Leave ManagementLeave Management

Housing and Dining Services January 2011

Today’s Topic Today’s Topic

• Managing Leave• Past Leave Management• Types of Leave• Types of Absences• Better Way to Manage Leave• Disciplinary Action

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Past Leave ManagementPast Leave Management

• Employees use sick and family personal leave as soon as possible after 1/10 – “use it or lose it”

• When employee is out of sick & family personal leave and calls in sick, the supervisor approves annual, OT, comp holiday, etc.

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Types of LeaveTypes of Leave

• Sick, Family Personal (new leave plan) or Sick (old leave plan) – employees can use this leave whenever they are sick or there is a family emergency (sick child, death in the family, etc) – management permission not needed

• Annual, OT, Comp Holiday, Civil and Work Related leave – policy allows management to require advance notice and permission to use

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Types of AbsencesTypes of Absences

• Scheduled – with prior approval of supervisor• May be Sick, FP, Annual, Comp/OT, Civil & Work Related,

etc

• Unscheduled – no prior approval (but employee must always follow call in procedure)• Management has the option to tell employees that annual,

OT, comp holiday, etc will not be approved for unscheduled absences

• Management has the option to approve annual, OT, comp holiday, etc for unscheduled absences

• If employee is sick or has family emergency, may use sick leave or family personal leave

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Better Way to Manage LeaveBetter Way to Manage Leave

• Instead of “use it or lose it”, employees should use leave, especially sick and family personal leave, wisely

• Housing and Dining Services management does not intend to approve annual, OT, comp holiday, etc. for unscheduled absences • An employee who has used all sick and family

personal leave may find him/herself in Leave Without Pay (LWOP) if he/she has an unscheduled absence

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ExceptionsExceptions

• There are likely to be occasional exceptions• For example, Norovirus, emergencies

• Exceptions need to be consistent• In order to make sure decisions are consistent,

Housing and Dining Services management will decide what level management has the authority to make exceptions

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Disciplinary ActionDisciplinary Action

• Employees are not disciplined for taking leave if the leave is:• FMLA and/or VSDP• Sick• Family personal• Approved by management

• Employees may be disciplined for • Being in LWOP• Falsification of leave information

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Tips from HRTips from HR

• ALWAYS follow departmental call in procedures• Be careful using sick and family personal leave – don’t

forget that the flu season comes late in the year!• If you have a situation that requires you to use a lot of

leave at one time (norovirus in your family, family member is sick, etc)• Talk to your supervisor - you may be able to use sick or

family personal for the first day or 2 of the absence and then use annual, OT, comp holiday, etc

• Talk to HR – you may qualify for FMLA

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