BENEFITS - PRACTICE 3

Leave

WHAT

TVA allows annual employees to take temporary leaves of absence from the work place for vacation, medical, personal, family, and other reasons.

WHO

• All annual employees

WHY

TVA recognizes that employees may periodically have personal or family needs that require time away from work. TVA also understands that employees may occasionally wish to be relieved of job responsibilities temporarily in order to continue to pursue personal interests, such as travel or educational programs.

HOW

LEAVE PROCEDURES

TVA's leave procedures are based on federal laws and regulations which govern:

• How leave time is earned. Eligibility for various types of leave.
• How and why leave time can be taken.

TYPES OF LEAVE

Federal regulations divide leave into the following categories:

Annual Leave

Time off from work for paid vacation and other personal reasons.

Sick Leave

Includes leave for illness, injury, medical, dental, or optical care for employees or an employee's family member; bereavement activities resulting from the death of a family member; or to adopt a child.

Family and Medical Leave

Includes leave for birth and care of a newborn or placement of a child for adoption or foster care with the employees; care for a spouse, child or parent; and serious health conditions of employees.

Administrative Leave

Includes leave for military or law enforcement service, court service, military funerals, voter registration and voting; and to be an organ or bone marrow donor.

Leave without Pay

May be granted to employees who request it, regardless of whether they have other paid leave available.

Leave Transfer Program

Employees may donate accrued annual leave for use by other TVA and federal employees for certain medical emergencies affecting themselves or a family member.

Other periods of paid absence may be granted under TVA programs that are not regulated by federal law. Information about these programs can be obtained from human resource representatives or the Employee Service Center.

WHAT IS COVERED IN THIS PRACTICE

The most common types of leave are annual leave for vacation and sick leave. Information about these types of leave is included in this practice. Information about the other types of leave listed above is available from your human resource representative; the Employee Service Center; or the Employee Relations Manual, Benefits Policy 1, Leave.

ANNUAL LEAVE

How Annual Leave is Earned

The amount of annual leave full-time annual employees earn is based on their federal service, as follows:

An Annual Employee With:	Earns Each Pay Period:
Fewer than three years of service	4 hours of annual leave
Three to 15 years of service	6 hours of annual leave
15 or more years of service	8 hours of annual leave

Your years of service generally include your service with TVA and any other federal civilian or military service used as a basis for determining the amount of annual leave an employee is eligible to earn. The amount of annual leave part-time annual employees earn is based on their federal service, as follows:

A Part-time Employee With:	Earns Each Pay Period:
Fewer than three years of service	1 hour for each 20 hours in pay status
Three to 15 years of service	1 hour for each 13 hours in pay status
15 or more years of service	1 hour for each 10 hours in pay status

 

When Annual Leave Can Be Used

Annual leave can be used for vacation or personal purposes. Annual leave is by law a benefit and accrues automatically. However, the supervisor has the authority to determine when annual leave can be taken. This decision will generally be made based on administrative needs and TVA work requirements, rather than solely on the desires of the employee. Supervisors are advised to establish tentative annual leave schedules months in advance to ensure that work requirements are met.

How Annual Leave Can Be Taken

Annual leave can be taken in increments ranging from half an hour to a week or more.

Requesting Annual Leave

Employees should request time for annual leave in advance from their supervisor, preferably in writing. Annual leave must be approved in advance by the employee's supervisor.

Carrying Annual Leave Forward

Employees may "carry" forward up to 240 hours of accumulated annual leave from one leave year to the next. Normally, annual leave in excess of 240 hours will be forfeited at the end of the year. (See the Restored Leave section in this practice for information about restoration of forfeited annual leave. See Principles and Practices, Benefits Practice 7, RETIREMENT, for information about the use of forfeited annual leave for retirement purposes.)

SICK LEAVE

How Sick Leave Is Earned

All full-time annual employees accrue four hours of sick leave each bi-weekly pay period.  Part-time employees accrue sick leave based on the number of hours they work.  Information about accrual rates for part-time employees can be obtained from Human Resource representatives or the Employee Service Center.  There is no limit on the amount of sick leave that can be accumulated or carried forward from year to year.  (See Principles and Practices, Benefits Practice 7, RETIREMENT, for information about the use of unused sick leave for retirement purposes.)

When Sick Leave Can Be Used

Employees May Use Sick Leave:

• When they are ill, injured, exposed to a communicable disease, or to adopt a child, To receive medical treatments, To care for family members who need medical, dental or optical treatment, or who are ill or who are injured, and
• To make arrangements necessitated by the death of a family member, or to attend the funeral of a family member.

For sick leave purposes, a family member is defined as spouse; parent(s) of the employee and the spouse; children, brothers and sisters of the employee, and the spouses of these relatives; and any individual related by blood or whose close association is the equivalent of a family relationship.

How Sick Leave Can Be Taken

Employees can take sick leave in increments ranging from half an hour to weeks or months. Special rules apply to the use of sick leave to care for family members.  Full-time annual employees can use up to 40 hours of sick leave each leave year to care for family members.  Employees may be eligible to use an additional 64 hours of sick leave in each leave year, if their sick leave balance does not drop below 80 hours.  Part-time employees are eligible to use a prorated amount of sick leave to care for family members. More information is available from Human Resource representatives, the Employee Service Center, or the Employee Relations Manual, Benefits Policy 1, LEAVE, Sick Leave.

Applying for Sick Leave

Employees apply for sick leave in advance for physicians or dental visits, scheduled surgical procedures, medical testing, etc.  The request can be in any written form acceptable to the organization. Employees who have an unexpected absence due to a short-term illness should complete the necessary forms when they return to work.  Supervisors can request verification of illness or medical/dental appointments.

Sick Leave For Family Reasons

Consistent with federal law, employees may be eligible to use up to 104 hours of sick leave each leave year to care for ill family members, or for family bereavement activities.  This type of leave is used for general family care or for bereavement purposes, as specified in the policy.Who is EligibleAll full-time and part-time TVA employees who accrue leave. Under this policy, a family member is defined as a spouse; parent(s) of the employee and the spouse; children, brothers and sisters of the employee, and the spouses of these relatives; and any individual related by blood or who close association is the equivalent of a family relationship.

Leave Available for Family Illnesses, Medical Care, and Bereavement Reasons Matrix

When Sick Leave for Family Reasons May Be Taken

Employees may take sick leave for family reasons to provide care for family members:

• who are incapacitated by illness, injury, or childbirth; who need medical, dental, or optical treatment;
• to make arrangements necessitated by the death of a family member, or to attend the funeral of a family member.

Sick leave taken so the employee can provide care for family members or for bereavement will be deducted from the amount of leave an employee may take as described for Sick Leave for Family Members with Serious Illnesses.

How Sick Leave for Family Reasons May Be Taken

Employees may take 40 hours of sick leave for family care or bereavement each leave year. Managers may advance employees the initial 40 hours of sick leave so they can qualify for this leave.  Also, employees whose sick leave balance is 80 hours may take an additional 64 hours of sick leave each leave year. Part-time employees are eligible to use a prorated amount of sick leave.

Medical Certification

Supporting Evidence--TVA may grant sick leave only when supported by administratively acceptable evidence. Regardless of the duration of the absence, TVA may consider an employee's certification as to the reason for his or her absence as administratively acceptable evidence.  For an absence in excess of three workdays, or for a lesser period when determined necessary, TVA may also require a medical certification or other administratively acceptable evidence as to the reason for an absence for any purpose under this policy.  Managers may also require a medical certificate from the health care provider concerning the family member's need for psychological comfort and/or physical care. The certification should state the reasons for the absence, the family member who has a serious health condition, the probable amount of time the employee should be absent from work, and the timeframe of the absence.If the leave is requested for bereavement activities, the employee may be required to provide administratively acceptable documentation of activities.  Typically, documentation that proves the death of a family member is acceptable. Managers may request other documentation.

Sick Leave for Seriously Ill Family Members

Consistent with federal regulations, employees may be eligible to use up to 480 hours of sick leave to provide care for a family member who is seriously ill.

Who is Eligible

Employees who accrue sick leave and who provide care for seriously ill family members are eligible for use of this leave.  Under this policy, a family member is defined as a spouse; parent(s) of the employee and the spouse; children, brothers and sisters of the employee, and the spouses of these relatives; and any individual related by blood or who close association is the equivalent of a family relationship.  The family member must require treatment for serious illnesses such as cancer, heart attacks, strokes, severe injuries, Alzheimer's disease, pregnancy--including severe morning sickness and childbirth associated complications. Other illnesses are described in the Employee Relations Manual, Leave.  Illnesses such as earaches, upset stomachs, headaches (other than migraines), and routine dental or orthodontia problems are not included in this definition.

When Sick Leave for Seriously Ill Family Members May Be Taken

Employees may take 40 hours of sick leave for seriously ill family reasons each leave year. Also, employees whose sick leave balance is 80 hours may take an additional 440 hours of sick leave each leave year for these purposes. Part-time employees are eligible to use a prorated amount of sick leave. When an employee uses sick leave for family reasons (see Section 5.10), the amount of leave used is deducted from the sick leave entitlement under these provisions for seriously ill family members. Employees may not use more than 480 hours of sick leave in a leave year for any family reasons.

Medical Certification

Supporting Evidence--TVA may grant sick leave only when supported by administratively acceptable evidence. Regardless of the duration of the absence, TVA may consider an employee's certification as to the reason for his or her absence as administratively acceptable evidence.  For an absence in excess of three workdays, or for a lesser period when determined necessary, TVA may also require a medical certification or other administratively acceptable evidence as to the reason for an absence for any purpose under this policy.  Managers may also require a medical certificate from the health care provider concerning the family member's need for psychological comfort and/or physical care.  The certification should state the reasons for the absence, the family member who has a serious health condition, the probable amount of time the employee should be absent from work, and the timeframe of the absence.

FAMILY AND MEDICAL LEAVE

Consistent with federal law, TVA provides up to 12 weeks of unpaid family leave during any 12-month period to enable employees to cope with certain family situations without compromising their job performance or continued employment. Under some circumstances, family leave may be taken intermittently.

Who is Eligible

Any annual TVA employees with one year of qualifying service are generally eligible for Family and Medical Leave. Employees must request the use of this leave in advance of their absences. The leave may not be granted retroactively to the absence.

When Family Leave May Be Taken

Employees may take family leave for one or more of the following reasons:

• Birth of a child and care of a newborn, within one year after birth. Placement of a child for adoption or foster care with the employee, within one year after the placement. Care for a spouse, child or parent with serious and chronic health conditions such as asthma, diabetes, or cancer. A spouse is defined as an individual who is a husband or wife pursuant to a marriage that is a legal union between one man and one woman, including common law marriage between one man and one woman in states where it is recognized.
• Serious health condition of employee that makes him or her unable to perform the essential duties of his or her position.

Medical Certification

Employees must provide medical certification when they request family leave because they or their family members have serious health conditions. The information on the certification must relate only to the health condition for which the leave is requested.

Benefits During Family Leave

Employees may continue their health care coverage during a period of family leave by paying their share of the premium. TVA will continue to pay its share of the premium.

Substituting Other Forms of Leave

Employees who request family leave may choose to substitute annual leave, sick leave (where appropriate) or other paid time off, including transferred leave, for unpaid family leave, consistent with federal law. Employees may not substitute compensatory time off and credit hours earned under a flexible work schedule for leave without pay under the Family Medical Leave Act.

Where to Find More Information

Human resource representatives, the Employee Service Center, or the Employee Relations Manual, Family Friendly Policy 3, Leave Options, Family Leave can provide more information about eligibility, benefits and required documentation.

ADMINISTRATIVE LEAVE

Administrative leave may be granted and employees remain in pay status when absence from their jobs is for or connected with one of the following purposes:

• Jury duty Witness service Military leave Voter registration
• Other special leave

Also, TVA provides employees with up to 7 days of administrative leave per calendar year to be organ or bone marrow donors.

LEAVE WITHOUT PAY

LWOP may be granted upon the employee's written request. It may be used for sickness or injury or other reasons. Each request is examined to determine if such leave complies with TVA policy and is in the best interests of TVA. It may be granted when employees have other leave options. The anticipated benefit to TVA should be enough to at least offset the various costs of retaining the employee in LWOP status. A basic condition for approval of LWOP is a reasonable expectation that the employee will return at the end of the approved period. LWOP is not used for periods of nonpay status required or ordered by TVA such as furlough or suspension. Usually employees cannot demand that they be granted LWOP as a matter of right. See Employee Relations Manual, Benefits Policy 1, Leave, Leave Without Pay, for exceptions. LWOP is granted even though it is unlikely the employee will return to work in a case of pending disability retirement. A case of pending disability retirement is one in which the application for disability retirement has been accepted by TVA Retirement Services or the Civil Service Commission. The ending date of such LWOP is the date on which the employee's organization receives notice of the decision on the disability retirement application. TVA is not obligated to but may reinstate an employee before the end of an approved period. An exception to this provision is a case when more than 30 days have been approved because of illness and the employee recovers and requests to return to work. In such a case, the employee is reinstated as soon as possible. During an employee's absence on LWOP, the employee's position:

• May be left vacant. May be filled on either a temporary or non-temporary basis.
• The work may be assigned to other employees.

When LWOP is granted because sick leave is unavailable, it is permissible to require the employee to present evidence of incapacitation acceptable to the supervisor in the same manner as for sick leave. Your Human Resources representative or the Employee Relations Manual, Benefits Policy 1, Leave, Leave Without Pay, can provide more information about LWOP.

LEAVE TRANSFER PROGRAM

TVA allows employees to donate annual leave to other employees who are experiencing emergency medical circumstances which require their absence from work when they have exhausted their earned leave time. Your Human Resource representative, the Employee Service Center, or the Employee Relations Manual, Benefits Policy 1, Leave, Leave Transfer Program, can provide more information about this program.

RESTORED LEAVE

Annual leave which would normally be forfeited can be restored in some limited circumstances. Your Human Resource representative, the Employee Service Center, or the Employee Relations Manual, Benefits Policy 1, Leave, Restored Annual Leave, can provide more information about the restoration of leave.

ADVANCE LEAVE

Advance annual or sick leave may be granted to qualified employees. Advance leave is not granted to an employee when it is known he or she will not return to work. The maximum amount of sick leave that can be advanced is 30 days. Advance annual leave is limited to the amount of leave the employee would accrue during the leave year, or until the end of the employee's employment, whichever is less.

Several other federal guidelines govern the administration of advance leave, and organizational requirements may also exist. Employees should consult their Human Resource representative, the Employee Service Center, or the Employee Relations Manual, Benefits Policy 1, Leave, Advanced Annual Leave, or Benefits Policy 1, Leave, Granting Advance Sick Leave, for more information about advance leave.

SALARY DURING LEAVE

Employees on annual or sick leave are paid on the basis of their regular, straight-time work schedule.

ROLES

All Annual Employees

• Apply for leave as much in advance of the leave date as possible. If circumstances prevent prior approval of the leave, appropriate application should be made as soon as the employee returns to work.
• Use annual and sick leave prudently, with due consideration to job requirements as well as the needs of coworkers.

Supervisors

• Should approve requests for leave whenever possible, while considering TVA's work requirements and administrative needs.
• Ensure that requests for annual leave are processed correctly and fairly, in accordance with TVA and organization guidelines.
• Discuss the retirement benefits of unused leave with employees. Counsel employees on the abuse of leave privileges and recommend disciplinary measures as appropriate.

All Organizations

• Develop and maintain record-keeping systems and controls to ensure that leave is accurately recorded, administered fairly, and reported in a timely manner.

Employee Accounting

• Maintains all leave records with the exception of military leave records, which are maintained by individual organizations.
• Develops, maintains, and interprets procedures relating to leave in conjunction with the Corporate Human Resources Organization Effectiveness Manager.

Employee Service Center

• Answer questions about the Leave Program.

RESOURCES

• Employee Service Center - 1-888-275-8094
• Human Resource Representatives

Last Revised 9/2002