Page 24 - VYSNOVA PROGRAM MANAGEMENT GUIDE V1.1

Human Resources

form can be found in the Vysnova Standard Docs Shared Drive folder (See Annex E). PMs are
responsible for knowing from where their team members are working each day.

Leave requests and other leave information
CONUS

For CONUS positions, leave accrual, request and usage procedures are specified in the Employee
Handbook. PMs are to consider project needs and coverage when approving leave requests.
Employee leave balances can be provided upon request to the supervisor by HR. When necessary,
the PM can request a plan for coverage of duties during an extended period of leave from the
employee, prior to approving leave. Employees are to request leave via email to their Supervisor. If
the employee is supervised and works at a client location, the employee must gain written approval
from their client supervisor, as well at the PM. PMs are to copy HR@vysnova.com when approving
or denying a leave request. CONUS employee approved leave is added by HR to the shared calendar.

OCONUS

For OCONUS positions, as policies vary by host nation and local laws and regulations, the PM is to
seek the guidance of the local payroll company. PMs are to consider project needs and coverage
when approving leave requests. Employee leave balances can be provided upon request to the
supervisor by the local payroll company. When necessary, the PM can request a plan for coverage of
duties during an extended period of leave from the employee, prior to approving leave. Employees
are to request leave via email to their Supervisor. If the employee is supervised and works at a client
location, the employee must gain written approval from their client supervisor, as well at the PM.

Offboarding
While most aspects of the offboarding process are conducted by Human Resources, the PM will play
a role in offboarding, depending on the nature of the end of employment. When an employee
provides the Program Manager with their two weeks’ notice, it is the responsibility of the PM to
inform HR as soon as possible and provide them with the employee’s letter of resignation. The PM
is then responsible for the transfer of knowledge to the employee’s successor (if able). These steps
are specified in the Offboarding Checklist, available in the Vysnova Standard Docs folder. A general
Transfer of Knowledge Checklist template can also be found in the Vysnova Standard Docs Shared
Drive folder (See Annex E). On an employee’s last day, it is the PM’s responsibility to ensure that the
employee completes and signs their final timesheet. The PM must also send an email to
ITrequests@vysnova.com, requesting that any access to all IT systems assigned the employee be
removed using the Project User Closeout Form (see IT Section for more details on process, see
Vysnova Standard Docs folder for Form).
If the separation of an employee is immediate and with cause, the steps of offboarding are likely to
change. An effort should still be made to have the employee complete and sign their final timesheet,
as well as confirm they have signed all other timesheets. Upon termination, an employee’s access to
all assigned IT systems should immediately be revoked by submitting an urgent request to
ITrequests@vysnova.com. Transfer of knowledge will be, in this case, the responsibility of the PM.

Copyright 2020 Vysnova Partners Inc. All rights reserved.

20