical School). Learn more about extended sick benefits for Michigan Medicine staff.

Employees covered by AFSCME and MNA collective bargaining agreements may be eligible for supplemental disability income for extended disability.

Exceptions and Special Circumstances

Employees on Sponsored Projects

The university maintains a central fund to cover extended sick time pay expenses for employees working on sponsored projects. To be eligible for this coverage, the employee must report the illness or injury to Work Connections who will verify the qualifying medical disability, expected duration of absence and any work restrictions, and then inform the employing unit of the extended sick time eligibility.

Special Medical Circumstances

In special circumstances, such as pregnancy or other conditions where the physician has indicated that the staff member will have periodic, ongoing absences due to treatment for a single serious illness or injury, the university may approve the use of extended sick time pay for absences that total more than 10 working days.
Work Connections

Work Connections is an integrated disability management program developed by the University of Michigan to assist you and your supervisor when you've had an illness or injury that prevents you from working. The program will provide assistance through your recovery and help facilitate your return to work. Work Connections will coordinate the services of nurses, therapists, physicians, and other professionals interested in your recovery as well as ensure that you have appropriate return-to-work support such as job analysis, vocational rehabilitation, and ergonomic consultations.

Available for all regular faculty and staff, Work Connections can help you with illnesses and injuries whether they occur on the job or not. Your supervisor is responsible for reporting all work-related illnesses and injuries to Work Connections. For more information, visit Work Connections or call (734) 615-0643 or (877) 869-5266.
Family and Medical Leave Act (FMLA)
Under the Family and Medical Leave Act (FMLA), eligible employees can take up to 12 weeks of unpaid, job-protected leave in a 12-month period, when appropriate documentation to support an FMLA qualifying absence is provided to the university, for the following reasons.

The birth of a child or placement of a child for adoption or foster care.

To bond with a child (leave must be taken within one year of the child’s birth or placement).

To care for the employee’s spouse, child, or parent who has a qualifying serious health condition.

For the employee’s own qualifying serious health condition that makes the employee unable to perform the employee’s job.

For qualifying exigencies related to the foreign deployment of a military member who is the employee’s spouse, child or parent.

An eligible employee who is a covered servicemember’s spouse, child, parent or next of kin may also take up to 26 weeks of FMLA leave in a single 12-month period to care for the servicemember with a serious injury or illness.

FMLA begins with the first day of a qualifying event. In most cases, employees will be required to use FMLA time concurrently with paid time. An employee does not need to use leave in one block. When it is medically necessary or otherwise permitted, employees may take leave intermittently or on a reduced schedule.

While employees are on FMLA leave, the university must continue medical, dental and vision coverage as if the employees were not on leave.

Upon return from FMLA leave, most employees will be placed in the same position the employee had before the absence started, or an equivalent position. If an employee is not returned to the same position, the new position must have equivalent pay, benefits, substantially similar duties, and other employment terms and conditions.

For questions about FMLA leave, contact your unit Human Resources Representative.
Paid Time Off (PTO) Plan for Michigan Medicine Staff (Excluding Medical School)
If you are a PTO-eligible Michigan Medicine staff member, the Paid Time Off (PTO) plan is designed to give you flexibility and the opportunity to manage your own PTO, in consultation with your supervisor. PTO provides for paid time off from work for personal illness, family care, vacation, personal business and work-related injuries.

The paid time off plan currently covers Michigan Medicine employees with the exception of bargained-for staff and Medical School faculty and staff. Information can be found on the Michigan Medicine website (access restricted to Michigan Medicine employees):

Michigan Medicine ESTA FAQs

Michigan Medicine PTO Policy
Paid Time Off (PTO) for Bargained-for Staff

If you are an employee covered by a collective bargaining agreement, refer to your respective contract for information about absences from work.
Michigan Earned Sick Time Act (ESTA)
Note: Employees covered by a collective bargaining agreement should check their contract for information about time off.

The state of Michigan’s Earned Sick Time Act (ESTA) requires employers to offer paid sick time to eligible employees as of February 21, 2025. For most faculty and staff, the university’s existing paid time off policies comply with or exceed the requirements. But for temporary and part-time regular staff who do not have access to short-term sick time, vacation or PTO, ESTA will provide paid time off for medical absence from work.

Eligibility

Staff members, including temporary employees, will accrue one hour of ESTA earned sick time for every 30 hours worked. Staff began accruing time in February 2025. ESTA time is available for use for qualifying absences as of March 2025.

Temporary employees hired on or after February 21, 2025 must wait 120 calendar days before using accrued ESTA time.

Use - Temporary Employees and Regular Staff who do not receive paid time off benefits

Temporary employees and regular staff who do not receive a paid time off benefit may use ESTA earned sick time for any of the following reasons:

The employee or a family member’s mental or physical illness, injury, or health condition, including medical diagnosis, care, or treatment.

If the employee or a family member is a victim of domestic violence or sexual assault, for medical care or psychological or other counseling for physical or psychological injury or disability; to obtain services from a victim services organization; to relocate due to domestic violence or sexual assault; to obtain legal services; or to participate in any civil or criminal proceedings related to or resulting from the domestic violence or sexual assault.

For meetings at a child’s school or place of care related to the child’s health or disability, or the effects of domestic violence or sexual assault on the child.

For closure of the employee’s place of business by order of a public official due to a public health emergency; for an employee’s need to care for a child whose school or place of care has been closed by order of a public official due to a public health emergency; or when it has been determined by the health authorities having jurisdiction or by a health care provider that the employee’s or employee’s family member’s presence in the community would jeopardize the health of others because of the employee’s or family member’s exposure to a communicable disease, regardless of whether the employee or family member has actually contracted the communicable disease.

ESTA defines family member as:

Biological, adopted or foster child, stepchild or legal ward, a child of a domestic partner, or a child to whom the employee stands in loco parentis

Biological parent, foster parent, stepparent, or adoptive parent or a legal guardian of an employee or an employee’s spouse or domestic partner or a person who stood in loco parentis when the employee was a minor child

Grandchild

Grandparents

Biological, foster, or adopted sibling

Any other individual related by blood and those with a close association with the employee equivalent to a family member

“Domestic partner” means an adult in a committed relationship with another adult, including both same-sex and different-sex relationships

“Committed relationship” means one in which the employee and another individual share responsibility for a significant measure of each other’s common welfare, such as any relationship between individuals of the same or different sex that is granted legal recognition by a state, political subdivision, or the District of Columbia as a marriage or analogous relationship, including, but not limited to, a civil union.

Notice

When requesting earned sick time, you are expected to comply with your unit’s time reporting and approval procedures. In addition, as a temporary staff member you may request earned sick time only for hours you are scheduled to work.

Documentation

Your supervisor may require you to provide documentation for absences greater than 3 consecutive days. The documentation should confirm that your absence meets the criteria for use of earned sick time. Documentation must be provided within 15 calendar days of the request. Documentation in support of an absence related to domestic violence or sexual assault may include a police report, a signed statement from a victim and witness advocate or a court document. Documentation may be a police report indicating the employee or the employee’s family member was a victim of domestic violence or sexual assault.

Discipline

You may be disciplined for use of earned sick time if the reason for your absence is not an approved reason to use earned sick time. You may also be disciplined for use of earned sick time if you do not follow your unit’s policy regarding notice of absence from work.

Time Reporting

For time reporting purposes, use the code SCE to report Earned Sick Time. Your available bank of earned sick time will display as “ESTA-MI” on your timesheet and paystub.

Earned sick time should be reported on the timesheet for and will be charged to the department where the individual uses the hours, even if they accrued hours through a position in a different department.

Use - Campus Regular Staff Members who receive a paid time off benefit (short-term sick or PTO)

Earned sick time runs in conjunction with available paid time off. For campus employees that means earned sick time is paid from your available short-term sick balance. Many of the reasons that are eligible for use of earned sick time are also appropriate reasons to use short-term sick pay, with two exceptions:

Absences eligible for both ESTA and Short-Term Sick

If you are absent from work for one of the following reasons:

Personal illness or injury

Preventive medical and dental appointments

To care for an incapacitated, ill or injured family member (defined as a spouse or other qualified adult; the child, sibling, parent, grandparent, grandchild or other individual whose care is the responsibility of the staff member, spouse, or other qualified adult)

For purposes relating to domestic violence or sexual assault situations (for example, a court appearance)

For purposes relating to closure of your primary worksite or child’s school by order of a public health official due to a public health emergency (note: does not include weather-related closure)

For meetings at a child’s school or place of care related to the child’s health or disability, or the effects of domestic violence or sexual assault on the child

Time Reporting

Because these absences are eligible for both ESTA and short-term sick pay, you will first use available ESTA time and then access short-term sick (or sick from vacation time) as needed.

If you have enough ESTA sick time to cover the entire period of absence, use ESTA (time reporting code STE).

If you have ESTA sick time, but need to use short-term sick to help cover the remaining period of absence, use your available ESTA balance (time reporting code STE) and then use the appropriate short-term sick time reporting code for the remaining time.

If you have available ESTA sick time and are out of short-term sick, use your available ESTA balance (time reporting code STE) and then report SVE (ESTA from vacation) for the remaining time.

Absences only eligible for ESTA

If you are absent from work for one of the following reasons:

Your own or a family member’s exposure to a communicable disease

To care for a domestic partner who does not meet the university’s definition of an Other Qualified Adult

Time Reporting

These absences are only eligible for ESTA and you must have enough ESTA to cover the entire period of absence. If you do not have enough ESTA time available, then you should follow your unit’s process for requesting vacation time to cover the remaining period of absence.

If you have enough ESTA sick time to cover the entire period of absence, use ESTA (time reporting code STE).

If you have available ESTA sick time and have received approval for vacation time, then report SVE (ESTA from vacation) for the remaining time.

Notice

When requesting earned sick time, you are expected to comply with your unit’s time reporting and approval procedures.

Documentation

Your supervisor may require you to provide documentation for absences longer than 3 consecutive days. The documentation should confirm that your absence meets the criteria for the use of earned sick time. Documentation must be provided within 15 calendar days of the request. For absences related to domestic violence or sexual assault, acceptable documentation may include a police report, a signed statement from a victim and witness advocate or a court document.

Discipline

You may be disciplined for use of earned sick time if the reason for your absence is not an approved reason to use earned sick time. You may also be disciplined for use of earned sick time if you do not follow your unit’s policy regarding notice of absence from work.

For ESTA details, view the general requirements poster provided by the state of Michigan.
Excused Absence Without Pay

At your request, your supervisor may excuse your absence without pay for up to 14 consecutive calendar days.
Funeral Time

In the event of a death in your immediate family, you may take up to 24 hours paid time off from work to attend the funeral and to make any necessary arrangements. Immediate family include the spouse or other qualified adult; 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. (SPG 201.03)
Jury/Witness Service

If you are called for jury duty or to testify at the order of a court, you will be excused from your job without loss of pay or benefits. (SPG 201.29)
Maternity (Childbirth) and Parental Leave

The university's maternity (childbirth) and parental leave policies provide up to 12 weeks of paid time off for employees who give birth and up to six weeks of paid time off for other parents and legal guardians of children.

Maternity leave addresses the need for physiological recovery from childbirth. Up to six weeks of paid leave is available upon hire to eligible faculty and staff to use immediately following childbirth. In the event of a cesarean section or medically complicated delivery, extended sick time or other time off may supplement maternity leave.

Parental leave provides an opportunity for all parents and legal guardians to bond with a new child. For a birth or placement event occurring during an eligible employee’s first six months of employment, up to three weeks of parental leave (120 hours with a full-time appointment) is available. Up to six weeks of parental leave (240 hours with a full-time appointment) is available for birth or placement occurring after the eligible individual completes six months of service. Parental leave must be used within 12 months of the child’s arrival in the home, subject to scheduling approval by the department.

New parents who are not eligible for maternity leave or parental leave may consider additional options for time off, including short-term sick time to cover medical absence from work, vacation time or PTO. A staff member who does not have sufficient paid time off to cover the period of time they are is medically unable to work due to pregnancy or childbirth and who wishes to remain off work to care for their child once they are medically able to return to work may request an unpaid Medical/Child Care Leave of Absence. A staff member may request an unpaid Child Care Leave of Absence for six months following birth or adoption (may be extended for up to one year). Probationary employees are eligible for up to three weeks of unpaid Child Care Leave.

FMLA leave may run concurrently with maternity and parental leave.

More information can be found under Maternity (Childbirth) and Parental Leave, including eligibility criteria, guidelines for supervisors and frequently asked questions.

Complete policy information is available in SPG 201.30-6 Paid Maternity (Childbirth) and Parental Leaves.
Military Reserve Duty

If a staff member has a Selective Service induction, A-1 enlistment, or a call-up as a member of the National Guard or Reserve, see SPG 201.30 and 201.33.
Emergency Reduction in Operations

It is the policy of the university to remain open at all times in order to maintain our commitment to the community by providing services to students, patients and to the public. In the event of emergency conditions such as severe weather, natural disaster, major utility failures or other circumstances, the university may reduce operations for prolonged periods of time. In such cases, some or all non-critical service areas will be closed.

The Division of Public Safety and Security is responsible for analyzing conditions and consulting with other experts before making recommendations to the president on reducing operations in Ann Arbor. Leaders at UM-Dearborn and UM- Flint continue to be responsible for decisions about the reduction of operations on those campuses.

All schools, colleges and administrative units are responsible for annual updates to their Continuity of Operations Plans and for identifying both the operations (e.g., police, medical, animal care, etc.) and the specific employees that would be critical to report to campus during reduced operations. (SPG 201.27)

Faculty and staff are expected to make every reasonable effort to report to work if operations are being maintained in the employee's unit, or unless notified otherwise by the university. Pay and benefits will continue for regular faculty and staff for reductions in operations up to two days.

Information about compensation for Michigan Medicine staff may be found on the Michigan Medicine website.

Regular staff who are required or approved and do report to work on-site during an Emergency Reduction in Operations will, in addition to their regular compensation, have added to their vacation accrual an amount of time equal to the hours actually worked. Regular staff who work beyond their normal schedule will be paid in accordance with the university's Overtime policy (SPG 201.38).

Temporary staff members working in non-critical service areas are not expected to report to work during an Emergency Reduction in Operations.
Withholding of Services

The university does not make payments of wages and salaries to individuals who choose to withhold the services for which they are employed. (SPG 201.71)
Unpaid Leaves of Absence
The university offers discretionary and non-discretionary unpaid leaves of absence to provide continuity of service during an extended period of absence.

The university offers the following unpaid non-discretionary leaves of absence when the employee meets the eligibility and approval requirements of the leave of absence.

Medical

Child Care

Medical/Child Care

Family Care

Care of a Covered Servicemember (Military Caregiver Leave)

Qualifying Exigency

Military Service

Government Service

The university offers the following unpaid discretionary leaves of absence when approved by the employee’s department and University Human Resources.

Educational

Personal

Paid maternity (childbirth) and parental leave are available to eligible staff. Maternity leave is non-discretionary. Parental leave is subject to scheduling approval by the department, although units must allow a single block of time if requested.

The Leaves of Absence Toolkit is a helpful resource for defining various types of leave, answering frequently asked questions and outlining procedures for requesting a leave.

More information about the university’s unpaid leaves of absence can be found on the Standard Practice Guide website, (SPG 201.30).

Human Resources University of Michigan

Absence from Work

Types of Time Away from Work

Accrual

Use

Accrual

Eligibility

Accrual

Exceptions and Special Circumstances

Employees on Sponsored Projects

Special Medical Circumstances

Eligibility

Use - Temporary Employees and Regular Staff who do not receive paid time off benefits

Notice

Documentation

Discipline

Time Reporting

Use - Campus Regular Staff Members who receive a paid time off benefit (short-term sick or PTO)

Absences eligible for both ESTA and Short-Term Sick

Time Reporting

Absences only eligible for ESTA

Time Reporting

Notice

Documentation

Discipline

Staff Human Resources

Absence from Work

Types of Time Away from Work

Accrual

Use

Accrual

Eligibility

Accrual

Exceptions and Special Circumstances

Employees on Sponsored Projects

Special Medical Circumstances

Eligibility

Use - Temporary Employees and Regular Staff who do not receive paid time off benefits

Notice

Documentation

Discipline

Time Reporting

Use - Campus Regular Staff Members who receive a paid time off benefit (short-term sick or PTO)

Absences eligible for both ESTA and Short-Term Sick

Time Reporting

Absences only eligible for ESTA

Time Reporting

Notice

Documentation

Discipline

Staff Human Resources

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