Post on 07-Jan-2016
description
transcript
Supervisor Training - Time and Attendance
7/12/2012
Office of Human Resources
Agenda
• Types of Leaves• Sick Leave• Permitted/Unpermitted uses• FMLA• Supervisor’s role in managing Sick Leave• Personal Leave• Permitted Uses• Annual Leave• Questions
2
Types of Leave
• Sick Leave – is a benefit available to all employees to protect them from loss of income in the event of personal illness, visit to health care providers/practitioners and illness or death in the family.
• Personal Leave – is intended to cover absences for reasons such as religious observances, extraordinary weather conditions and personal business.
• Annual – i.e. vacation
3
Use of Sick Leave
• Recovering from illness, injury, operation, or childbirth– Childbirth: 6 or 8 weeks from the birth
• Visits to healthcare providers/practitioners– Includes reasonable travel time
– Doctors, Dentists, Chiropractors, Physical Therapists etc…
• Illness or death in the family– There is no special category for Family Sick Leave or Bereavement
Leave
4
Family Sick/Bereavement
• Employees may use up to 15 days of sick leave a year for death or family illness.
• Appropriate Uses of Family Sick include:– Providing direct care for an ill family member
– Accompanying a family member to a medical appointment• Limitations, age, illness, or receive medical information
– Being present with a spouse during childbirth
– Providing direct care following childbirth
– Presence during surgery or emergency medical condition
5
Bereavement
• Limited only to family members– It may not be used for friends or co-workers
• Family members are generally limited to any relative, relative-in-law, or individual living in one’s household.
6
Improper Uses of Sick Leave
• Vacation
• Personal Chores– Picking up medicine at the drug store
– Picking up eye glasses from an optician
– Delivering a hearing aid for repair
• Housekeeping or Homemaking duties– Babysitting children on a snow day
7
FMLA
• The Family and Medical Leave Act – is a federal law that gives eligible employees a right to unpaid leave for certain circumstances, for a period up to 12 work weeks in a calendar year.
• Circumstances include– Birth, adoption, or foster care placement
– Serious Illness (Human Resources determines)
– Family member with a serious illness
8
Eligibility for FMLA
• An employee must be employed for 12 cumulative months (52 weeks).
• Worked a minimum of 1,250 hours
• Supervisor must notify Human Resources whenever these circumstances or triggering events occur.
9
Managing/Monitoring Sick Leave
• Communicate attendance expectations to employees under your supervision
• Consult with Human Resources about Medical documentation requirements
• Ensure attendance records are accurate
• Notify Human Resources immediately of an FMLA qualifying circumstance
10
Personal Leave
• Employees receive five (5) personal days a year.
• There is NO category of emergency personal leave.
• Personal leave is not cumulative.
• There is no cash payment for unused personal leave.– Unused during the year; or
– Separation from state service
11
Use of Personal Leave
• Employee does NOT have to provide a reason for the use.
• Approval to use is normally granted Subject to operational needs.– Must be legitimate operational needs
• When an employee provides a reason or rationale for personal leave it should be weighed against operational needs.– Use it or lose it is not a valid reason
12
Supervisor’s Role Regarding Personal Leave
• Routinely require advance approval for use of personal leave– But be mindful of emergency situations
• Respond promptly to requests for leave
• Remember employees do not need to provide a reason for use
• Reconsider denials when a reason/rationale is provided
• Contact your Human Resources Office with questions
13
Annual Leave
• Max of 40 days at the end of any calendar year
• Generally an employee must request and obtain prior approval to use annual leave.
• Each agency/department may establish reasonable procedures for selecting annual leave.
14
Prohibited Use of Annual Leave
• An employee may not substitute annual leave for sick leave
– Except when an employee is going to lose either personal or annual leave
15
Supervisor’s Role with Regards to Annual Leave
• Familiarize oneself with Agency/Department vacation scheduling procedures
• Respond to leave requests promptly
• Exercise good judgment when approving/denying leave requests
• Monitor employees’ vacation balances–Both good and bad balances
16
Monitoring Leave Use
• Supervisor plays a critical role– Communicate attendance policies and requirements– Identify attendance problems– Prevent their further development
17
Questions?
18