Sewanee Benefits

Time Away

Time away from work helps you rest, recover, care for yourself and your family, and navigate important life events. This page focuses primarily on staff leave and time-away policies and is meant to help you identify the right starting point, understand how staff leave works, and know who to contact next.

Start here

Not sure what kind of time away you need? Start with the situation that sounds most like yours.

Faculty note

Faculty time-away policies may differ from staff policies, especially where academic calendar expectations, vacation structure, and faculty handbook provisions apply. This page should not be treated as a full explanation of faculty leave.

If you are faculty, start with faculty-specific handbook materials and contact the appropriate office if you need support navigating leave, time away, or related documentation.

Types of time away

Vacation, holidays, and sick leave
Applies to: Staff
These are the everyday staff time-away benefits used for rest, recovery, and personal needs.
Short-term medical leave
Applies to: Staff
This is Sewanee’s staff salary-continuation benefit tied to medically certified disability. It works alongside, not instead of, FMLA when both apply.
FMLA and parental leave
Applies to: Eligible employees
These leave types may provide job protection, unpaid leave, or overlapping protections when eligibility requirements are met.
Workers’ compensation and leaves of absence
Applies to: Employees in qualifying situations
These paths matter when time away is connected to a workplace injury, extended absence, or another formal leave status.

How staff leave works

Vacation
Staff
Vacation accrues based on staff type and service, must usually be approved in advance, and is capped at two years of accrual.
Holidays
Staff
The University observes designated holidays, including some floating holiday options. Holiday time does not carry over or pay out.
Sick leave
Staff
Staff accrue sick leave monthly up to a cap, and it may be used for the employee or certain family members in qualifying situations.
Short-term medical leave
Staff
This leave accrues separately, begins after a qualifying disability period, and pays eligible staff up to 100% of base salary within policy limits.
FMLA
Eligible employees
Eligible employees may take unpaid, job-protected FMLA leave when federal requirements are met. Documentation and HR coordination matter here.
Parental leave
Eligible employees
Parental leave may run concurrently with and, in qualifying cases, extend beyond FMLA. Role-specific guidance may matter.
Workers’ compensation
Employees with work-related injuries
Work-related injuries or occupational illnesses should be reported immediately to the supervisor and Risk Management.
Connection to long-term disability
Staff in extended disability situations
If a staff disability extends far enough, the next step may involve long-term disability. Please review the Life & Disability page.

Before you...

Before you request time away
Check which type of time away applies: planned time, sick leave, short-term medical leave, FMLA, parental leave, or another formal leave.
Contact HR early if the absence may be longer than a few days or may qualify for protected leave.
Be ready to provide documentation if the leave is medical or protected.
Talk with your supervisor as early as possible when advance notice is available.
Before you assume pay will continue
Not all leave is paid in the same way.
Short-term medical leave has its own accrual and eligibility rules for staff.
Unpaid leave may affect accruals and change how benefit costs are handled.
If an absence may extend beyond six months, review the Life & Disability page for long-term disability information.
Before you return to work
Check whether medical release or return-to-work documentation is needed.
Coordinate timing with HR and your supervisor rather than assuming you can simply resume work.
Ask early if restrictions, phased return, or leave overlap may be involved.
If the leave involved a workplace injury, keep Risk Management communication active.

Common questions

Click a section below to view common questions and next steps. These answers are meant to provide general guidance. If you are unsure what applies, start with Human Resources. For workers’ compensation matters, report the situation to your supervisor and Risk Management right away.

Vacation and holidays
How does vacation work for staff?
Vacation is staff time away for planned rest and refreshment.

For full-time non-exempt hourly staff, vacation accrues based on years of service: 13 days per year from 0 to 3 years, 15 days from 3 to 5 years, 18 days from 5 to 8 years, 20 days from 8 to 12 years, and 25 days after 12 years.

Full-time exempt and non-exempt salaried staff with full-year appointments receive 25 work days of vacation per year.

Part-time eligible staff receive vacation on a prorated basis.

Vacation must be approved in advance, except in an emergency, and cannot be used before it is earned without special approval.
How far in advance should I request vacation?
Earlier is usually better. Supervisors need time to plan around coverage, departmental needs, and busy periods. Longer trips or time away during high-demand periods should be discussed as early as possible. If you are unsure, start with your supervisor and HR.
Is there a vacation cap or carryover limit?
Yes. Vacation does not grow indefinitely. Staff may accrue up to the amount they would earn over two years, and once that limit is reached, no additional vacation accrues until some time is used. If you have a larger balance, it is a good idea to plan ahead with your supervisor so you can use the time thoughtfully and avoid losing any of it.
Can I use vacation before I have fully earned it?
Not automatically. In some cases, early use may require special approval. If you are planning time away and are close to the amount you need, contact HR before assuming future accrual can be used in advance.
What happens to unused vacation if I leave Sewanee?
Unused vacation is paid out at separation based on the lesser of two amounts: your current unused balance or the amount of vacation you would accrue in one year. Sick leave and holidays are not paid out in the same way. If you are planning to leave or retire, confirm your final balance and payout treatment with Human Resources.
How do holidays and floating holidays work?
University holidays are separate from vacation. In some cases, eligible staff may receive floating holiday options tied to designated holidays. Floating holidays usually must be used within a defined window and may not carry forward. If you are unsure how a specific holiday applies to you, contact HR.
Do holiday balances carry over or pay out?
No. Holiday time does not usually carry forward or pay out later. If you have questions about a floating holiday or eligibility, confirm with HR before the calendar year ends.
Sick leave
What is sick leave meant for?
Sick leave is meant for health-related absences, including your own illness, injury, or qualifying medical care. Depending on the policy, it may also apply when you need to care for certain family members or handle some funeral-related responsibilities. Sick leave is different from vacation because it is tied to health and caregiving needs.
What should I do when I wake up sick and cannot come to work?
Notify your supervisor as soon as possible using your normal departmental process. If the absence may last more than a day or two, or may involve protected or extended leave, contact HR early so the situation can be reviewed and guided appropriately.
Who can sick leave be used for?
Sick leave may be used for your own illness, injury, or required medical examination, or for the illness, injury, or required medical examination of your child, spouse, or parent. It may also be used to make arrangements for and attend the funeral of a member of your immediate family. For this purpose, immediate family includes a spouse, domestic partner, parent, child, grandparent, grandchild, sister, brother, corresponding in-laws, step-relatives, and any other relative living in the same household. If you are unsure whether your situation fits, start with HR.
What if I do not have enough sick leave?
Not all health-related time away is paid in the same way. If sick leave runs out, other time categories may apply depending on the situation, such as vacation, leave without pay, short-term medical leave, or FMLA. Contact HR to review what may apply in your case.
When is a doctor’s note or medical documentation required?
Medical documentation may be required when an absence is extended, when there is a pattern that needs clarification, or when the leave may qualify for a more formal protected or disability-related process. If the absence may be more than brief, contact HR early to confirm what is needed.
Short-term medical leave
What is short-term medical leave?
Short-term medical leave is Sewanee’s staff salary-continuation benefit for qualifying disability-related absences. It is not the same as long-term disability and it is not just extra sick leave. It is a separate staff benefit with its own accrual, eligibility, medical certification, and timing rules.
Is short-term medical leave the same as FMLA?
No. Short-term medical leave is about pay continuation for eligible staff. FMLA is about federal job protection for eligible employees. They may run at the same time when both apply, but they serve different purposes. If you are unsure which path applies, start with HR.
When should I contact HR about short-term medical leave?
Contact HR as soon as it becomes clear that your condition may be serious, prolonged, disabling, or medically certified. HR can help determine whether short-term medical leave, FMLA, sick leave, or another path applies and what documentation is needed.
Does short-term medical leave start immediately?
Not automatically. Short-term medical leave has a qualification period and requires medical certification. Contact HR early so timing, documentation, and eligibility can be reviewed.
Can I work while on short-term medical leave?
No. This leave is tied to a medically supported inability to work. If you think you may need restricted work, a phased return, or an accommodation discussion instead of full leave, contact HR.
What happens to my benefits and paycheck deductions while I am on short-term medical leave?
If you are receiving pay through approved short-term medical leave, normal payroll-based benefit deductions generally continue. If the leave later becomes unpaid, that can change how premiums are handled, so contact HR if your situation shifts.
FMLA
What is FMLA really for?
FMLA is federal leave protection for eligible employees in certain family and medical situations. It is not a special category of paid leave by itself. Instead, it protects your position under qualifying conditions while HR coordinates how the leave is designated and what other paid or unpaid time categories may run with it.
How do I know if I qualify for FMLA?
FMLA has service and hours-worked requirements, so eligibility is not based only on whether your reason sounds serious. HR can confirm eligibility based on your actual employment record. That is why contacting HR early matters.
Why do the forms matter so much?
The forms allow HR to determine eligibility, document the reason for leave, obtain needed medical certification, and identify whether the leave is continuous or intermittent. Without the forms, the leave may not be designated or managed correctly.
Can FMLA be used intermittently?
Yes, in some cases. If leave may be taken in blocks, on a reduced schedule, or for recurring appointments, contact HR so the leave can be documented and tracked correctly.
What if my need for leave is sudden, like emergency surgery or a family crisis?
Tell your supervisor and HR as soon as reasonably possible. HR can then help determine whether FMLA applies and what documentation must follow.
Parental leave
How does parental leave fit with everything else?
Parental leave may connect to role, eligibility, FMLA, timing, benefits, and documentation. Start with HR so the situation can be reviewed and the right next steps can be identified.
Does parental leave automatically mean paid leave?
Not necessarily. Different leave categories may run together, and the pay implications may differ from the job-protection piece. Start with HR so the full situation can be reviewed clearly.
How does parental leave connect to FMLA?
In qualifying situations, parental leave and FMLA may run together. HR can explain what runs concurrently and what, if anything, extends beyond FMLA in your situation.
Do staff and faculty follow the same parental leave rules?
Not always. Staff and faculty structures may differ. Start with HR, and we can help guide you to the right policy path and any role-specific guidance that may apply.
Workers’ compensation
What should I do first if I am hurt at work?
Report it immediately to your supervisor. Then make sure Risk Management is involved right away so the injury can be documented and the workers’ compensation process can begin.
Who handles the workers’ compensation side?
Risk Management is the main contact for opening and coordinating workers’ compensation matters. Supervisors play an important role in immediate reporting, but Risk Management should remain involved as the case moves forward.
Is workers’ compensation the same thing as sick leave or short-term medical leave?
No. Work-related injury cases follow a different process. If the injury happened in the course of work, report it right away and let Risk Management and HR help determine the correct path.
Leaves of absence
What is a leave of absence, and when does it matter?
A leave of absence is a more formal status than simply being out for a day or two. It usually matters when the absence is extended, unpaid, formally approved, or tied to a specific protected or administrative process. If your situation may move into that category, contact HR.
Can my benefits continue during unpaid leave?
Sometimes, yes, but it depends on the reason for leave, the policy involved, and whether payroll is still active. If a leave may become unpaid, this should be reviewed with HR early so coverage, timing, and cost are clear.
Do vacation, sick leave, or other accruals continue during unpaid leave?
Usually not. If your leave may involve unpaid time, contact HR to review how accruals, deductions, premiums, and benefit status will work in your situation.
Staff and faculty differences
Why does this page focus more on staff?
Many of the time-away details on this page are staff-based. That is intentional. The page is designed to guide staff directly while still helping faculty know where to begin.
What should I do if I am faculty?
Start with HR. We can help guide you to the right policy path, faculty-specific guidance, and any additional office or handbook materials that may apply.

Who handles what?

Human Resources
FMLA administration
Parental leave administration
Short-term medical leave questions
Leave coordination and documentation
Questions about which policy path applies
Supervisor / Department
Scheduling and notice
Operational planning
Day-to-day absence communication
Return-to-work coordination
Risk Management
Workers’ compensation claim opening
Injury reporting support
Coordination on workplace injury cases
Chris Smith—Director of Risk Management, Environmental Health, and Safety
ctsmith@sewanee.edu | 931.598.1189

Need help?

If you are not sure what kind of leave applies, whether documentation is needed, or whether your role changes how a policy works, start with HR and we will help point you in the right direction.