Time-Away Policy

Faculty Policy for Vacation, Meetings, and Other Time Away

Washington University School of Medicine
Department of Surgery

(Effective July 1, 2004)

Vacation Leave

At the beginning of each fiscal year, all full-time faculty members shall be vested with 22 days of vacation leave for the fiscal year. Faculty appointments beginning after July 1 will be vested on a prorated basis for the remainder of the fiscal year. (Example: If a faculty member’s appointment begins August 1, the faculty member is vested with 20.2 vacation days for the fiscal year.)

Vacation may not be carried over into a new fiscal year; it must be used within the current fiscal year. 

When a faculty member leaves the University at the end of the fiscal year (June 30), the accrued unused vacation balance will be paid out on the final paycheck. If a faculty member leaves the University prior to the end of the fiscal year, vacation payout will be calculated on a prorated basis. (Example: If a faculty member’s last day is March 31, the unused vacation balance up to 16.5 days will be paid out in the final paycheck.)

If a faculty member uses more vacation time than accrued, the amount commensurate with these additional vacation days will be deducted from his or her compensation (unless the Chairman of the Department determines otherwise).

When vacation days are combined with business or educational meetings, these days must be appropriately reported and reflected in the leave records. In addition, appropriate designation of expenses related to the faculty member’s travel must follow the Travel Policy of the University.

Salary continuation for medically related absences is available with the approval of the department chair or program director.

Where applicable, faculty members may also be eligible for leave under the School of Medicine’s Family and Medical Leave and General Medical Leave policies set forth in the School’s Employee Handbook.

Educational/Business Meetings

The number of days allowed for business/educational meetings will be determined by the Division/Section Chief or Department Chairman, based on the individual needs of the faculty member, but shall not exceed 22 days per fiscal year.

The itinerary of the meeting (including the date(s) of the faculty member’s presentation) must be included with the travel report for reimbursement.

Meetings outside of the faculty member’s subspecialty need to be taken as vacation time unless the faculty member is a speaker at the meeting. 

Foreign travel will not be reimbursed by Departmental funds and may be taken as educational leave only if pre-approved by the Division/Section Chief or Department Chairman. 

Examples of educational/business meetings include: attending conferences (for educational purposes, presenting a paper, moderating a poster or acting as a mentor to a resident, fellow or junior faculty member) or an educational course; visiting professor at an academic institution; invited speaker; society participation (as an officer, board member or on a special committee).

Other Time Away

  • Jury Duty – Faculty members called for jury duty will be excused from work without loss of pay during the time spent as a juror. Part-time faculty members are excused from work for jury duty but do not receive compensation from the University. Jury duty pay is retained by the faculty member in both cases.
  • Funeral Leave – Faculty members may be allowed up to three days at the time of a funeral, without loss of pay, for a death occurring in the immediate family. Funeral leave is to be requested when time off is required during scheduled work hours. The immediate family includes a spouse, child, stepchild, parent, stepparent, parent-in-law, daughter-in-law, son-in-law, brother, sister, stepbrother or stepsister. In the case of the death of a grandparent, great-grandparent, grandchild, great-grandchild, brother-in-law, sister-in-law, aunt, uncle, nephew, niece or first cousin, only the day of the funeral may be granted as a day without loss of pay. If this event occurs during a scheduled vacation, the time is reported as vacation.
  • Military Leave – Faculty members will be granted military leave to fulfill military obligations in accordance with applicable University and School of Medicine policies.
  • Sabbaticals and Personal Leave – Requests for sabbaticals and other personal leaves of absence must be directed to the Chairman of the Department, and will be considered in accordance with the pertinent policies set forth in the Washington University Faculty Information Brochure (http://faculty.wustl.edu/wufacultybook.html) and School of Medicine Employee Handbook.

Reporting Mechanisms for Time Away

An Absence Report must be completed prospectively for all time that is taken away from the institution. This report should include weekends (to insure proper clinical coverage) and copies should go to the Chairman and the Division/Section Chief.

A Leave Record must be completed retrospectively through the time tracking system in the Lotus Notes database. Weekends should not be included for vacation, educational/ business meetings, or other time away.