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Supervisor Training - Time and Attendance

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. Types of Leave.

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Supervisor Training - Time and Attendance

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  1. Supervisor Training - Time and Attendance 7/12/2012 Office of Human Resources

  2. Agenda Types of Leaves Sick Leave Permitted/Unpermitted uses FMLA Supervisor’s role in managing Sick Leave Personal Leave Permitted Uses Annual Leave Questions

  3. 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

  4. 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

  5. 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

  6. 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.

  7. 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

  8. 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

  9. 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.

  10. 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

  11. 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

  12. 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

  13. 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

  14. 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.

  15. 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

  16. 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

  17. Monitoring Leave Use • Supervisor plays a critical role • Communicate attendance policies and requirements • Identify attendance problems • Prevent their further development

  18. Questions?

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