Faculty: VA Leave Without Pay
Summary: This document provides an overview of VA leave without pay for faculty members with VA appointments
Summary
Some SMPH faculty members will also have appointments at the VA Hospital and will be paid by the VA for their time. This results in the faculty member needing to take a leave without pay (LWOP).
Full SMPH policy 40.01: Faculty Appointments at the Veterans Administration
Things to Note
- The faculty member should complete a LWOP form for faculty and submit for department approval
- In a brand new appointment, a faculty member cannot have their FTE go below 42%. If you run into a situation where this may be the case please consult with the Payroll and Benefits AD, Carrie Hutton.
- VA LWOP requests can be set for an indefinite amount of time and don’t require a JEMS Change entry because we require the form
- The amount of leave is calculated by VA eighths
- 1/8 equates to 5 working hours, or 10% FTE
- The VA operates on a basis of 40 hours whereas SMPH faculty operate on a basis of 50 hours
- This means the max VA LWOP is 8/8ths or 80%
- There have been a few exceptions to this to allow for additional compensation by the VA, but you should consult with an HR Manager if that situation comes up
HRS Entry
1. Add a new row
2. Enter the effective date
3. Choose reason - Partial LOA VA Funding
4. Update standard hours to new work hours
5. Save
6. Confirm change appears in Job Data
7. Add an entry for officer code - VA Hospital Employee
Communication to Faculty Member
HRBP should send letter to the Faculty member to inform them of the approval. Please upload a finalized copy in imagenow.
Return from VA Leave
- If the faculty member is returning from a VA LWOP, the faculty member should complete an LWOP form for faculty.
- The HRBP will be responsible for returning the faculty member from leave in HRS and removing the VA officer code.
- Provide faculty member with an Return from VA memo.
- Memo and LWOP form should be saved in imagenow.