Paid Parental Leave (VI.E.3)
Volume VI: Human Resources
Chapter E: Leaves of Absence
Responsible Executive: Vice President for Human Resources
Responsible Office: Office of the Vice President for Human Resources
Date Issued: October 1, 2008
Date Last Revised: January 1, 2017
TABLE OF CONTENTS
Statement of Policy
Reason for Policy
Who Should Know This Policy
Related Documents
Contacts
Definitions
Exclusions
Procedures
Special Situations
Responsibilities
Forms
History
STATEMENT OF POLICY
It is the policy of Purdue University to provide Paid Parental Leave to benefits-eligible employees, including graduate student employees, due to the birth of an employee’s child or the placement within an employee’s home of an adopted child. This policy will run concurrently with Family and Medical Leave Act (FMLA) leave, in cases where an employee is eligible for FMLA leave.
REASON FOR POLICY
The purpose of the Paid Parental Leave policy is to give parents additional flexibility and time to bond with their new child, adjust to their new family situation, and balance their professional obligations. This is critical because institutions are finding that a work culture that allows faculty and staff to balance the demands of the workplace with the demands of personal or family life is becoming increasingly important. As the workforce continues to change, flexibility and family-friendly workforce policies are essential. Such policies are critical for Purdue University if it is to continue the path to preeminence, achieve the goals of diversity, and maintain competitiveness in the hiring of the brightest and the best faculty and staff.
This policy describes the circumstances in which Paid Parental Leave may be taken, notice provisions, medical certification requirements, coordination with other types of leave, reinstatement issues, and other matters related to Paid Parental Leave.
WHO SHOULD KNOW THIS POLICY
- President
- Provost
- Chancellors
- Vice Presidents
- Deans
- Directors / Department Heads / Chairs
- Principal Investigators
- Faculty
- Business Office Staff
- Administrative and Professional Staff
- Clerical and Service Staff
- All Employees
- Graduate Student Staff
RELATED DOCUMENTS
Family and Medical Leave Act Policy (VI.E.1)
CONTACTS
| Campus | Phone Number |
|---|---|
|
West Lafayette Campus
|
|
| Fort Wayne Campus — Director of Human Resources | (260) 481-6840 |
| Northwest Campus — Director of Human Resources | (219) 989-2251 |
DEFINITIONS
| Word | Definition |
|---|---|
| Eligible Employee | An employee who has been employed by the University for at least one continuous year (12 months) half-time or more in a benefits-eligible faculty or staff position, a graduate student employee position, or a benefits-eligible post-doc position. |
| Family and Medical Leave Act or FMLA | The Family and Medical Leave Act of 1993, 29 U.S.C. § 2611 et. seq. |
| Parent | A male or female faculty or staff member, graduate student employee, or post-doc who is a birth mother, a father of the birth child or an adoptive mother or father. |
| Paid Parental Leave | A period of paid leave of absence (that does not reduce an Eligible Employee’s balance of any other paid leave such as sick, vacation, or personal business days or personal holiday) for the purpose of recovery from the birth of a child; and/or, to bond with a newborn or with a newly-adopted child under the age of 18. |
EXCLUSIONS
Employees who have been employed by the University in an eligible position for less than one continuous year (12 months) are not eligible for Paid Parental Leave.
Surrogate mothers and sperm donors are excluded from coverage under this policy.
PROCEDURES
Introduction
The following provisions summarize the University’s policy on Paid Parental Leave. This policy should be consulted when questions arise regarding Paid Parental Leave.
General Provisions
Principles
The University will provide Paid Parental Leave to an Eligible Employee during the first 12 months following birth or adoption.
Paid Parental Leave is a benefit of employment and its use will not be considered as a negative factor in employment actions, such as hiring, promotions, and disciplinary actions, or under attendance policies.
Departments should be flexible in managing Paid Parental Leave requests to allow faculty and staff to handle career and family responsibilities effectively and efficiently.
Workload issues should be dealt with proactively so that excessive work demands are not placed on other faculty and staff.
Leave Provisions
Paid Parental Leave will be paid at 100 percent of an Eligible Employee’s straight-time, regular pay (based on full-time equivalency) for the specified amount of time outlined in this policy.
The fact that a multiple birth or adoption occurs (for example, the birth or adoption of twins) does not increase the length of Paid Parental Leave granted for that event.
An Eligible Employee who is the birth or adoptive parent of a newborn or newly adopted child may receive up to 240 hours of Paid Parental Leave for recovery from childbirth and/or to bond with the newborn or newly adopted child.
If both Parents are employed by Purdue University, each Parent may receive up to 240 hours of Paid Parental Leave.
All Paid Parental Leave described in this Policy shall be based on 100 percent full-time equivalency and shall be available for a 12-month period following birth of a child or following placement of a newly adopted child in the Eligible Employee’s home. The Paid Parental Leave will generally commence immediately following the birth or adoption of a child. However, Paid Parental Leave may occur prior to an adoption when deemed necessary to fulfill the legal requirements for an adoption.
Intermittent and Reduced Leave
Paid Parental Leave may be taken during the first 12 months following the birth or adoption and is available on a continuous, intermittent (separate blocks of time), or reduced schedule (reduces number of work hours per day or per week) basis. However, intermittent or reduced schedule Paid Parental Leave requires supervisory approval. An Eligible Employee must consult with his or her supervisor and make a reasonable effort to schedule intermittent or reduced schedule Paid Parental Leave so as not to unduly disrupt the University’s operations. Intermittent or reduced schedule leave may not be taken in increments of less than one hour.
Concurrent with the FMLA Leave
Paid Parental Leave will run concurrently with FMLA leave, if the Eligible Employee meets the eligibility requirements of the FMLA. The concurrent use of Paid Parental Leave and FMLA leave will decrease, in whole or in part, the amount of FMLA leave available to an Eligible Employee.
Notice
An Eligible Employee shall, initially, verbally notify his or her supervisor of the need for Paid Parental Leave and the timing and duration of the Paid Parental Leave. If the need for Paid Parental Leave is foreseeable, an Eligible Employee must give his or her supervisor at least 30 calendar days advance notice of the need for leave, if practicable. If the need for Paid Parental Leave is not foreseeable, an Eligible Employee or his or her representative must give notice of the need for leave to the Eligible Employee’s supervisor as soon as practicable. An Eligible Employee shall follow up the verbal request for Paid Parental Leave in writing on an appropriate University leave request form. If the Eligible Employee is eligible for FMLA leave, the FMLA notice requirements will govern. If the Eligible Employee is not eligible for FMLA leave, the Eligible Employee shall request Paid Parental Leave on HRS Form 33ABSENCE, Request for Absence from Campus. If the Eligible Employee is requesting intermittent or reduced schedule Paid Parental Leave, the Eligible Employee’s supervisor must approve the request.
Holidays
If an official University holiday occurs during the Eligible Employee’s Paid Parental Leave, the Eligible Employee will receive holiday pay in lieu of a paid parental day, provided the Eligible Employee is in pay status the day before and the day after the official University holiday.
Group Health Insurance
The University will continue to pay its share of the cost of an Eligible Employee’s group health insurance during a Paid Parental Leave. The Eligible Employee’s share of the premium will be deducted from the Eligible Employee’s pay in accordance with normal practice.
Medical Documentation
An Eligible Employee will be required to furnish appropriate medical documentation for the birth of a child. If the Eligible Employee is eligible for FMLA leave, the medical certification requirements will govern. The medical documentation will be completed and signed by the individual’s health care provider.
Adoption Documentation
An Eligible Employee will be required to furnish appropriate adoption documentation, such as a letter from an adoption agency, or from the attorney in cases of private adoptions.
Return-to-Work Statement
If Paid Parental Leave is due to the birth of a child, the birth mother must obtain a return-to-work statement from her health care provider and present it to her supervisor or Human Resource Services upon returning to work. The statement must specify whether the Eligible Employee is able to work and any physical or other restrictions on the Eligible Employee’s ability to work. Reinstatement may be delayed until the Eligible Employee submits the statement.
Reinstatement
Except as provided in the following paragraph, an Eligible Employee will be reinstated to the same position he or she held when Paid Parental Leave began or to an equivalent position with equivalent pay, benefits, and other terms and conditions of employment, provided the Eligible Employee can perform the essential functions of the position.
The University’s obligation to restore the Eligible Employee to the same or an equivalent position ceases if and when: 1) the employment relationship would have terminated if the Eligible Employee had not taken Paid Parental Leave; 2) the Eligible Employee informs the University of his or her intent not to return to work at the expiration of the Paid Parental Leave; or 3) the Eligible Employee fails to return to work at the expiration of the Paid Parental Leave.
Coordination of Paid Parental Leave with Other University Leaves
Paid Parental Leave may be used in conjunction with a variety of paid and unpaid leaves such as sick leave, vacation leave, personal business days (for faculty and administrative and professional), personal holiday (for clerical and service), and short-term disability. An Eligible Employee should consult with Human Resource Services or with his or her business office for assistance when planning a Paid Parental Leave.
Confidentiality
All medical information relating to Paid Parental Leaves, whether verbal or written, including FMLA medical documentation, shall be kept confidential to the maximum extent possible. All medical documents including, but not limited to, medical statements and FMLA medical certifications must be maintained within Human Resource Services in confidential, secure files separate from personnel files.
Questions
Questions regarding the foregoing procedures should be directed to Human Resources.
SPECIAL SITUATIONS
Any questions or concerns related to special situations should be directed to Human Resources.
RESPONSIBILITIES
| Person | Responsibility |
|---|---|
| Employee | See General Provisions, Notice section of this policy |
| Supervisor | See General Provisions of this policy |
| Human Resource Services | Answer questions and review paperwork to ensure that procedures are being followed. |
FORMS
In support of this policy, the following forms are included:
HISTORY
January 1, 2017: References to Domestic Partner removed in accordance with the Board of Trustees resolution of December 19, 2015.
July 1, 2015: Provision for 120 hours Paid Parental Leave changed to 240 hours, and language regarding combining hours when both parents work for the University has been removed to allow up to 240 hours for each parent for births or adoptions that occur on or after July 1, 2015.
November 18, 2011: Policy number changed to VI.E.3 (formerly IV.10.3).
