HR Policy and Procedure #84 Funeral Leave Revised December 01, 2023

Purpose
The University provides funeral leave with pay, in accordance with this policy, to any regular staff employee with a full-time equivalent (FTE) of 0.5 or greater.

Definitions
For purposes of this policy the following definitions shall apply:

"Day"

• The number of hours an employee works in a regularly scheduled work week, divided by five.

“Sponsored Adult Dependent”

• Shares primary residence with covered UK employee, and has lived with UK employee at least twelve months prior to effective date of coverage
• Is at least the age of majority
• Is not a relative. For the definition of relative for sponsored adult dependent, please visit this page.

“Sponsored Child Dependent”

• Shares primary residence with UK-covered employee and sponsored adult dependent and has lived with UK employee at least twelve months prior to effective date of coverage.
• Is under the age of 26.
• Is the natural born or adopted child of sponsored adult dependent.
• Is not a relative of the covered UK employee. For the definition of relative for sponsored adult dependent, please visit this page.

Policy
An employee shall be allowed funeral leave with pay for attendance to funeral matters.

1. An employee shall be allowed funeral leave up to five (5) working days for the death of:
   
   1. A parent, such as mother, father, stepfather, stepmother, or other persons with whom the employee has a “in loco parentis” relationship.
   2. A child (including stepchild, sponsored child dependent or other person with whom the employee has an “in loco parentis” relationship).
      
      Note: “In loco parentis” means a person who acts in the place of a parent. A biological or legal relationship is not necessary.
   3. A sibling, such as brother, sister, stepbrother, stepsister, half-brother or half-sister.

   4. A spouse or sponsored adult dependent.

      In cases requiring extensive travel time, the employee may be granted an additional two (2) working days off with pay. The total funeral leave with pay shall not exceed seven (7) working days.
      
      Note: Extensive travel is defined as travel distance greater than 100 miles, one way

2. An employee shall be allowed funeral leave up to two (2) working days for the death of a:
   
   1. Grandparent.
   2. Grandchild.
   3. Aunt/uncle.
   4. Niece/nephew.
      
      Note: a. – d. include steps, halves and in-laws of the same relationship)

   5. Legal dependent of the employee.

      In cases requiring extensive travel time, the employee may be granted an additional two (2) working days off with pay. The total funeral leave with pay shall not exceed four (4) working days.
      
      Note: Extensive travel is defined as travel distance greater than 100 miles, one way.

3. An employee shall be allowed funeral leave up to two (2) working days for the death of any of the following relationships created by marriage (in-law) or by a sponsored adult dependent:
   
   1. Mother/father.
   2. Brother/sister.
   3. Son/daughter.

   4. Child.

      In cases requiring extensive travel time, the employee may be granted an additional two (2) working days off with pay. The total funeral leave with pay shall not exceed four (4) working days. (Applies to #2 and #3 above)
      
      Note: Extensive travel is defined as travel distance greater than 100 miles, one way.

4. An employee may be allowed funeral leave up to one-half a working day, at the discretion of the department head, for other relatives, associates or close friends.

Process
The department head is responsible for receiving requests for funeral leave and scheduling time off, as appropriate. An employee shall notify the department as soon as possible of a request for funeral leave.

Note: An employee who is not entitled to funeral leave with pay or who needs additional time off for funeral related matters may request accrued vacation leave. After appropriate accrued leaves have been exhausted, an employee may request a special unpaid leave of absence.

*In cases requiring travel of more than 100 miles one way, an additional two days of funeral leave may be granted.