Policies & Contracts

518 - Military Reserve Training Leave

Subject: Military Reserve Training 

Section: U518

Date: January, 2022


The purpose of this policy is to provide guidelines for compensating employees while they are complying with their reservist and guard obligations.


Regular full-time or part-time employees who are in military reserve training are eligible to receive up to 15 days of their University base pay while participating in required military service training.


    1. The employee is responsible for notifying their supervisor immediately after receiving their military orders. The employee may be required to provide a copy of the orders.
    2. An employee who is required to attend military reserve training will be paid for up to fifteen (15) workdays each calendar year. Pay is determined by the employee’s primary position’s regular base rate of pay and scheduled weekly hours of work at the time of the training, minus normal deductions.
    3. Training requirements exceeding fifteen (15) workdays may be covered by personal holiday and vacation accruals, if applicable. If accruals are exhausted or the employee is non-benefits eligible, the time will be unpaid.
    4. The employee is responsible for entering the absences in the time-tracking system. Absences under this policy do not count as hours worked when computing overtime.


    Employees represented by a union may be governed by the provisions of the appropriate collective bargaining agreement.

roles and responsibilities:

Governed Party Roles and Responsibilities 
Employee The Employee is responsible for following the Supervisor’s time off request procedures and recording sick leave use. 
Supervisor The Supervisor is responsible for setting time off request procedures, ensuring they are followed, verifying the use of sick leave is appropriate, monitoring for pattern absences, and approving sick leave use in the time off calendar. 
HR Partner The HR Partner is responsible for ensuring employees are categorized accurately to ensure sick leave is accrued and used correctly. 

Related Information:

Policy U222 Compensable Time, Record-Keeping and Tracking Absences

Policy U509 Vacation

Policy U511 Personal Holidays

Policy U512 Sick Leave

Policy U703 Progressive Corrective Action

Illinois Workers’ Compensation Act

Illinois Occupational Diseases Act

FMLA Employee Guide

FMLA Employee Rights And Responsibilities Poster 

key contacts:

Name Email Extension
Center of Expertise - Employee & Labor Relations  elrelations@uchicago.edu 4-1292