Leave Coordinator Role
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- Adela Daniels
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2 Leave Process Leave Policy Overview Supervisor Role Reasons to Disapprove Leave Leave Reporting Procedures Types of Leave Leave Coordinator Role
3 Annual Leave Accrual rates based upon years of service and classification Leave may be taken as vacation or sick leave. Sick Leave Accrual rate is 1.5 days per month. Time can only be used for illness. WVHEPC TITLE 133 SERIES 38 Employee Leave 5.5: Sick leave for more than five (5) consecutive days shall not be granted to an employee for illness without satisfactory proof of illness or injury, as evidenced by a statement of the attending physician or by other proof satisfactory to the institution. An employee having an extended illness or serious injury shall, before returning to duty, obtain satisfactory medical clearance to help ensure adequate protection and shall indicate the employee's ability to perform her/his duties. Such medical clearance shall be presented in writing.
4 Classified Staff Accrual Rates Less than five years of service = 1.25 days/month (15 days/year) Five years of service = 1.50 days/month (18 days/year) Ten years of service = 1.75 days/month (21 days/year) Fifteen plus years of service = 2.00 days/month (24 days/year)
5 Accrual Rates Non-Classified Staff and 12-month Faculty are eligible for 24 days of annual leave per year, calculated at the rate of 2.00 days per month. Employees who work less than full-time (between 20 and 37.5 hours per week) accumulate annual leave on a pro-rated basis. Part-time employees who work less than 20 hours per week are not benefits eligible and will not earn annual leave. Casual and temporary employees are not benefits eligible and will not earn annual leave
6 Leave is granted at the end of each month and cannot be used prior to disbursement. If an employee s pay has to be docked due to leave depletion, the accrual rate is pro-rated for that month. They will not earn their normal accrual rate. HRS will automatically take from AL to cover any SL shortage.
7 All leave summary reports and monthly usage reports are ed from Human Resource Services to departmental leave coordinators. Importance of timely reporting. Changes
8 Timeline HR sends out blank report: 27 th of each month Department submits completed report to HR: Deadline is 5 th of each month HR sends Leave Balance Report to department 15 th of each month Leave Coordinator sends update to department By 20 th of each month
9 Monthly reports sent to leave coordinators Monthly notifications sent to employees close to their maximum leave balance amounts. Process PARs related to leave depletion Process extended leave paperwork Provide guidance and support to Leave Coordinators
10 Review leave balances monthly. Ensure that each employee has sufficient leave accruals at the beginning of each month. Follow leave policy rules for appropriate use of annual leave and sick leave. Maintain a Leave Protocol within office/unit. Notify Human Resource Services of any problem situations before they escalate
11 Why would a supervisor not approve leave? Blackout Periods. Depleted Leave Balances. Abuse of accrued annual leave or sick leave. Employee does not properly notify the supervisor of time away. WVHEPC TITLE 133 SERIES 38 Employee Leave 4.2: The work requirements of the institution shall take priority over the scheduling of annual leave or other leave for an employee. When operationally possible, the supervisor shall grant earned annual leave at the convenience of the employee. However, departmental needs must be met, and annual leave may not be taken without prior request and approval of the employee's supervisor
12 Follow leave policy for appropriate use of annual leave and sick leave. Review leave balances monthly. Ensure that each employee has sufficient leave accruals at the beginning of each month. If you are not the employee s supervisor, then notify the supervisor. Monitor leave balances throughout each month and maintain internal leave tracking system. Provide monthly updates of leave balance to employees in unit. Communicate to employees real time information on leave balances Maintain Leave Request forms. ALL requests for AL and SL must be documented by a Leave Request form. Notify Human Resource Services of any problem situations before they escalate.
13 Sick Leave Notify HR (in advance) if an employee will be away from work on extended sick leave (HRS must process paperwork) Sick leave taken for more than five consecutive days shall be documented with an excuse from the treating physician. An employee returning from extended sick leave must submit Return to Work documentation to HRS
14 Family and Medical Leave-FMLA Medical Leave of Absence-MLOA Personal Leave of Absence-PLOA Catastrophic Leave
15 Two Pay Options: Paid using accrued annual leave and sick leave. (AL will be used when SL is exhausted) Unpaid if all annual leave and sick leave exhausted. Two Leave Options: Intermittent Time can be taken as needed while continuing to work, (e.g. an hour for medical appointment). Leave can be unpaid or paid dependent upon available balances of annual and/or sick leave. Consecutive All time is taken during one continuous time frame. Leave can be unpaid or paid dependent upon balances of annual leave and sick leave. Available for up to 12 weeks per calendar year with medical certification and approved application. Leave coordinator monitors use of FMLA
16 Paid or Unpaid leave available for up to 12 months Medical certification and application required All annual leave and sick leave must be exhausted for time away to be unpaid HRS will notify Leave Coordinator if there is a change in leave status
17 Unpaid leave available for up to 12 months. All annual leave must be exhausted before approval. Approval process must be completed.
18 All annual leave and sick leave must be exhausted Available with an approved FMLA application and medical certification Allocation of catastrophic leave is based upon donations and a matching system.
19 Medical Accommodation (ADA) Modified Schedule Telecommuting
20 Please use this address for ALL leave issues. Notification must include Org#, Department, detailed description of action needed.
21 Katherine Hetzer Human Resource Services Office HR Representative 304) (304) (fax)
22
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Types of The District shall operate a local leave program serving all employees of the District. The leave program shall consist of four types: state personal leave, local personal leave, temporary disability
An EXEMPT employee is hired to work a professional obligation, with no specific length of shift and is not eligible for overtime pay.
TIME BENEFITS SUMMARY (This is a summary of your time benefits, for a complete description, please refer to the Research Foundation Employee/Benefits Handbook) EXEMPT / NON-EXEMPT: An EXEMPT employee is
THE CITY UNIVERSITY OF NEW YORK THE CATASTROPHIC SICK LEAVE BANK PROGRAM. The Catastrophic Sick Leave Bank Program
I. Program Description THE CITY UNIVERSITY OF NEW YORK THE CATASTROPHIC SICK LEAVE BANK PROGRAM The Catastrophic Sick Leave Bank Program The Catastrophic Sick Leave Bank ( CSLB ) is a pool of sick leave