COMPENSATION AND BENEFITS: LEAVES AND ABSENCES. The following guidelines will apply when employees are absent from duty: ABSENCE FROM DUTY

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1 COMPENSATION AND BENEFITS: LEAVES AND ABSENCES DEC (R) ABSENCE FROM DUTY The following guidelines will apply when employees are absent from duty: 1. An employee who wishes to use personal leave for discretionary reasons must submit a request to his or her immediate supervisor three (3) days before the anticipated absence. 2. For nondiscretionary absences, a principal may require the employee to notify them by 6 a.m. on the day of absence so arrangements can be made for a substitute. 3. In accordance with DEC(LOCAL), an employee absent more than five (5) consecutive days for personal illness or for illness in the immediate family must submit appropriate medical documentation to the principal or immediate supervisor. The District may also require medical certification due to a questionable pattern of absences or when deemed necessary by the supervisor or Superintendent. All teachers and administrators in the District shall report their absences, whether or not a substitute is required, to the automated substitute calling system. Auxiliary and paraprofessional personnel using the automated time and attendance system must ensure that their absences are recorded appropriately on their timecard prior to their approval. When a substitute is necessary, supervisors will require paraprofessional staff to report their absences to the automated substitute calling system in addition to recording them in the automated time and attendance system. Records of absences shall be maintained in the Payroll Office via these systems. Employees have the ability to review their absence prior to completing the transaction in the automated substitute calling system. An is also generated by the automated calling system providing employees with another opportunity to review their absence and to submit 1

2 corrections. Once an absence is submitted, the employee must make any changes to the absence by contacting the campus/department SmartFind Coordinator. Once the absence has been reflected on the employee s paycheck and an error is identified, then the employee must write a letter explaining the error and attach appropriate supporting documentation. The employee will submit the letter to their supervisor or Principal. The supervisor or Principal will write a letter requesting reinstatement of leave and/or reimbursement of docked wages. The supervisor or Principal will submit the letter to the Payroll Manager and include the employee s statement and supporting documentation. The Payroll Manager will draft a recommendation, including letters from the employee and the supervisor or Principal and forward to the Associate Superintendent for Business Services/CFO. If the recommendation is approved the leave balance correction and/or reimbursement of docked wages will be processed during the next payroll cycle. Leave appeal requests must be submitted no later three months from the end of the current school year. RECORDING Leave shall be recorded as follows: 1. For exempt employees, leave shall be recorded in half-day increments, even if a substitute is not employed. 2. For non-exempt employees, leave shall be recorded through the automated time and attendance system in hours and minutes and shall be restricted to a per-use minimum of one hour. Leave shall be recorded for all absences. If the employee is working extended hours during the week and works their normally scheduled number of hours prior to the end of the workweek, leave does not have to be used. 3. If the employee is taking intermittent FMLA leave, leave shall be recorded in one-hour increments. 4. If the employee chooses to offset leave against workers' compensation benefits, leave shall be recorded in the amount used, then charged proportionately to the employee's leave balance (based on the difference between the weekly 2

3 income benefit received under workers compensation and the employee s regular weekly compensation). RECORDS OF LEAVE PAID LEAVE FOR MILITARY SERVICE USE OF ACCUMULATED LEAVE DURING MILITARY SERVICE PROFESSIONAL LEAVE FOR ASSOCIATION OFFICERS Available leave benefits, as well as leave history, will be maintained by the Enterprise Resource planning system and will be accessible to the employee through the Employee Self Service application. Any employee who is a member of the Texas National Guard, Texas State Guard, a reserve component of the U.S. Armed Forces, or a state or federally authorized Urban Search and Rescue Team is entitled to receive up to 15 days of paid leave per Federal Fiscal Year for authorized military training or duty ordered or authorized by proper authority without loss of any accumulated leave with the district (Tex. Gov t. Code ). The Federal Fiscal Year begins July 1 st and ends June 30 th of the next subsequent calendar year. Furthermore, an employee on extended military leave is entitled to the 15 days of paid leave during each Federal Fiscal Year he or she is on active duty. If for any reason an employee on military leave chooses not to use their paid military leave, he or she must report their leave in Kronos (for classified employees) or SmartFind (for certified employees), as Military Leave Without Pay. Employees on military leave have the right to use any vacation or state and local sick or personal leave that they have accrued prior to military service (TEC (d)). The use of vacation or personal leave is the employee s option. The District cannot require the use of accumulated leave. If an employee uses all 15 paid military leave days in a given Federal Fiscal Year and chooses not to use any accumulated leave to cover their absences for any remaining military service during the Federal Fiscal Year, he or she must report their leave in Kronos (for classified employees) or SmartFind (for certified employees), as Military Leave Without Pay. Employees who serve as officers or delegates of a professional or classified organization may be allowed to take professional leave for state and national conventions. Each organization may have professional leave of one day each for up to four officers/delegates per year. Any additional days or additional delegates must use personal business days. 3

4 A request shall be made in writing by the president of the organization to the Superintendent before these days shall be approved. Association shall be defined for the purposes of this regulation as: "A professional or classified organization to which a member of the District belongs in support of educational endeavors as a result of employment by the District." Participation must meet the requirements as set out in Policy DMD (LOCAL). JURY DUTY Employees appearing and/or serving as jurors will be paid their normal daily compensation for each verifiable day of service. Upon completion of jury duty, the employee must obtain a Jury Duty Certification card from the courthouse that provides the date of their discharge. The card will be submitted to their immediate supervisor upon their return to work. The supervisor will forward the documentation to the payroll department prior to the end of the pay period. If, upon return, the employee is unable to provide the appropriate documentation, the employee's vacation or personal leave balance will be reduced accordingly or, in the absence of vacation or personal leave, the employee's pay will be docked for the hours the employee was absent until the documentation is submitted. LEAVE PAYOUT For purposes of calculating leave payout for eligible employees, the total number of accumulated leave hours shall be divided by eight (8) to determine the number of days available for payout. The result of this calculation, including decimal places (0.0 for exempt employees and for non-exempt employees), will be used in determining the payout. WORK-RELATED INJURY: INITIAL SEVEN DAY TIME LOSS Under the Texas Workers' Compensation Law there shall be a waiting period of the first seven calendar days after the accident before benefits can be paid. The injured employee shall not receive workers' compensation for these seven calendar days if the employee is disabled for only seven days or less. If the employee is disabled for fourteen (14) days, the employee shall receive retroactive workers' compensation for the first seven calendar days. Absences during the first seven days shall be deducted from the employee's accrued leave in the order designated in Board policy DEC (LOCAL), a written request from the employee must accompany the Work Status form. 4

5 WORK-RELATED INJURY: LEAVE OF ABSENCE Employees shall be permitted to use any state and local sick leave and other leave benefits to which they are entitled under Board Policy DEC (LOCAL) while they are recovering from a work-related injury and receiving workers' compensation benefits. Using previously accrued leave to make up the difference between the employee s regular weekly compensation and the weekly income benefit under workers compensation is defined as Leave Offset. To receive the Leave Offset an employee must select the option on the NEISD Workers Compensation Employee Leave Offset Election form. The Leave Offset election is irrevocable for the duration of time the employee is receiving workers compensation benefit payments. The Payroll Department will deduct any workers compensation benefit payments that have been paid to the employee from any current and future payroll payments until all accrued leave is exhausted. Vacation leave is not eligible for use under Leave Offset. An employee receiving workers compensation benefit payments will not be allowed to use leave accrued during the leave period. An employee is not allowed to receive more than 100% of their current wages in workers compensation benefit and regular payroll payments. Any overpayments will be deducted from current or future payroll payments. Employees who elect not to receive the Leave Offset will not be paid any part of their regular compensation, only workers compensation benefits will be paid. If an employee has exhausted all accumulated sick leave prior to or during an absence for a work-related injury, the Payroll Leave Coordinator shall place the employee in a leave without pay status. The employee shall also be notified of his/her benefit options by the Employee Benefits Office. [See CRD (R)] Upon release from workers' compensation for regular or accommodated duty, the employee must request in writing for reinstatement of employment. The request must be accompanied by a physician's statement certifying the employee's fitness to return to work. If the release is for an 5

6 accommodated duty position, the return to work shall be coordinated by Risk Management. [See CRE (R)] Failure of an employee to report upon release from workers' compensation or refusal to accept a bonafide offer of employment for an accommodated release, with restrictions, within seven (7) days shall result in termination of worker s compensation income benefits. 6

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