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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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