Military Leave Information
Date: March 17, 2003
To: GME Program Coordinators
From: Cathy Canfield-Jepson
Director of Graduate Medical Education
Following is a copy of the military leave procedures that we must follow if any resident (or other employee) is called to active duty.
Human Resources has asked for the names of any employees who might be called to active duty. If you have residents who may be called up, please let me know, and I'll pass along the information to HR.



Date: March 17, 2003
To: Human Resources Advisory Group
From: Michelle Pitre-Young
Assistant Vice President for Human Resources
RE: Military Leave of Absence due to Terrorist Attack Response
Governor George Ryan signed an Executive Order entitling State employees to certain compensation and benefits when called to active military duty in response to the terrorist attack on the World Trade Center and Pentagon on September 11, 2001.  Eligible University employees who are members of any reserve component of the United States Armed Forces, including the Illinois National Guard, will be given equal consideration.  General notice of the special provisions has been sent to your Deans, Directors, and Department Heads/Chairs.  This is to assist you in determining when and how to process the leaves.  (Employees called to duty for other reasons are covered by the University's standard military leave policy.  Also, the special provisions apply to permanent full and part time employees; temporary academic employee eligibility will be judged on a case-by-case basis.)
These are the special provisions:
1.
 The employee will be "kept whole" for compensation.  During the initial thirty days of the leave, employees will receive both their military and University pay.  After thirty days, the University will supplement their military pay up to their regular University pay  (the amount will be zero, if their military pay exceeds their University pay).
2.
 Employees may elect to discontinue all or part of their University insurance, as well as   change from managed care plans to the Quality Care Health Plan and vice-versa.
3.
 Upon being released from active duty, an employee returning to University employment will be entitled to one week off with pay when returning from a call-up military assignment in the continental United States or two weeks off with pay when returning upon being released from an overseas assignment.   
In order to facilitate the military leave process, the following critical steps should be followed:
1.
 The employee must provide the employing unit with a copy of his or her military orders and official documentation of the actual amount of his/her military pay.
2.
 The employing unit initiates an Electronic Change of Status (ECOS) transaction for Military Leave, documenting in the memo field that the employee is on military leave due to activation for service related to the terrorist attack on September 11, 2001.  The employee's last day at work and forwarding address, if known, should also be included in the memo.  Copies of the documents from #1 are sent to Human Resources as an ECOS attachment.
For academics, ECOS appointment lines need to be entered to reflect the reduced amount of University salary after the initial thirty-day period.
3.
 Civil Service employees' names must appear on the department's Standard Time Report.  A Time Report Adjustment each pay period must be submitted by the department to reduce the University pay by the amount of the base military pay.   Time Report Adjustments need to be sent to Payroll along with the Standard Time Report and a copy forwarded to the Records Section of Human Resources.
If you have questions, contact Elaine Olszewski (6-7941) regarding civil service employees,  Joyce Winn (6-6357) regarding academic employees, or Dewellyn Roepenack (6-4855) regarding Benefits.