Page 6 - HRS-125 - 07.2020 Managers Guide

Leave Management

Attendance

Employees are expected to be at work on time. They are also responsible for notifying their managers when they will be
absent or late because they are ill or for other unexpected reasons. An unacceptable number of absences or tardiness
may result in disciplinary action up to and including dismissal.
Following are some guidelines for attendance:

• Review attendance behavior in Deltek. This will give Be sure to contact HR when:
you a chance for corrective counseling or to commend » An employee requests an uncommon leave
employees who have outstanding attendance records. type.
• Let your employees know what is expected of them » An employee has unscheduled absences of
regarding attendance and punctuality. three consecutive workdays for an illness.
• Review requests for PTO in advance when possible. » Employee’s unscheduled PTO use has increased.
When deciding whether to grant the request, consider » Employee is nearing the depletion of PTO.
the operating needs of your group and the customer. » An employee or family member is hospitalized
• Take appropriate disciplinary action when an employee overnight or longer.
abuses attendance standards. » You have knowledge of pregnancy or serious
health condition.

PTO
Managers should establish and communicate a local operating procedure that ensures
work schedules provide employees who have PTO to their credit have an opportunity to
use it. Generally, the use of PTO is subject to prior approval, although retroactive approval
may be given at the manager’s discretion. When an employee initiates a request for PTO,
the manager must decide when and how much PTO to grant. Managers are encouraged to
ensure clear, fair, and consistent leave administration.

Advancing PTO
In order to minimize loss of pay to employees who have insufficient PTO to cover periods
of approved absence, and who would otherwise be in non-pay status, PTO may be
advanced, not to exceed 40 hours, with HR and Vice President (VP) approval.

FMLA
It is important to know the basics of Family Medical Leave Act (FMLA) and to be on the lookout for employees who might
need to utilize FMLA leave.
FMLA Qualifications
All regular employees and regularly scheduled flex employees in a continuing position who have completed at least
12-months of employment are eligible for FMLA.
FMLA Authorization
Eligible employees receive a total of 12 administrative workweeks of unpaid leave during any 12-month period for one or
more of the following purposes:

• The birth and care of a child of the employee.
• The placement of a child with the employee for adoption or foster care.
• The care of a spouse, child, or parent of the employee who has a serious health condition.
• Serious health conditions of the employee that render them unable to perform the essential functions of their
positions.
Please see the Employee Handbook for more information.

HRS-125 - 07.2020 6