Support Staff Policies & Procedures

Support Staff Policy & Procedure for Military Duty Pay (Short Term)

Policy

Applies to: Regular University support staff working half-time or more

The University recognizes the value of the military reserve and makes provision for eligible employees to attend short-term military duty without loss of pay.

The University will pay the difference between the employee's military pay and base pay, if the employee's military pay is less, for up to fifteen calendar days when ordered to active duty for training, and for up to ten additional calendar days per fiscal year when ordered to active duty for the purpose of handling civil disorders.

Usage requirements and approval:

  1. The employee must notify his/her supervisor of the call to military duty as soon as the information is known.
  2. The employee must provide proof of the call to military duty and proof of military duty.

Amount of pay: For each full workday of absence, the employee will receive the difference in pay between:

  1. regular military pay less any amounts specifically received for meals, housing, or travel, and
  2. eight hours regular pay at the base rate of pay excluding shift premium or other premium payment.

Coordination with other types of pay or benefits: An employee may use accrued vacation time in addition to receiving military duty pay. (The employee will continue to accrue vacation and sick time at his/her normal rate. The longevity date will not be affected.)

Full-time/part-time status considerations: Part-time employees will be paid the difference in pay between the total military duty pay received and the employee's base pay for the total hours scheduled to work but not worked because of the military duty, if the military duty pay is less.

NOTE: See Policy and Procedure for leave of absence without pay.

Procedure

Employee:

  1. Provide copy of military orders to supervisor prior to the leave with as much advance notice as possible.
  2. If asked by HR to provide orders after a leave has been entered, the employee will provide this information within seven days of the request.
  3. Provide a military leave earnings statement to payroll within 60 days of the start of the leave.

Supervisor/Department:

  1. If the leave is less than ten consecutive working days, email a copy of orders to the HR leaves team at [EMAIL ADDRESS with link]. If the leave is longer than ten consecutive working days, submit a leave of absence form in EBS and attach leave orders.
  2. If orders are approved by HR, enter time into the timekeeping system as “2975 – military leave paid.”

Human Resources:

  1. Review orders and email approval or denial to supervisor. If the orders are denied, HR will inform the supervisor of the reason.
  2. Send information regarding approved orders to payroll.
  3. If there is military duty leave paid time entered for employees without prior approval, HR will communicate with the supervisor to determine if military duty leave may be applicable and obtain orders. If orders are obtained and approved, HR will inform payroll.

Payroll:

  1. If an employee without HR approved military orders has military leave paid entered in their time record, Payroll will communicate with HR.
  2. For approved order, Payroll will communicate with the employee to request a military leave earnings statement.
  3. Calculate the appropriate deduction to be taken from the next regular pay cycle, or the payment due and process the adjustment.

Notes:

Refer questions to: MSU Human Resources (telephone 517-353-4434, email).

Back to Support Staff Policies and Procedures

©