For Leave for Department Chairs and Associate Deans, see COE: Leave - Department Chairs and Associate Deans.
Faculty leave basics
When do I NOT need a leave request?
Requesting leave is not necessary under the following circumstances:
- Accrued sick leave or sick leave pool is being taken
- A UT administrative appointment will pay all or part of a faculty member’s salary. For example, appointments as Dean, Associate Dean, Director, etc. do not require requesting leave
- Leave is taken during the summer months, during the period June 1-August 31
- A faculty member will be paid by another department's faculty salaries account where they hold an appointment
- Jury Duty
- Official travel for research, teaching, administrative, State business, military leave (up to 15 days per year), etc., if all appropriate travel approvals have been secured in a timely manner
When do I need a leave request?
Leave and Modified Assignments Administrative Matrix
*Note: Request for Leave form referenced in column 2 below refers to ServiceNow: Faculty Affairs & APS > Complete Forms > Request for Leave, except where otherwise noted.
| Leave type | *Leave request required? | Final approver | Workday processing | Information link |
|---|---|---|---|---|
| Faculty Development Award | no | Provost | Provost transfers funds to College for processing according to CSU guidelines | COE: Faculty Development Award |
| Faculty Development Leave | no | Provost | Faculty member remains on instructional budget; no costing allocation change needed | COE: Faculty Development Leave |
| Family Leave Pool | no | Central HR | Faculty member completes timesheets in Workday | COE: Sick Leave and FML - Faculty > tab "Family Leave Pool" |
Family Medical Leave | no | Central HR | Faculty member completes timesheets in Workday | |
| Leave - Academic (also see "Professional") | yes | Provost | APS processes absence after approving leave | COE: Leave of Absence (Unpaid Time Off) |
| Leave - Unpaid (also see "Personal") | yes | Provost | APS processes absence after approving leave | COE: Leave of Absence (Unpaid Time Off) |
| Modified Instructional Duties | no | Provost | None; not a leave | COE: Modified Instructional Duties |
| Parental Time Off | yes | Provost | Completed by APS | COE: Sick Leave and FML - Faculty > tab "Parental Time Off" |
| Personal | yes | Provost | APS processes absence after approving leave | COE: Leave of Absence (Unpaid Time Off) |
| Professional | yes | Provost | APS processes absence after approving leave | COE: Leave of Absence (Unpaid Time Off) |
Release Time (Leave from Instructional Budget) (also known as Course Buyout) | *yes - use internal form linked from COE Wiki | Dean | Unit adjusts costing allocation | COE: Release Time (Leave From the Instructional Budget) |
| Research Reboot Program | no | Provost | As course release: none; As summer support: add job | COE: Research Reboot Program |
| Sick Leave Pool | no | Central HR | Faculty member completes timesheets in Workday | COE: Sick Leave and FML - Faculty > tab "Sick Leave Pool" |
| Sick Time Off (if leave will be unpaid, see Leave of Absence) | no | Timekeeper | Faculty member completes timesheets in Workday | 1) COE: Sick Leave and FML - Faculty 2) Workday Instructional Guide: Request Sick Leave - Faculty |
| Special Faculty Assignment | no | Provost | None; not a leave | COE: Special Faculty Assignments |
| Summer Research Assignment (SRA) | no | Dean | Summer additional job | COE: SRA |
| Unpaid Time Off (Leave of Absence) | yes | Provost | Completed by APS | COE: Leave of Absence (Unpaid Time Off) |
Other types of leave - faculty
Other leave types for eligible faculty include Funeral/Bereavement, Jury Duty, Witness Service, and more. See HR: Other Paid Time Off for eligibility and details.
Using the same procedure as for requesting faculty sick leave, the faculty member should select the appropriate time type from the drop-down menu (e.g. Emergency - Funeral/Bereavement, Jury Duty, etc.), and include a brief justification in the comments section. A video demonstration is available at Vimeo: Request Absence.
Faculty leave types and benefits impacts
Source: EVPP: APS & Faculty > "Leave."
Click on the image below to enlarge.
Faculty leave and review clocks
For information on the impacts of leave on faculty review clocks, see COE: Faculty Review Clocks.
Resources
- askUS: Do faculty complete electronic timesheets?
- UT System: Rule 30201: Leave Policies
- EVPP: Leaves & Related Policies
- Workday: Job Costing Tool: Faculty Release from Instructional Budget.xlsx
- Three-Way Percent Calculators
Please send suggested additions to this page and notifications about broken links to COE-FacultyAffairs@austin.utexas.edu.
Contributors to this page (Name, number of updates, most recent update):