IS-2094 Leave without Pay (Procedure)

1.1 Complete a Request for Leave form and submit it to the supervisor for review and approval.

1.2 Sign the Request for Leave form if approval is granted.

1.2.1 If approval is not granted, advise the employee of the decision.

1.3 Forward the Request for Leave form to the department Timekeeper.

Continue with point 1.24.

Leave without Pay, 31 Days or More (not to exceed one year):

1.4 Submit a written memo requesting an extended leave to the supervisor for review.  Describe the reason for the extended leave.

1.5 Review the written memo to ensure the request meets established criteria.

1.6 If the request meets established criteria, complete the supervisor's portion of the written memo and forward it to Human Resources for review.

1.7 Inform the employee if the request does not meet criteria.

1.8 Review the written memo requesting an extended leave without pay and recommend approval or denial of the request.

1.9 Forward the written memo to the president for review.

1.10 Review the request for an extended leave without pay.

1.11 If approved, sign the written memo.

1.12 Forward the memo to Human Resources for further processing.

1.12 Notify the employee's supervisor of the president's decision.

1.13 Forward the memo to the appropriate Human Resources Technician.

1.13 Notify the employee of the president's decision.

1.14 If approved, complete and forward a Request for Leave form to the Department Timekeeper.

1.15 Schedule a benefits review meeting with the employee to discuss benefits and insurance premium payments if appropriate.

1.16 Generate a premium payment grid and a Personnel Data Form (PDF) placing the employee on leave without pay.

1.17 Make a copy of the premium payment grid.

1.18 Forward the PDF and the premium payment grid to the Human Resources Representative.

1.19 Review and approve the PDF and the premium payment grid.

1.20 Return the PDF and the premium payment grid to the Human Resources Technician.

3.1 Notify the department Timekeeper and the Human Resources Technician in writing of the employee's return to work.

3.2 Generate a PDF to return the employee to the former pay status and remove from leave without pay status.

3.3 Forward the PDF to the Human Resources Representative.

3.4 Review and approve the PDF.

3.5 Return the PDF to the Human Resources Technician.

3.6 Forward the PDF to the Payroll Department.

3.7 Enter the appropriate payroll code on the Time Sheet/Leave Register.

3.8 Submit the Time Sheet/Leave Register to the Payroll Department.

3.9 Process the employee's Time Sheet/Leave Register according to department procedures.

3.10 Sign and file the PDF.

Return from a Medical Leave without Pay:

3.11 Submit a physicians statement to the immediate supervisor certifying that the employee can return to work and can perform the essential functions of the job, with or without reasonable accommodations, if the leave was for medical reasons.  This documentation should be submitted as soon in advance of the return to work as possible.

3.12 Notify the Human Resources Representative if the releasing physician has recommended light duty or other accommodations for the employee.

3.13 Review the suggested accommodations with the supervisor and provide guidance regarding compliance with the appropriate policies.

Continue with point 3.1.

Early Return:

3.14 Request an early return from leave at least one week in advance of the expected date of return.

3.15 Approve the employee's early return to work.