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Authorized Leave with Pay

    Title:

    Authorized Leave with Pay

    Publication date:

    11/14/2014

    Effective date:

    10/25/2010

    BRIEF

    Policy Summary

    Berkeley Lab offers authorized leave with pay to exempt employees only. In consideration of unusual circumstances or unusual effort, leave of absence with pay may be granted.

    Who Should Read This Policy

    Exempt status employees. Nonrepresented employees should refer to their collective bargaining agreements.

    To Read the Full Policy, Go To:

    The POLICY tab on this wiki page

    Contact Information

    For more information, contact your division's Human Resources Center.

    Feedback on HR policies or procedures is welcomed. Send comments to hrpolicies@lbl.gov.

    Title:

    Authorized Leave with Pay

    Publication date:

    11/14/2014

    Effective date:

    10/25/2010

    POLICY

    A. Purpose

    Berkeley Lab offers authorized leave with pay to exempt employees only. In consideration of unusual circumstances or unusual effort, leave of absence with pay may be granted.

    B. Persons Affected

    Exempt status employees. Nonrepresented employees should refer to their collective bargaining agreements.

    C. Exceptions

    Requests for exceptions that exceed what is allowed under current policy or that are not expressly addressed by current policy are considered exceptions to policy. A request for an exception to policy requires, at minimum, approval by the Compensation Manager and the Chief Human Resources and Diversity Officer (CHRO).

    D. Policy Statement

    1. Exempt Employees. For exempt employees only, in consideration of unusual circumstances or unusual effort, leave of absence with pay may be granted as described below. Such leave may not be used, however, to balance extra work on an hour-for-hour basis. Normally, authorized leave will not be used in connection with vacation time. Exceptions to this limitation may be made by the division director or department head when such action is in the best interests of the department or division work schedule.
      1. Up to three workdays in a month may be granted an exempt employee by the division director with supporting explanation of special circumstances requiring the leave shown on or attached to the Payroll Time Report.
      2. More than three workdays a month may be granted only with the approval of the Laboratory Director. Such recommendations must be made via an electronic Personnel Action Form (ePAF) submitted to the Payroll office.
    2. Unusual Circumstances. Up to five working days of leave with pay may be granted by the Laboratory Director to any employee to cover unusual circumstances. If adequate sick leave and vacation credits exist, leave will be charged to such credits.

    E. Roles and Responsibilities

    Managers, supervisors, and employees have the responsibility to adhere to the provisions of this policy.

    F. Definitions/Acronyms

    Term

    Definition

    Exempt employees

    Exempt employees are defined as employees who, based on their duties performed and manner of compensation, shall be exempt from the minimum-wage and overtime provisions of the Fair Labor Standards Act (FLSA). Because of hourly pay practices, an employee appointed to work a variable-time schedule in an exempt title shall be treated as a non-exempt employee subject to FLSA minimum-wage and overtime provisions.  Exempt employees shall be paid an established monthly or annual salary and are expected to fulfill the duties of their positions regardless of hours worked. Exempt employees are not eligible to receive overtime compensation or compensatory time off, and are not required to adhere to strict time, record keeping, and attendance rules for pay purposes. Exempt titles are identified in title and pay plans.

    G. Recordkeeping Requirements

    For detailed legal requirements covering all University records, see University of California Legal Requirements on Privacy of and Access to Information, Business and Finance Bulletin RMP-8 (Records Management Program series).

    H. Implementing Documents

    None

    I. Contact Information

    For more information, contact your division's Human Resources Center.

    Feedback on HR policies or procedures is welcomed. Send comments to hrpolicies@lbl.gov

    J. Revision History

    Date

    Revision

    By whom

    Revision Description

    Section(s) affected

    Change Type

    1/2/2012

    0

    M. Bello

    Rewrite for wiki (brief)

    All

    Minor

    11/14/2014

    1

    L. Westphal

    Rewrite for wiki (policy)

    All

    Minor

    DOCUMENT INFORMATION

    Title:

    Authorized Leave with Pay

    Document number

    02.07.012.000

    Revision number

    1

    Publication date:

    11/14/2014

    Effective date:

    10/25/2010

    Next review date:

    11/14/2017

    Policy Area:

    Leaves of Absence

    RPM Section (home)

    Human Resources

    RPM Section (cross-reference)

    Section 2.11(C)

    Functional Division

    Human Resources

    Prior reference information (optional)

    RPM Section 2.11(C)

    Source Requirements Documents

    • DOE Contract DE-AC02-05CH11231, Mod No. M046, Sec.J, App. A, Advance Understandings on Human Resources
    • University of California Personnel Policies for Staff Members (PPSM) 2.21, Absence from Work

    Implementing Documents

    None

     

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