Postdoctoral Appointee Time Off Policies

« BACK TO ALL POLICIES

Jump to:

Postdoctoral Research Associates
Vacation Leave

Postdoctoral Appointees with employee status are allowed fifteen (15) days of paid vacation leave per year. Vacation leave is not accrued, but is appointed every July 1st. Unused vacation days do not carry over from year to year and are not paid out upon termination. Vacation leave will be prorated for the amount of time from the date of the initial appointment through June 30th, and thereafter annual allocations of fifteen (15) vacation days will occur every July 1st.

Vacation leave shall be used at a time approved by the appointee’s mentor and in keeping with the postdoctoral appointee’s training program. Postdoctoral appointees should consult with their direct supervisor for standards for submission of vacation requests and procedures for reporting a period of absence. Failure to comply with departmental policy may result in corrective action, up to and including separation.

Use of vacation leave is governed by university policy as maintained by the Human Resources Office at the School of Medicine and Office of Post Graduate Affairs.

Sick Leave

Postdoctoral Appointees with employee status are allowed twelve (12) days of paid sick leave per year. Sick leave may only be used for the illness of the postdoctoral appointee only. Time away to care for an immediate family member’s illness is considered vacation time. Sick leave is not accrued, but is appointed every July 1st. Unused sick days do not carry over from year to year and are not paid out upon termination. Sick leave will be prorated for the amount of time from the date of the initial appointment through June 30th, and thereafter annual allocations of twelve (12) days of paid sick leave will occur every July 1st.

Postdoctoral appointees should consult with their direct supervisor for standards for attendance and procedures for reporting a period of absence. Failure to comply with departmental policy may result in corrective action, up to and including separation.

Use of sick leave is governed by university policy as maintained by the Human Resources Office at the School of Medicine and Office of Post Graduate Affairs.

Holidays

Official holidays for postdoctoral appointees with employee status are those administrative holidays designated by Washington University School of Medicine. The medical school recognizes the following days as regular paid holidays:

  • New Year’s Day
  • Martin Luther King Day
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving Day
  • Day After Thanksgiving
  • Christmas Day

See Holiday Schedule »

Funeral Leave

Postdoctoral appointees with employee status may be allowed up to three days at the time of a funeral, without loss of payment, for a death occurring in the immediate family (spouse, domestic partner, child, stepchild, parent, stepparent, parent-in-law, daughter-in-law, son-in-law, brother, sister, grandchild, half brother or sister). In the event the funding agency has different rules, the requirements of the funding agency shall apply.

Postdoctoral appointees may be allowed the day of the funeral without loss of payment if the deceased is a stepbrother or stepsister, grandparent, great-grandparent, great-grandchild, brother-in-law, sister-in-law, aunt, uncle, nephew, niece or first-cousin.

Jury Leave

A postdoctoral appointee with employee status shall continue to receive payments while on jury duty leave. Verification of service on jury duty shall be provided by the postdoctoral appointee to the department upon request. Payment for jury duty will not continue beyond the end date of the postdoctoral appointee’s appointment.

Military Leave

Postdoctoral appointees with employee status will be granted time off to fulfill military obligations in accordance with applicable university policies. Postdoctoral appointees called to active duty shall receive the difference between their military compensation and their Washington University compensation for a period of up to six months or until the end of their active service, whichever is shorter. Thereafter, active duty leave will be unpaid. Likewise, time off for members of the Reserves or National Guard to fulfill training obligations is unpaid.

Absent unusual circumstances, the university will make the effort to re-employ eligible postdoctoral appointees returning from military service. Reinstatement rights and obligations of employee postdoctoral appointees upon return from military leave shall be in accordance with the Uniformed Services Employment and Reemployment Rights Act.

Family and Medical Leave Act (FMLA)

Postdoctoral appointees with employee status are covered under the Family and Medical Leave Act of 1993 (FMLA), which provides up to 12 weeks of leave, paid and/or unpaid, for family and medical leave issues. Leave taken under FMLA is subject to the Washington University School of Medicine guidelines and policies as administered under the university policy as administered by the Office of Human Resources. After exhausting any applicable sick and vacation leave, postdoctoral appointees with employee status may receive up to seven paid (7) days of time off, if needed.

Please read the full FMLA policy on the university human resources website.

BACK TO TOP

Postdoctoral Research Scholars
Vacation Days

Postdoctoral Appointees with non-employee status are allowed fifteen (15) days of paid vacation per year, unless the extramural funding agency has different vacation requirements. Vacation is not accrued, but is appointed every July 1st. Unused vacation days do not carry over from year to year and are not paid out upon termination. Vacation will be prorated for the amount of time from the date of the initial appointment through June 30th, and thereafter annual allocations of fifteen (15) vacation days will occur every July 1st. In the event that a postdoctoral appointee’s funding agency has different rules, the requirements of the funding agency shall apply.

Vacation shall be used at a time approved by the appointee’s mentor and in keeping with the postdoctoral appointee’s training program. Postdoctoral appointees should consult with their direct supervisor for standards for submission of vacation requests and other absences from training. Failure to comply with departmental policy may result in removal from the training program.

Use of vacation is governed by university policy as maintained by the Human Resources Office at the School of Medicine and Office of Post Graduate Affairs.

Sick Days

Postdoctoral Appointees are allowed twelve (12) paid sick days per year, unless the extramural funding agency has different requirements. Sick days may be used for the illness of the postdoctoral appointee only. Time away to care for an immediate family member’s illness is considered vacation time. Sick days do not accrue, but are appointed every July 1st. Unused sick days do not carry over from year to year and are not paid out upon termination. Sick days will be prorated for the amount of time from the date of the initial appointment through June 30th, and thereafter annual allocations of twelve (12) paid sick days will occur every July 1st.

In the event that a postdoctoral appointee’s funding agency has different rules, the requirements of the funding agency shall apply. Postdoctoral appointee’s should consult with his or her direct supervisor for standards for attendance requirements in your training program. Failure to comply with departmental policy may result in removal from the training program. Use of sick days is governed by university policy as maintained by the Human Resources Office at the School of Medicine and Office of Post Graduate Affairs.

Holidays

Official holidays for postdoctoral appointees are those administrative holidays designated by Washington University School of Medicine. The medical school recognizes the following days as regular paid holidays:

  • New Year’s Day
  • Martin Luther King Day
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving Day
  • Day After Thanksgiving
  • Christmas Day

See Holiday Schedule »Funerals

Postdoctoral appointees may be allowed up to three days at the time of a funeral without loss of payment, unless the extramural funding agency has different requirements, for a death occurring in the immediate family (spouse, domestic partner, child, stepchild, parent, stepparent, parent-in-law, daughter-in-law, son-in-law, brother, sister, grandchild, half brother or sister). In the event the funding agency has different rules, the requirements of the funding agency shall apply.

Postdoctoral appointees may be allowed the day of the funeral without loss of payment, unless the extramural funding agency has different requirements, if the deceased is a stepbrother or stepsister, grandparent, great-grandparent, great-grandchild, brother-in-law, sister-in-law, aunt, uncle, nephew, niece or first-cousin.

Jury Duty

A postdoctoral appointee shall continue to receive payments while on jury duty, unless the extramural funding agency has different requirements. Verification of service on jury duty shall be provided by the postdoctoral appointee to the department upon request. Payment for jury duty will not continue beyond the end date of the postdoctoral appointee’s appointment. In the event the funding agency has different rules, the requirements of the funding agency shall apply.

Military Duty

Postdoctoral appointees with non-employee status will be granted time away to fulfill military obligations in accordance with applicable external funding agency requirements. Time away to fulfill military obligations for non-employees is not subject to the university policy on military leave, and reinstatement to the training program is not guaranteed.

Personal Time Away from Training

The university recognizes that postdoctoral research scholars may need to take time away from their postdoctoral training program due to personal needs or certain serious health conditions.

Eligibility. To be eligible for this policy, a postdoctoral research scholar must have been in training at the university for at least 12 months prior to the time away and receive approval from the sponsoring agency.

Coverage. The policy allows postdoctoral research scholars to take up to 12 weeks (60 week days) time away in a rolling 12-month period measured backward from the date a postdoctoral research scholar was last away for certain personal and family medical events and is subject to the rules of the external funding agency.

Time away from training may be in blocks of time, periodic or, if permitted by the sponsoring agency, a reduced schedule. Arrangements should be discussed with the appropriate mentor, and additional documentation indicating the medical necessity may be required. A request for time away generally will not be granted if a postdoctoral research scholar has already been away for 12 weeks during the preceding 12 months.

Notice requirements. If the need for the time away is foreseeable, a postdoctoral research scholar should complete and submit a request form to the mentor at least 30 days in advance. For unforeseeable time away, such as might be required after an accidental injury or a sudden change in health, the university requires that a postdoctoral research scholar notify the department/program of the need for time away as soon as possible. The postdoctoral research scholar is also responsible for having all time away approved by their sponsoring agency in advance or as soon as possible after an event.

Reasons for time away. If eligible, a postdoctoral research scholar may take as many as 12 weeks of time away from training for the following reasons: the birth of a child; the placement of a child in the home for adoption or foster care; care of a child after birth within 12 months of birth or placement; the need to care for a spouse, child or parent who has a serious health condition; or a serious personal illness that prevents a postdoctoral research scholar from continuing his or her training.

Medical statement. When requesting time away for a serious health condition, a postdoctoral research scholar must provide an original statement from a physician or practitioner to verify the health condition that causes the need for the time away. Failure to comply with this requirement or falsification of any of the information requested may result in a delayed or a denial of the request.

Stipend payments while away from training. University policy stipulates that postdoctoral research scholars must use sick or vacation time away to be paid while away. Depending on the circumstances, up to 7 additional paid days may be granted. This means that, under certain circumstances, a postdoctoral research scholar's stipend may continue for part or all of the time away. While away due to a medical condition, the postdoctoral research scholar will be required to use sick time at the beginning and then any available vacation followed by up to 7 additional paid days. If a postdoctoral research scholar exhausts sick, vacation and the additional 7 days, the remainder of the time away will be unpaid.

Insurance coverage while away. If a postdoctoral research scholar takes any time away under this policy, coverage by the university’s group health insurance plan can be continued. During this time, the postdoctoral research scholar is responsible for his or her insurance premium just as if he or she were continuing training. Postdoctoral appointees with non-employee status with a medical condition that is expected to last more than 90 days are encouraged to explore long-term disability options.

Returning to training. The postdoctoral research scholars are responsible for having their time away approved in advance by their sponsoring agency. If the postdoctoral research scholar is able to return to his or her training within 12 weeks, the mentor will attempt to return the individual to the same or equivalent position within the training program. However, the mentor’s ability to return a postdoctoral research scholar to the same or equivalent role held before the time away is dependent upon the rules of the sponsoring agency and there is no guarantee that the postdoctoral research scholar will be returned to the program.

A postdoctoral research scholar who has been away due to medical reasons must provide a doctor’s statement of ability to return and continue training. The department/program may request that a postdoctoral research scholar provide periodic updates during the time away. A postdoctoral research scholar is expected to comply with department/program standards and remain in contact with his or her mentor while away. Additionally, postdoctoral research scholars must confirm in advance with the mentor the date of their return to the training program.

BACK TO TOP