LEAVE OF ABSENCE POLICY
The Leave of Absence Policy outlines the guidelines and procedures for all full-time and part-time employees who require an extended period of time away from work for personal, medical, family, or military reasons, whether or not the requested leave time is paid or unpaid. All leaves of absence requests, for any employee, requires prior written approval for the leave from both the Employer and Human Resources, along with the submission of completed and signed paperwork to Human Resources.
1. PURPOSE AND SCOPE
This policy outlines the guidelines and procedures for employees who require an extended period of time away from work for personal, medical, family, or military reasons. It applies to all regular full-time and part-time employees of the Company. The following applies to all leave of absence requests without exception:
The employee must notify Human Resources and their Manager in writing regarding their request for a leave of absence, in advance if possible
Human Resources will contact the employee to discuss what is required for leave of absence approval (ex. applications, doctor's documentation of medical reason for leave).
Human Resources will provide the employee with the proper forms and applications required for leave approval
All completed and signed forms must be returned to Human Resources to process and approve the leave
Employees will be notified by HR in writing as to whether the leave has been approved/not approved
2. TYPES OF LEAVES
Employees may request leaves under the following categories:
Medical Leave: For an employee's own serious health condition (all medical conditions), including pregnancy and childbirth. Medical leaves are considered "disability." Further information regarding Medical Leaves can be located under "Benefits," then "Disability Insurance."
Family Care Leave/FMLA: To care for a child, spouse, or parent with a serious health condition, or for bonding with a newborn or newly adopted child.
Military Leave: For active duty, training, or national guard service, in accordance with federal law (USERRA).
Personal Leave: A discretionary, unpaid leave for personal reasons not covered by other policies up to 30 days for full-time employees. Requires Company written approval and appropriate completed forms submitted to HR prior to leave.
3. ELIGIBILITY REQUIREMENTS
Eligibility varies based on the type of leave requested:
Statutory/Protected Leave (e.g., FMLA/Family Medical Leave Act): Employees are eligible if they have completed at least 12 months of continuous service and have worked a minimum of 1,250 hours during the 12 months directly preceding the leave.
Discretionary/Personal Leave: Employees must have completed at least 6 months of continuous service and be in good standing. Approval is at the sole discretion of Department Management and Human Resources.
4. NOTICE AND REQUEST PROCEDURE
Employees must follow these administrative steps to request a leave:
Advance Notice: Provide written notice to Human Resources and your direct supervisor at least 30 days in advance when the need for leave is foreseeable.
Emergency Notice: If the leave is unexpected, notify HR and your supervisor as soon as practicable (generally within 24 to 48 hours of the event).
Formal Application for ANY Leave: Contact Human Resources. HR will forward the appropriate forms and applications required for the specific type of leave requested. Submit a completed Leave of Absence Request Form to Human Resources detailing the reason for the leave and the estimated start and end dates.
5.DOCUMENTATION AND CERTIFICATION
To protect policy integrity, documentation is strictly required:
Medical Certification: For medical or family care leaves (FMLA), employees must submit a completed FMLA Healthcare Provider Certification Form within 15 calendar days of requesting the leave to Human Resources.
Periodic Updates: Human Resources, on behalf of the Company, reserves the right to request status updates every 30 days regarding the employee's intent to return to work.
Confidentiality: All medical documentation will be kept confidential and stored in separate medical files, distinct from regular personnel files.
6. PAY AND BENFITS DURING LEAVE
Compensation: Leaves of absence are unpaid unless otherwise required by state law. However, employees must substitute accrued paid time off (PTO) or sick leave to cover the unpaid portion of their absence until it is exhausted. Paid leaves (disability) may require use of the Employees' Vacation or Earned Sick Time for the first week the employee is on paid leave/disability.
Health Benefits: The Company will maintain health insurance coverage during an approved, protected leave under the same conditions as if the employee had continued working. The employee remains responsible for paying their portion of the premium. If the leave is unpaid and/or disability payments have ceased, the employee must arrange with Human Resources for a written signed agreement of premium payment terms complete with dates payments are due.
7. RETURN TO WORK AND JOB RESTORATION
Fitness-for-Duty Clearance: Employees returning from a medical leave for their own health condition must provide a written medical release from their physician confirming they are fit to resume their duties. This must be submitted to Human Resources at least 3 business days prior to the return date.
Reinstatement: Upon expiration of an approved statutory leave (FMLA/Family Medical Leave of Absence), the employee will be reinstated to their original position or an equivalent position with equal pay and benefits. Reinstatement following a discretionary personal leave is not guaranteed and depends on business needs.
Failure to Return: Failure to return to work on the scheduled date without prior written approval for an extension will be considered a voluntary resignation of employment.