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Time Off Benefits

The University provides leaves of absence to enable employees to attend to personal and professional obligations, and for periods of disability. All requests for leaves should be initiated in Workday which will be submitted to the Department of Human Resources for processing and approval. Managers should direct any employee requests for leave to Benefits in the Department of Human Resources.

For detailed information, employees can consult the Staff Policy Manual for each type of leave:

Staff employees are eligible for the following time off plans at Santa Clara University.  Select the plan you need further information on. 

Staff may donate vacation time, in eight (8) hour increments, to the pool or for specific individuals. Staff must retain a balance of at least eighty (80) hours of vacation after making a donation to the pool. Staff who wish to donate vacation or request hours from the pool can complete this Donation of Vacation Hours Form and return to the Human Resources Department.   




Leave of Absence Policies

The University provides leaves of absence to enable employees to attend to personal and professional obligations and for periods of disability. The policy for workers covered by a collective bargaining agreement is contained in that agreement. All requests for leaves should be submitted to your department Dean and the Department of Human Resources for approval.

Guide icon for benefits guide section
Navigate here to Staff Absence Guide (PDF)
Guide icon for benefits guide section
Navigate here to Faculty Absence Guide (PDF)

In an effort to improve the processing time and simplify the claims experience for employees, Santa Clara University has contracted with Matrix Absence Management (Matrix), a division of Reliance Standard Life Insurance Company, to administer the Short Term Disability (STD)/Paid Family Leave, Long Term Disability (LTD) and Family Medical Leave Act (FMLA) programs.

Read the Matrix Leave of Absence (PDF)

Santa Clara University offers a program of employee benefits designed to enhance the well-being of its employees. In compliance with Federal and State laws, the University provides the following statutory benefits to all of its eligible employees, as defined by Federal and State law.

Social Security

Most employees participate in the Social Security Program through a mandatory payroll deduction. Social Security provides a retirement benefit for individuals who have worked the number of years required for eligibility. Other benefits may include disability income, survivor, dependent, and medical benefits. The amount contributed, which is matched by the University, is based on rates determined and established by the Social Security Administration.

Worker’s Compensation

The University provides a no-fault Worker’s Compensation insurance program. If an employee is unable to work because of on-the-job injury or illness, Worker’s Compensation covers medical expenses and pays a portion of lost wages based on the nature of the injury.

Unemployment Insurance

Most employees of the University are covered by the State Employment Security Law. Under the provisions of this law, employees of the University who become totally or partially unemployed, and who meet the eligibility requirements as set forth in the law, may be eligible to receive unemployment compensation.


Refer the employee to Benefits in the Department of Human Resources. Notify the Benefits office of the request. Provide the name of the employee and the nature of the request.

Lactation Accommodation Policy

Employees are responsible for coordinating lactation accommodations directly with their managers.  Managers will work with employees to identify appropriate lactation accommodations.  Managers needing assistance identifying lactation accommodations consistent with this Policy are directed to contact Human Resources. 

Santa Clara University is required to provide a reasonable amount of break time to accommodate an employee desiring to express breastmilk for the employee's infant child, provided that such break time does not seriously disrupt Santa Clara University’s operations. If possible, the break time should coincide with the employee's regular paid break time. If the break time cannot coincide with the employee’s regular paid break time, the break time need not be paid. 

Santa Clara University shall provide employees with adequate space to express breastmilk.   A manager and employee should work together to identify an appropriate location for the employee to express breastmilk if the employee does not have a private office. Under this Policy, a bathroom is not a suitable location for an employee to express breastmilk.  An appropriate location must:

  • Be close in proximity to the employee’s work area, shielded from view, and free from intrusion while the employee is expressing milk;
  • Be safe, clean, and free of hazardous materials;
  • Contain a surface to place a breast pump and personal items;
  • Contain a place to sit; and
  • Have access to electricity or alternative devices, including, but not limited to, extension cords or charging stations, needed to operate an electric or battery-powered breast pump. 

A manager shall also ensure the employee has access to a sink with running water and a refrigerator suitable for storing milk in close proximity to the employee’s workspace.  If a refrigerator cannot be provided, the manager must contact Human Resources for assistance in providing another cooling device suitable for storing milk, such as a cooler.

If a multipurpose room is used for lactation, among other uses, the use of the room for lactation shall take precedence over the other uses, but only for the time it is in use for lactation purposes.

Employees who believe they have been denied reasonable lactation accommodations should immediately contact Human Resources.  Employees may also file a complaint with the California Labor Commissioner’s Office.


If you, or someone who reports to you, suffer a work-related injury or illness, the following steps should be taken immediately:

Is the injury a life-threatening emergency? 

Yes: Contact SCU Campus Safety (408) 554-4444 or 911 and arrange for an ambulance. Notify the employee's supervisor and the Department of Human Resources (408) 554-4392.

No: Employees must notify their supervisors and contact the Department of Human Resources (408) 554-4392. The Department of Human Resources will authorize treatment at U.S. Healthworks.

If the injury occurs outside of normal office hours, employees must call the Department of Human Resources and leave a message and then obtain medical care from the O'Connor Hospital Emergency Room

If the Injury Does Not Require Immediate Medical Treatment

If medical or other emergency care is not needed for the injury, employees must notify their supervisors and the Department of Human Resources (408) 554-4392.

The Following Applies to All Injuries

All employees have the right to report work-related injuries and illnesses free from retaliation. Santa Clara University expressly prohibits retaliation for reporting a work-related injury or illness.

All work-related injuries and illnesses

The Department of Human Resources will provide employees with:

  1. Employee Incident Report Form(PDF 713KB)
  2. Workers Compensation Claim Form (Form DWC 1) (PDF 147KB)
  3. Concentra Authorization Form

Employees are required to complete the report and forms as soon as possible.

Following receipt of initial medical treatment

  1. Give a copy of the “work status report” to your supervisor.
  2. Review “work status report” with your supervisor to evaluate any job limitations and/or modifications directed by the physician.

If you need follow up care, please remember the following:

  1. University practice is to pay employees regular time for time missed from work not only for the initial receipt of care, but for follow up care as well.
  2. Physical therapy appointments must be pre-arranged with supervisor. Time missed for travel to and from and duration of appointment is paid at regular time.
  3. Keep your supervisor apprised of any changes to your work status.

If your injury or illness requires a temporary period of time away from work:

  1. Immediately notify your supervisor and the Department of Human Resources (408) 554-4932.
  2. Complete the appropriate paperwork for an industrial leave of absence
  3. Communicate regularly with the Worker’s Compensation insurance provider regarding your treatment, care, and work status.

*Please contact the Department of Human Resources with any questions at (408) 554-4932.

See Also


Worker's compensation provides benefits to or on behalf of a worker who becomes injured or ill on the job. Eligibility is determined by: St. Paul's Travelers

St. Paul's Travelers
P.O. Box 8112
Walnut Creek, CA 94596

Policy/Contract no. TC2JUB4239B89906

Medical Benefit

Medical treatment is provided through Occupational Health Clinic-US Healthworks. All pre-authorized treatment is covered at 100%.

Temporary Disability

Benefits are payable at 66 2/3% of the gross earnings to a maximum weekly benefit determined by the State. This is a non-taxable benefit.

Permanent Disability

Benefits are payable to employees who have sustained a permanent disability.


Benefits are payable when it has been determined that an injured worker is permanently disabled and unable to return to his/her regular duties.