Procedure 5.45.01 - Personal Observance Leave


Personal Observance Leave may be used by eligible employees for any single eight-hour period of personal significance during an employee’s regular scheduled workweek. This includes but is not limited to the day of cultural or religious importance.

Eligibility

Personal Observance Leave is available to employees who are regular full-time, in a leave earning status. Temporary employees, and part time employees are not eligible for Personal Observance Leave.

Employees who are employed during the fiscal year will be eligible for the full amount of Personal Observance Leave provided under this policy to be used in that fiscal year.

Existing employees, new hires, and reinstatements:

• At the time this policy goes into effect, eligible employees will be credited with leave.

• Newly hired employees shall be credited with leave immediately upon their employment.

• Separated employees that are re-employed within the same calendar year will receive the same amount of leave as a newly hired employee unless they previously utilized the leave within the same fiscal year.

Transfers between participating employer and non-participating employer:

• If an employee moves from one employer to another employer who participates in Personal Observance Leave within the calendar year, unused Personal Observance Leave will transfer to the employee’s new employer.

• If an employee moves from a participating to a non-participating employer, unused Personal Observance leave will not transfer to the non-participating employer.

• If an employee moves from a non-participating employer to a participating employer, the employee will receive leave as a newly hired employee, as indicated in above.

Use

Personal Observance Leave may be used for any single eight-hour period that falls on a day of personal significance; it is not for use across multiple days. This includes, but is not limited to, days of cultural or religious importance. Regardless of the employee’s religious or cultural background, any day that the employee identifies as significant for cultural, religious, or personal reasons qualifies under the policy.

Eligible employees will receive up to eight hours of Personal Observance Leave each fiscal year.

The total amount of Personal Observance Leave allotted to an employee must be used on a regularly schedule workday.

The employee can take part of the shift off, or combine Personal Observance Leave with comp time or another form of leave to get the entire shift off. Ex: Employee who are charged 9-hours of leave when working during the summer schedule would be required to use an additional hour of leave for the full day.

This leave is intended for its sole purpose and is not to be used as a substitute for sick leave or any other established leave.

This leave expires if not used by the end of the calendar year. It will not be carried into the next fiscal year, has no cash value, and cannot be converted into retirement credit.

Employees may use Personal Observance Leave prior to exhausting any accumulated compensatory leave (comp time).

Approval

Supervisor approval is required in advance of using this leave, but employees do not need to provide a reason for using this leave. As with other forms of leave, employees should request

use of leave at least two weeks (10 workdays) before the leave is needed unless such notice is impractical.

Supervisors, to the greatest extend possible, should allow employees to use the leave at the time requested, however, the supervisor may require that the leave be taken at a time other than the one requested, based on the needs of the division/department.

Accommodations will be made for employees who may want to recognize the same day for Personal Observance Leave. However, when necessary to avoid impact to services of the division/department, supervisors may ask employees to take their leave on different days.

Limitations

Personal Observance Leave not taken by the end of the calendar year is forfeited; it shall not be carried into the next calendar year.

Personal Observance Leave has no cash value and cannot be converted into retirement credit. Employees shall not be paid for unused Personal Observance Leave at separation. This leave shall not be payable upon death of an employee during state service.

Personal Observance Leave shall not be applied to existing negative leave balances. This leave shall not be donated under the Voluntary Shared Leave policy.