HomeMy WebLinkAbout350-09T
POLICY & PROCEDURE
Subject: Index: HUMAN RESOURCES & RISK
LEAVES OF ABSENCE MANAGEMENT
Number: 350-09 (replaces 300-22)
Effective Date Supersedes Page Staff Contact Approved By
10/15/2005 7/1/1978 1 of 3 Michael R.
Webby
1.0 PURPOSE:
To establish guidelines for the approval, requirements and use of such leaves of absence
in order to assure that such requests are reviewed and approved or denied in an impartial
manner. The City recognizes that occasionally employees may need to take a paid or
unpaid leave of absence when special circumstances require their absence from work for
an extended period of time.
Reasonable effort will be made to grant leaves of absence where the request appears to be
justified, to the benefit of the employee, without adversely affecting the operations of the
department.
2.0 ORGANIZATIONS AFFECTED:
Al] departments and divisions
3.0 REFERENCES:
Collective Bargaining Agreements
City of Renton Policy& Procedure 350-08 - Sick Leave
City of Renton Policy & Procedure 350-03 -Family Medical Leave
Act/Washington Family Care Act
City or Renton Policy & Procedure 350-07 - Military Leave
City of Renton Policy &Procedure 350-OS - Jury Duty
City of Renton Policy &Procedure 350-01 - Bereavement Leave
City of Renton Policy & Procedure 310-12 - Worker's Compensation/Industrial
Insurance Program
City of Renton Policy & Procedure 310-10 - Volunteer Service Opportunities
City of Renton Policy & Procedure 330-11 -Types of Employment Pay, Benefits
Retirement
City or Renton Policy & Procedure 320-02 - Compensatory Time
City of Renton Policy & Procedure 330-12 - Vacation
City of Renton Policy &Procedure 330-07 - Holidays
City of Renton Policy &Procedure 330-06 - Personal Holiday
City of Renton Policy & Procedure 350-04 - Inclement Weather
Police/Fire Civil Service Rules
4.0 POLICY:
Employees may request a leave of absence for a period not to exceed three (3) months,
using the guidelines below. Under no circumstances may an employee use a leave of
absence to work for another employer or to pursue self-employment.
4.1 Service Accruals:
4.1.1 All paid leave with the exception of sick leave must be used before an
employee may begin taking an unpaid leave of absence. (Note: For
specific details on a medical unpaid leave of absence, refer to FMLA
policy 350-03 or Worker's Compensation/Industrial Insurance Program
policy 310-12).
4.1.2 The orientation period associated with new hires, promotion, etc. shall be
extended for employees on approved leaves that exceed thirty (30) days
except as otherwise prohibited by USSERA or FMLA.
4.1.3 Sick leave, personal leave and vacation accruals will be credited to an
employee only during a pay period in which an employee has been in a
paid status for at least one half their scheduled hours. Longevity dates,
salary increase dates, and seniority dates will not be adjusted for
employees on approved leaves of absence (paid or unpaid). See policy
330-11 Types of Employment Pay, Benefits & Retirement for proration
table.
4.2 Benefits:
4.2.1 Per pay period longevity pay and deferred compensation premiums will be
credited to an employee only during a pay period in which the employee
has been in a paid status for at least one half their scheduled hours.
4.2.2 Holiday benefits will be paid as long as an employee is in a paid status for
at least one half his/her scheduled hours in any pay period
4.2.3 City paid life insurance and disability insurance will be continued for up to
three months during an unpaid leave of absence.
4.2.4 Unless otherwise stated in the applicable collective bargaining agreement,
health and dental benefits coverage will be provided to the end of the
month following a thirty (30) day unpaid leave of absence provided the
employee pays the employee share of the applicable healthcare premium.
4.2.5 When City paid health and dental benefits end, an employee who is on an
unpaid leave of absence may continue health andlor dental coverage by
paying for COBRA continuation coverage. COBRA continuation
coverage is available for a period of up to eighteen (18) months or as
otherwise established under Federal or State law.
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5.0 DEFINITIONS:
5.1 Orientation Period: An initial period of employment with the City formerly
known as "Probationary Period."
6.0 PROCEDURE:
6.1 Supervisory approval is required for leaves of absence less than 30 days.
Department Administrator approval is required for leaves of absence expected to
extend up to 90 days. Leaves of absence without pay for periods in excess of 90
days can only be granted by the Mayor. In no case will unpaid leaves of absence
extend beyond six months.
6.2 Completed leave request or leave of absence forms must be forwarded
immediately through the supervisor and Department Administrator to Human
Resources & Risk Management for processing. HR will coordinate with
employees and Payroll for payment of insurance premiums, voluntary deductions,
and for any other attendant requirements.
6.3 Employees who fail to return to work on the date specified in the Leave of
Absence form or Leave Request form without receiving prior written approval
may be subject to disciplinary action up to and including termination.
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