Leave Management Housing and Dining Services January 2011

Today’s Topic Managing Leave Past Leave Management Types of Leave Types of Absences Better Way to Manage Leave Disciplinary Action 2

Past 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. 3

Types 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 4

Types 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 5

Better 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 6

Exceptions 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 7

Disciplinary 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 8

Tips 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 9