Leave Request Policy

Purpose

To ensure a consistent process for the request of time off from work by employees.

Policy

All leave must be documented by [e.g., using a leave request form or entering dates into a self-service portal]. The employee must indicate the type of leave to be taken (e.g., vacation, sick, military, jury duty, Family and Medical Leave Act, leave without pay), the dates of the leave and the total hours to be taken from the designated leave category.

Before requesting paid leave, employees must confirm that the leave to be requested is available by checking the leave balances on their most current pay voucher or through the employee self-service system.

Foreseeable leave should be requested at least two weeks prior to the start of the leave, or as soon as practicable. If the leave is unforeseeable, the leave request should be completed and submitted to the supervisor as soon as the employee returns.

The employee's immediate supervisor is responsible for review and approval of leave requests. The supervisor must verify whether the employee has the necessary paid leave available before approving a request for paid time off. Once confirmed, the supervisor must approve or deny the request for leave and respond to the employee [via the self-service portal or on the leave request form]. If the request for time off is denied, the supervisor must respond to the employee in writing stating the reason the leave was not approved.