absence management for supervisors an online training for all commonwealth supervisors

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  • Slide 1
  • Absence Management for Supervisors An online training for all commonwealth supervisors
  • Slide 2
  • to this web-based training on absence administration. This course is for commonwealth supervisors. It will offer you an overview of your role in managing your employees absences. Welcome
  • Slide 3
  • Classroom Course This is a basic course that offers an introduction to the topic of absence administration. After successfully completing this course, you will be enrolled in a classroom course that will explore this information in greater detail. This course will be scheduled by your Human Resource Office.
  • Slide 4
  • Learning Objectives Roles related to absences Absence management Leaves of absence Absences under the Family and Medical Leave Act After completing this course, you should have a basic understanding of the following:
  • Slide 5
  • Roles Related to Absences The following slides outline roles and responsibilities in the administration of absence management. They cover the responsibilities of employees, supervisors, and Human Resource staff.
  • Slide 6
  • Employee Responsibilities Employees have responsibility for the following components of absence management: Maintain and manage accrued and anticipated leave. Budget leave to last the entire year. Be aware that when accrued leave is depleted, additional absences may not be approved. Request absences in advance, when possible. Attempt to schedule absences when they are least disruptive to operations. Obtain/provide supporting documentation when required within requested timeframes. Adhere to established call-off procedures and work rules.
  • Slide 7
  • Supervisor Responsibilities Supervisors have responsibility for the following components of absence management: Maintain efficient operations. Apply the call-off policy consistently. Ensure all absences are recorded. Ensure eligibility for the requested absence type by checking policies and leave balance quotas. Approve (or deny, if appropriate) requests in a timely manner. Monitor employee absences and counsel employees about leave use as needed.
  • Slide 8
  • Supervisor Responsibilities (continued) Follow labor agreement requirements for vacation selection. Approve absences consistent with operational needs on a first-come, first-serve basis, if requested outside of the vacation selection period. Carefully consider emergency requests. Remind employees annually of the absence management policies and their responsibility to manage/budget their absences.
  • Slide 9
  • HR Office Responsibilities Time Advisors have responsibility for the following components of absence management: Ensure all employees receive orientation on absence provisions. Provide guidance to supervisors related to leave requests, including but not limited to: Correct absence coding errors Counsel employees about excessive leave use Monitor absence and other time-related error reports.
  • Slide 10
  • HR Office Responsibilities SPF Coordinators have responsibility for the following components of absence management: Provide final approval or disapproval for FMLA/SPF (Sick, Parental and Family Care) Absences. Determine employee eligibility and entitlement for FMLA/SPF. Provide timely notifications to employees as required by the FMLA. Ensure absences are coded correctly. Monitor usage to ensure employees are not over-utilizing FMLA/SPF Absence. Review medical documentation to ensure completeness and accuracy. Provide and request follow-up documentation as necessary. Assist employees and supervisors with FMLA/SPF Absence requests.
  • Slide 11
  • HR Office Responsibilities Labor Relations Coordinators have responsibility for the following components of absence management: Work with supervisors when leave restriction or discipline is necessary. Work closely with SPF Coordinator when issues overlap.
  • Slide 12
  • To Sum it Up: Employees, Supervisors, Time Advisors, SPF Coordinators, and Labor Relations Coordinators all have roles related to managing absences.
  • Slide 13
  • Absence Management The following slides review the concept of absence management. You may encounter situations for which these basic rules may not apply.
  • Slide 14
  • Absence Management The Basics Both supervisors and employees have roles in managing absences from work: Supervisors Employees Should consider employee requests for absences in relation to the need to maintain efficient operations (except when the absence is required by law or union contract to be approved). Should manage absences to not exceed accrued and/or anticipated leave balance quotas.
  • Slide 15
  • Components of Absence Management Develop a call-off policy. Review absence and attendance policies including the call-off policy on an annual basis with all employees. Remind employees of absence management throughout the year if: call-offs are frequent, a lot of leave is used in relation to available leave, or accrued leave is nearly depleted. Counsel employees about effective use (or misuse) of leave when appropriate. Evaluate operational needs when considering each absence request and approve/deny it as appropriate. Apply absence policy and procedures consistently. Following are several ways that can help ensure effective absence management:
  • Slide 16
  • To Sum it Up: A well-communicated call-off policy and counseling when appropriate can help in effective absence management. Both supervisors and employees have roles related to absence management. Supervisors should evaluate operational needs when approving/denying absence requests. Employees are responsible for managing their absences to not exceed accrued and/or anticipated leave balance quotas.
  • Slide 17
  • Leaves of Absence The following slides cover basic information that generally applies to all absences. Keep in mind that some types of absences dont always follow the basic rules.
  • Slide 18
  • Leaves of Absence A Leave of Absence is any time when an employee is absent from work, with or without compensation.
  • Slide 19
  • Some Basic Rules All time away from work must be charged to and recorded with an appropriate leave type. Absence policies and procedures should be applied consistently. Absences should be requested in advance, unless circumstances do not permit. Emergency requests for all types of absence should be carefully considered. Any medical information provided verbally or in writing must be kept confidential. Most absence requests should be considered based on operational requirements.
  • Slide 20
  • Types of Leaves of Absence Each type of leave has a unique absence code. There are many different types of leave, grouped into the following two categories: Accrued or Earned Leave Examples include: Annual Personal Sick Accrued or Earned Leave Examples include: Annual Personal Sick Granted only for Qualifying Reasons Examples include: Leave Without Pay Civil Military Granted only for Qualifying Reasons Examples include: Leave Without Pay Civil Military
  • Slide 21
  • Did you know that Most absence requests may be disapproved for operational reasons. Note: There are some exceptions, so when in doubt, ask the Time Advisor in the Human Resource Office or the SPF Coordinator.
  • Slide 22
  • Approving Leaves of Absence All leaves of absence require approval/disapproval. Regardless of the type of leave, supervisors must not approve absences when the reason for the absence is either inappropriate or inconsistent with the policy.
  • Slide 23
  • Resources for Information The applicable union contract Materials provided by the Human Resource Office, including the Absence Types Guide.Absence Types Guide When in doubt, ask the Human Resource Office staff To make sure the reason for absence is consistent with the absence code requested by the employee, consult these resources:
  • Slide 24
  • When a Supervisor Needs Guidance Supervisors should seek guidance from the Human Resource Office when they suspect employees are misusing leave or have unique circumstances that impact their leave use.
  • Slide 25
  • Indicators of Employees Needing Guidance Employee requests an uncommon leave type. Employee has an unscheduled absence for five or more consecutive work days. Employees sick leave use has increased over the last few weeks or months. A conversation is overheard or an employee tells the supervisor of a pregnancy or a serious health condition. Employee is nearing the depletion of paid leave. The following triggers may indicate that supervisors should notify or seek guidance from the Human Resource Staff:
  • Slide 26
  • To Sum it Up: Generally, supervisors may disapprove absences due to operational reasons. Leave must be requested for all time away from work. Supervisors should seek guidance from their Human Resource Office in certain situations. Be sure to approve the correct absence code.
  • Slide 27
  • FMLA Absences In this section we will review absences that are protected by the Family and Medical Leave Act (FMLA).
  • Slide 28
  • What is FMLA Absence? For the employees own serious health condition as defined by the FMLA. For a qualifying family members serious health conditio

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