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Time-Off Benefits & Leave Plans (Chapter 5)

Military Reserve Training (Section 510)

If you are a member of the National Guard or a military reserve unit, you will be granted unpaid time off for periods of required reserve training in accordance with federal law. The college provides a military pay differential to eligible employees.

Military Differential Pay

Regular Employees: Time off for military reserve training is unpaid; however, if you are employed in a regular position of half time or more, you may be eligible for military differential pay for up to 10 work days in a calendar year. If you work half time or more, you are eligible for prorated differential pay based on the number of hours you are regularly scheduled to work.

Military differential pay is available only if you are scheduled for reserve training during the period of time you would normally be at work (e.g., if you work an academic-year schedule, you would not be eligible for differential pay for reserve training during the summer).

Upon receipt of the appropriate documentation, the college will pay the difference between your regular salary and your military pay for the period of required reserve training up to a maximum of 10 work days in a calendar year, provided that your military pay is less than your regular college pay for the work days missed. For the purpose of calculating differential pay, military pay includes base pay and allowances for subsistence, quarters, and travel (unless the allowances are offset by out-of-pocket expenses).

To request military differential pay, submit to the Office of Human Resources your military pay voucher which verifies the dates you were on reserve training and which includes a detailed breakdown of military pay and allowances.

Limited-Term Employees: If you hold a limited-term position which exceeds three years, you are entitled to military differential pay on the same terms and conditions as employees holding regular positions. If you hold a limited-term position of from one to three years, you are not eligible for military differential pay.

Temporary Employees: If you work less than half time, or hold a temporary position, you are not eligible for military differential pay.

Effect of Military Leave on Paid Time Off and Benefits

While on military reserve training leave, you continue to earn personal time, vacation time, and sick leave at your normal rate. Time off for military reserve training will not be charged against your vacation time or personal days; however, you may elect to use vacation and/or personal time for this purpose.

If an official holiday to which you are entitled falls on a day for which you have been granted time off for military reserve training, you may arrange with your supervisor or department head to take another day off with pay on a mutually convenient day within 30 days of the holiday.

You may continue to participate in the college's benefit plans during military reserve training. (NOTE: Some benefit plans have contractual exclusions for some injuries or illnesses which result from military service.) The college will continue its premium contributions toward your coverage for health, dental, life, and long-term disability insurance, and you will be responsible for your share of the cost. Retirement contributions are not made during unpaid time off for military reserve training (except on differential pay).

Procedures

When you have received notice to report for military reserve training, you are required to inform your supervisor and department head. Provide a copy of your orders to your supervisor and to the Office of Human Resources as soon as possible.

Military reserve training leave may sometimes be postponed where significant inconvenience may occur. If a work-related postponement is deemed necessary, you or your supervisor should alert the Office of Human Resources as soon as you receive your training orders. A Human Resources staff member will assist you in requesting a postponement.

In the case of exempt staff, supervisors must notify the Office of Human Resources and forward the duty orders immediately so pay can be withheld for the exact dates the employee will be on unpaid military training leave. In the case of non-exempt staff, supervisors should identify unpaid military training leave and the number of hours the employee was regularly scheduled to work on each work day missed.

Upon completion of active duty, staff members who are eligible for military differential pay should submit the military pay voucher which verifies the dates and times of military reserve training and the detailed breakdown of military pay to the Office of Human Resources.