IS-2034 Military Leave

1. Initial Notification of Military Duty 

Employee or Employee's Representative 

1.1 Notify immediate supervisor, verbally or in writing, of official military duty, in advance of leaving. 

1.2 If advance notice is not possible, notify and provide supporting documentation to your supervisor as soon as practical. 

1.3 Complete the Military Leave Request Form and an absence request in Workday indicating the use of any accrued annual leave during the period of military service. Provide the supervisor with a copy of the official military orders and Military Leave Request Form.

2. Processing Military Leave Request Form 

Employee

2.1 Attach a copy of the completed Military Leave Request Form and military orders to the Absence Request in Workday.  If the employee has been ordered to active military duty for training purposes only, they are entitled to military leave with pay for up to fifteen (15) work days per federal fiscal year (October 1 to September 30).   

2.2 If the fifteen day of paid military leave does not apply or has been exhausted during the federal fiscal year, track the military leave as authorized military leave without pay unless the employee has requested the use of accrued annual leave. If the employee has chosen to use accrued annual leave, the military leave shall be tracked as leave without pay when the accrued annual leave has been exhausted.   

Human Resources 

2.3 Human Resources will scan the military orders and a copy of the Military Leave Request Form in the appropriate personnel file.  

2.4 Human Resources will inform the Benefits and the CHESS Payroll Departments if the employee is seeking a continuation of health insurance benefits. 

CHESS Payroll

2.5 Review the military leave request and process payroll in accordance with the guidelines discussed in Sections 2.1 and 2.2 of this procedure.   

2.6 Ensure that annual and sick leave accruals are discontinued during any military leave without pay.   

2.7 If the employee is taking military leave in excess of fifteen (15) days and wishes to continue insurance benefits through CNM, work with CNM’s benefits officer to contact the employee or representative to set up pre-payment of the monthly insurance premium. 

3. Reemployment/Reinstatement (1-30 Days of Military Service)

Employee

3.1 Returning employee must report to his or her immediate supervisor not later than the beginning of the first regularly scheduled work period on the first full calendar day following completion of service and the expiration of 8 hours (rest period).  Return to work may be “as soon as possible” if reporting on the first regularly scheduled work period is impossible or unreasonable through no fault of the returning employee.  Documentation of discharge or release from duty must also be provided to the Human Resources Department on or before the day the employee reports back to work. 

4. Reemployment/Reinstatement (31-180 Days of Military Service)

Employee

4.1 Returning employees must submit an Intention to Return Form to the Human Resources Department for reemployment/reinstatement with CNM not later than fourteen (14) days after the completion of the service period or, if impossible to meet this deadline, by the next first full calendar day when submission becomes possible.  Documentation of discharge or release from duty must also be provided to the Human Resources Department on or before the day the employee returns to work.

Human Resources

4.2 Notify CHESS Payroll and the employee’s immediate supervisor of the employee’s return date. Reinstatement is made to the same position, or to a position of like status, pay and seniority.     

5. Reemployment/Reinstatement (181+ Days of Military Service)

Employee 

5.1 Submit an Intention to Return Form to the Human Resources Department within ninety (90) days after the completion of service.  Documentation of discharge or release from duty must also be provided to the Human Resources Department on or before the day the employee reports back to work.    

Human Resources 

5.2 Notify CHESS Payroll and the employee’s immediate supervisor of the employee’s return date.   

Supervisor 

5.3 If the original position is no longer available, work with Human Resources to identify an alternate position of like seniority, status, and pay that takes into account any promotions, pay increases, or other job changes the employee would have been eligible for if he or she remained on the job.

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