SOP 570: Accrued and Authorized Leave
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Questions and Answers

What is the requirement for an employee to be eligible for vacation leave with pay?

  • Completion of six months of the initial probation period (correct)
  • Completion of one year of service
  • Successful completion of training program
  • Completion of three months of probation period

    • What happens to accrued vacation leave that is not used by the benefits date?

  • It is converted to sick leave
  • It is forfeited (correct)
  • It is carried over to the next benefits year
  • It is paid out as a bonus

    • What is the purpose of the two-week notice period?

  • To give employees time to find a new job
  • To allow employees to wrap up projects
  • To allow employees to take additional vacation leave
  • To provide a transition period for employees leaving the organization (correct)

    • Who can grant exceptions to the six-month probation period for vacation leave?

    <p>The District/Division Commander</p> Signup and view all the answers

    What is the minimum number of hours an 80 hour per pay period employee must use each benefits year?

    <p>40 hours</p> Signup and view all the answers

    What happens if an employee suffers a line of duty injury during a pre-approved vacation leave request?

    <p>The employee may cancel the leave request</p> Signup and view all the answers

    What must an employee use before the next benefits date to avoid forfeiture?

    <p>Both carried over and mandatory vacation hours</p> Signup and view all the answers

    What is required for an employee to accumulate vacation hours beyond the required usage?

    <p>A memorandum through the chain of command</p> Signup and view all the answers

    How many hours of holiday leave are authorized each year?

    <p>96 hours</p> Signup and view all the answers

    What is the minimum employment duration required for new employees to be awarded a non-designated holiday?

    <p>Six months</p> Signup and view all the answers

    What happens when a holiday falls on an employee's regularly scheduled day off?

    <p>The employee receives 8 hours of holiday credit</p> Signup and view all the answers

    How many hours of leave are provided to eligible employees for newborn leave?

    <p>40 hours</p> Signup and view all the answers

    What is the waiting period between the disabling event and the beginning of Short-Term Disability (STD) benefits?

    <p>14 calendar days</p> Signup and view all the answers

    What is the maximum benefit period for Short-Term Disability (STD)?

    <p>180 days</p> Signup and view all the answers

    What is the purpose of the Attendance Award Program?

    <p>To permit employees to convert a portion of sick leave to vacation leave</p> Signup and view all the answers

    What happens if an employee takes sick leave under false pretenses?

    <p>The employee can be dismissed</p> Signup and view all the answers

    What is the minimum employment duration required for employees to be eligible for Short-Term Disability (STD)?

    <p>Six months</p> Signup and view all the answers

    What happens if an employee is unable to take a holiday on its scheduled date?

    <p>The employee accrues 8 hours of holiday credit</p> Signup and view all the answers

    What is one of the conditions for a Serious Health Condition under FMLA?

    <p>Inpatient care in a hospital, hospice, or residential health care facility</p> Signup and view all the answers

    How long can a Medical Leave of Absence (Medical LOA) last?

    <p>Up to 180 aggregate calendar days</p> Signup and view all the answers

    What is the purpose of the Military Departure Checklist?

    <p>To document military leave exceeding 30 days</p> Signup and view all the answers

    What happens to an employee's insurance premiums during a Medical LOA?

    <p>The Sheriff's Office pays the employee's portion of premiums</p> Signup and view all the answers

    What is Extended Active Duty?

    <p>A voluntary or involuntary call to military service for a special assignment or mission for more than 30 days</p> Signup and view all the answers

    How many working hours of compensated military leave are allowed in a calendar year?

    <p>240 working hours</p> Signup and view all the answers

    What must an employee do immediately upon returning from military leave?

    <p>Notify their supervisor and complete the Military Return Checklist</p> Signup and view all the answers

    What is an example of a Serious Health Condition under FMLA?

    <p>Heart attack</p> Signup and view all the answers

    What happens to an employee's accruals during military leave?

    <p>Accruals are frozen</p> Signup and view all the answers

    What is the definition of Active Duty Training?

    <p>A call for short-term military service, commonly referred to as summer encampment</p> Signup and view all the answers

    What is the maximum number of hours an employee may take in any one 12-month period?

    <p>320</p> Signup and view all the answers

    What is the time frame for an employee to use all vacation leave?

    <p>2 years from date of hire</p> Signup and view all the answers

    Under what circumstances can an employee receive payment for unused vacation leave?

    <p>All of the above</p> Signup and view all the answers

    How many hours of leave with pay can an employee be granted in the event of the death of an immediate family member?

    <p>24 hours</p> Signup and view all the answers

    What is the definition of immediate family for bereavement purposes?

    <p>Spouse, child, mother, father, brother, sister, and more</p> Signup and view all the answers

    What is the purpose of a Leave of Absence (LOA)?

    <p>An absence from work for more than 14 consecutive calendar days</p> Signup and view all the answers

    What is the maximum number of hours an employee can be in No Pay status per year?

    <p>40 hours</p> Signup and view all the answers

    What is the total number of hours of leave an employee may be granted in a rolling 12-month period for FMLA?

    <p>504 hours</p> Signup and view all the answers

    What is one of the reasons an employee may be granted FMLA?

    <p>For the birth and care of their child</p> Signup and view all the answers

    When does an employee's entitlement to FMLA for the birth, adoption, or placement of a child expire?

    <p>12 months after the birth, adoption, or placement</p> Signup and view all the answers

    Employees are entitled to take vacation leave with pay after three months of probation.

    <p>False</p> Signup and view all the answers

    Employees who suffer a line of duty injury during a pre-approved vacation leave request can cancel the leave request.

    <p>True</p> Signup and view all the answers

    Accrued vacation leave that is not used by the benefits date is carried over to the next benefits year.

    <p>False</p> Signup and view all the answers

    The purpose of the two-week notice period is to allow employees to use their accrued vacation leave.

    <p>False</p> Signup and view all the answers

    Employees are required to take a minimum of 40 hours of vacation leave every year.

    <p>True</p> Signup and view all the answers

    The District/Division Commander cannot grant exceptions to the six-month probation period for vacation leave.

    <p>False</p> Signup and view all the answers

    Employees can accumulate vacation hours without approval from the Sheriff.

    <p>False</p> Signup and view all the answers

    Employees who do not use their required vacation hours by the benefits date will be paid for the unused hours.

    <p>False</p> Signup and view all the answers

    Probationary employees shall have 1 year from date of hire to use all vacation leave as stated herein.

    <p>False</p> Signup and view all the answers

    Unclassified Department and Division Commanders will be permitted to take vacation during their last year of employment beyond that which is accrued during the preceding 12-month period prior to their retirement.

    <p>False</p> Signup and view all the answers

    Employees may be granted up to 40 hours of leave with pay in the event of the death of an employee’s immediate family member.

    <p>False</p> Signup and view all the answers

    Grandparent is not considered an immediate family member for bereavement purposes.

    <p>False</p> Signup and view all the answers

    The maximum number of hours an employee may take in any one 12-month period is 400 for an 80 hour per pay period employee.

    <p>False</p> Signup and view all the answers

    Employees on a continuous Leave of Absence (LOA) are eligible for bereavement leave.

    <p>False</p> Signup and view all the answers

    No Pay status will only be permitted for a maximum of 30/32 hours per year.

    <p>False</p> Signup and view all the answers

    Employees may be granted FMLA up to a total of 10 weeks of leave in a rolling 12-month period.

    <p>False</p> Signup and view all the answers

    Bereavement leave may also be granted to an employee who is the parent of a stillborn child of 15 weeks or more gestation.

    <p>False</p> Signup and view all the answers

    If an employee is unable to take a holiday on its scheduled date, they will not accrue any hours of holiday credit.

    <p>False</p> Signup and view all the answers

    The purpose of a Leave of Absence (LOA) is to provide compensation to employees during their leave.

    <p>False</p> Signup and view all the answers

    Employees must be employed for at least one year to be eligible for newborn leave.

    <p>False</p> Signup and view all the answers

    The maximum benefit period for Short-Term Disability (STD) is 60 days.

    <p>False</p> Signup and view all the answers

    If an employee takes sick leave under false pretenses, it shall be grounds for a written warning.

    <p>False</p> Signup and view all the answers

    Employees are entitled to 10 paid holidays per year.

    <p>False</p> Signup and view all the answers

    Employees must provide a doctor's note to their supervisor when returning to work after taking sick leave.

    <p>False</p> Signup and view all the answers

    The Attendance Award Program permits employees to convert 40 hours of sick leave to vacation leave.

    <p>False</p> Signup and view all the answers

    Employees must notify their supervisor at least two hours prior to their scheduled reporting time if they are unable to report for work due to an illness or emergency.

    <p>False</p> Signup and view all the answers

    The waiting period for Short-Term Disability (STD) benefits is 30 calendar days.

    <p>False</p> Signup and view all the answers

    New employees are not eligible for non-designated holidays until they have been employed for one year.

    <p>False</p> Signup and view all the answers

    An absence of more than five consecutive calendar days and under continuing treatment by a medical provider is considered a Serious Health Condition.

    <p>False</p> Signup and view all the answers

    Medical Leave of Absence (Medical LOA) may be extended beyond 180 aggregate calendar days with the Sheriff's approval.

    <p>True</p> Signup and view all the answers

    Compensated military leave is limited to 200 working hours in any one calendar year.

    <p>False</p> Signup and view all the answers

    The Military Departure Checklist is required for all military leaves regardless of duration.

    <p>False</p> Signup and view all the answers

    Employees may return from military leave lasting more than 30 days without completing the Military Return Checklist.

    <p>False</p> Signup and view all the answers

    A Serious Health Condition under FMLA includes ongoing pregnancy complications.

    <p>True</p> Signup and view all the answers

    An employee's insurance premiums are not paid during a Medical LOA.

    <p>False</p> Signup and view all the answers

    Extended Active Duty refers to a call for short-term military service.

    <p>False</p> Signup and view all the answers

    The Sheriff's Office pays an employee's portion of basic life and health insurance premiums during a Medical LOA.

    <p>True</p> Signup and view all the answers

    Military leave exceeding 240 working hours shall be with pay unless the employee selects to use eligible accruals.

    <p>False</p> Signup and view all the answers

    Study Notes

    Accrued and Authorized Leave

    • Two-Week Notice: A period of two consecutive weeks (14 calendar days) that employees must work after submitting their Separation of Employment Resignation or Retirement form.
    • During this time frame, accruals shall not be utilized, and the last day on the books shall not be more than 30 calendar days from the last working day.

    Vacation Leave

    • Employees are eligible for vacation leave with pay after completing at least six months of the initial probation period.
    • Exceptions may be granted by the District/Division Commander based on written justification by the employee.
    • Employees are required to take vacation leave every year, with a minimum of 40 hours for 80 hour per pay period employees and 42 hours for 84 hour per pay period employees.
    • Any required vacation hours not used will be forfeited annually on the benefits date.

    Bereavement Leave

    • Employees may be granted up to 24 hours of leave with pay in the event of the death of an immediate family member.
    • Leave Request Form, Bereavement/Newborn/Adoption, shall be completed, approved, and submitted to the Payroll Section.
    • Immediate family members include spouse, child, mother, father, brother, sister, stepparent, stepchild, stepsister, stepbrother, grandchild, grandparent, great grandparent, guardian, parent-in-law, daughter-in-law, son-in-law, brother-in-law, sister-in-law, or anyone charged with a parent's rights, duties, and responsibilities.

    Leave of Absence (LOA)

    • An absence from work for more than 14 consecutive calendar days or intermittent leave for the same reason.
    • Reasons for LOA include personal or immediate family illness, birth and care of a child, adoption or receiving a child into foster care, compelling personal hardship, or short-term disability (STD) or long-term disability (LTD) leave.
    • No Pay status will only be permitted for a maximum of 40/42 hours per year.

    Family and Medical Leave Act (FMLA)

    • Employees may be granted up to 12 weeks (480 hours for 80 hour per pay period employees and 504 hours for 84 hour per pay period employees) of leave in a rolling 12-month period for one or more of the following reasons:
      • Birth and care of their child
      • Adoption of a child or receiving a child into foster care
      • Suffering a serious health condition rendering the employee incapable of performing their job functions
      • To care for any immediate family member (spouse, child, or parent) who is suffering a serious health condition.

    Medical Leave of Absence

    • Authorized by the Sheriff in the case of extended sickness or injury to an employee.
    • If the employee is in a No Pay - Absent With Authorization Status, the employee's portion of basic life and health insurance premiums shall be paid by the Sheriff's Office.
    • Medical LOA may be for a period not to exceed 180 aggregate calendar days, unless further extended by the Sheriff.

    Military Leave

    • Compensated military leave shall not exceed 240 working hours in any one calendar year.
    • Military leave exceeding 240 working hours shall be without pay unless the employee selects to use eligible accruals.
    • The Military Departure Checklist should only be completed if the employee will be on extended military leave for more than 30 days.

    Holiday Leave

    • 12 days are authorized each year as holiday leave.
    • Each day is based on 8 hours, providing a total of 96 hours.
    • Ten of the days are designated by the Sheriff, and two non-designated holidays are awarded on June 1 and December 1 of each calendar year.

    Sick Leave

    • A statement from a health care physician may be requested upon return to work in cases where the employee is out on sick leave for three days or more.
    • Failure to comply with the notification procedure may be grounds for denial by the supervisor for use of sick leave with pay.

    Newborn Leave

    • Provided to eligible employees to allow for parents to bond with their new child.
    • Leave shall be provided individually for each employee, and the supervisor of the employee shall take measures necessary to verify the eligibility of the employee for this leave.

    Short-Term Disability (STD)

    • Determined by the insurance company according to their policy.
    • Employees shall be eligible for STD the first day of the month following six months of employment.
    • There is a 14-calendar day waiting period between the disabling event and the beginning of benefits.

    Attendance Award Program

    • Permits employees to convert a portion of sick leave to vacation leave based upon the employee's benefits date.
    • Maximum conversion shall be 32 hours for an 80 hour per pay period employee and 36 hours for an 84 hour per pay period employee.

    Accrued and Authorized Leave

    • Two-Week Notice: A period of two consecutive weeks (14 calendar days) that employees must work after submitting their Separation of Employment Resignation or Retirement form.
    • During this time frame, accruals shall not be utilized, and the last day on the books shall not be more than 30 calendar days from the last working day.

    Vacation Leave

    • Employees are eligible for vacation leave with pay after completing at least six months of the initial probation period.
    • Exceptions may be granted by the District/Division Commander based on written justification by the employee.
    • Employees are required to take vacation leave every year, with a minimum of 40 hours for 80 hour per pay period employees and 42 hours for 84 hour per pay period employees.
    • Any required vacation hours not used will be forfeited annually on the benefits date.

    Bereavement Leave

    • Employees may be granted up to 24 hours of leave with pay in the event of the death of an immediate family member.
    • Leave Request Form, Bereavement/Newborn/Adoption, shall be completed, approved, and submitted to the Payroll Section.
    • Immediate family members include spouse, child, mother, father, brother, sister, stepparent, stepchild, stepsister, stepbrother, grandchild, grandparent, great grandparent, guardian, parent-in-law, daughter-in-law, son-in-law, brother-in-law, sister-in-law, or anyone charged with a parent's rights, duties, and responsibilities.

    Leave of Absence (LOA)

    • An absence from work for more than 14 consecutive calendar days or intermittent leave for the same reason.
    • Reasons for LOA include personal or immediate family illness, birth and care of a child, adoption or receiving a child into foster care, compelling personal hardship, or short-term disability (STD) or long-term disability (LTD) leave.
    • No Pay status will only be permitted for a maximum of 40/42 hours per year.

    Family and Medical Leave Act (FMLA)

    • Employees may be granted up to 12 weeks (480 hours for 80 hour per pay period employees and 504 hours for 84 hour per pay period employees) of leave in a rolling 12-month period for one or more of the following reasons:
      • Birth and care of their child
      • Adoption of a child or receiving a child into foster care
      • Suffering a serious health condition rendering the employee incapable of performing their job functions
      • To care for any immediate family member (spouse, child, or parent) who is suffering a serious health condition.

    Medical Leave of Absence

    • Authorized by the Sheriff in the case of extended sickness or injury to an employee.
    • If the employee is in a No Pay - Absent With Authorization Status, the employee's portion of basic life and health insurance premiums shall be paid by the Sheriff's Office.
    • Medical LOA may be for a period not to exceed 180 aggregate calendar days, unless further extended by the Sheriff.

    Military Leave

    • Compensated military leave shall not exceed 240 working hours in any one calendar year.
    • Military leave exceeding 240 working hours shall be without pay unless the employee selects to use eligible accruals.
    • The Military Departure Checklist should only be completed if the employee will be on extended military leave for more than 30 days.

    Holiday Leave

    • 12 days are authorized each year as holiday leave.
    • Each day is based on 8 hours, providing a total of 96 hours.
    • Ten of the days are designated by the Sheriff, and two non-designated holidays are awarded on June 1 and December 1 of each calendar year.

    Sick Leave

    • A statement from a health care physician may be requested upon return to work in cases where the employee is out on sick leave for three days or more.
    • Failure to comply with the notification procedure may be grounds for denial by the supervisor for use of sick leave with pay.

    Newborn Leave

    • Provided to eligible employees to allow for parents to bond with their new child.
    • Leave shall be provided individually for each employee, and the supervisor of the employee shall take measures necessary to verify the eligibility of the employee for this leave.

    Short-Term Disability (STD)

    • Determined by the insurance company according to their policy.
    • Employees shall be eligible for STD the first day of the month following six months of employment.
    • There is a 14-calendar day waiting period between the disabling event and the beginning of benefits.

    Attendance Award Program

    • Permits employees to convert a portion of sick leave to vacation leave based upon the employee's benefits date.
    • Maximum conversion shall be 32 hours for an 80 hour per pay period employee and 36 hours for an 84 hour per pay period employee.

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    Learn about the rules and regulations of accrued and authorized leave, including two-week notice periods and vacation leave eligibility.

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