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10-750 Leave Without Pay PolicyCITY OF MERIDIAN RESOLUTION NO. 10- -1~-. BY THE CITY COUNCIL: BIRD, HOAGLUN, ROUNTREE, ZAREMBA A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN TO AMEND THE CITY OF MERIDIAN STANDARD OPERATING POLICY AND PROCEDURE MANUAL REGARDING NUMBER 4.10 -LEAVE WITHOUT PAY (LWOP); AND PROVIDING AN EFFECTIVE DATE. BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF MERIDIAN, IDAHO WHEREAS, the Mayor and City Council have authority over the operations, polices, and procedures for the City of Meridian; WHEREAS the City has previously approved a Standard Operating Policy and Procedures Manual in 2002 for application to all employees of the City; WHEREAS the City Council may amend the Manual from time to time as necessary to incorporate changes as needed; NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN, IDAHO AS FOLLOWS: SECTION 1. The City of Meridian Standard Operating Policies and Procedures Manual is hereby amended as to Policy 4.10 -Leave Without Pay (LWOP); a copy of said policy is attached and incorporated by reference as Exhibit "A". SECTION 2. This Resolution shall be in full force and effect upon adoption and approval. ADOPTED by the City Council of the City of Meridian, Idaho, this ata day of ~~.~~r , 2010. APPROVED by the Mayor of the City of Meridian, Idaho, this c~lp day of '~~~,~ _, 2010. ATTEST: By. J ce L olm ity Clerk APPROVED: /_ Mayor ~ `~~~~~ , CITY OF MERIDIAN POLICY AND PROCEDURES MANUAL AMENDMENT LEAVE WITHOUT PAY (LWOP) - 2010 ~~ 4 ~; ~,~ ~; d.~. ~ ~;~ Qz~r~, ~, ~ ~ ~'~' .~ ~ r-- :- ~. a a - CITY OF MERIDIAN STANDARD OPERATING POLICY AND PROCEDURE NUMBER 4.10 SUBJECT: LEAVE WITHOUT PAY (LWOP) PURPOSE: To clarify the use of Leave Without Pay (LWOP) POLICY: Leave Without Pay (LWOP) is not a right or entitlement for any City employee. Unauthorized LWOP is subject to discipline up to and including termination. Employees are expected to use the provided vacation leave and sick leave appropriately so that LWOP does not occur. LWOP is not appropriate as a means to gain additional vacation leave or a substitute for excessive use of sick leave. LWOP is intended to be used for unforeseen circumstances that the employee could not have reasonably anticipated in advance. Employees will be required to exhaust all vacation leave or sick leave, as appropriate, prior to the use of LWOP. Sick Leave cannot be used as a substitute for vacation leave. LWOP is for a short duration, up to one work week of the employee for any given request. LWOP is allowed for FMLA purposes pursuant to the City's FMLA policy and is not regulated by this policy. AUTHORITY & RESPONSIBILITY: Human Resources and Payroll are responsible to monitor LWOP and report violations to the Department Director of the specific employee. Human Resources may request the employee provide any necessary documentation to substantiate the leave request. Failure to provide the requested proof maybe cause for discipline. GUIDELINES AND PROCEDURES Part time, Temporary, Seasonal Employees All part time, temporary, or seasonal employees are eligible to request and receive Leave Without Pay. LWOP is at the discretion of the Department Director or designee. Regular Full time Employees A form shall be made available by Human Resources. All approved leave shall be submitted on the form and the form shall be returned to Human Resources. If an employee has exhausted all accrued vacation leave, or sick leave if applicable, and needs additional time for unforeseen circumstances they must request LWOP from their immediate supervisor with an explanation of the need for LWOP and the duration. The request must be reviewed and approved by the Director or their designee. LWOP can only be approved for one (1) work week at a time. Employees shall not be allowed to have LWOP exceed three work weeks or the equivalent number of days per calendar year. If the LWOP is approved then the employees' pay is reduced by the amount of hours of LWOP that is granted. LWOP will cause the employees' vacation and sick accruals to be reduced for that pay period. Each request for LWOP that meets or exceeds 50% of the employees' workweek will result in a loss of accrual of both vacation and sick leave of two (2) hours of each leave. If an employee is on LWOP status on the day before or after a City holiday then they will not receive pay for the holiday either. Unauthorized Leave Without Pay Employees are responsible to know whether they have adequate sick leave or vacation leave for any request for leave. Employees that use leave that hasn't been accrued at the time shall be subject to discipline. Using LWOP when it is not approved is subject to discipline up to and including termination.